PROCESSING   

Input File and Error File Layout

You will name the Input File. The Error File has the same name with an extension of .ERR and will have the same layout as the Input File.

The Input File must be a fixed-format file. You must fill every position with either an appropriate character or space. It is not necessary to zero-fill numbers; you can use spaces to maintain the proper format. Numeric fields must be right-justified and character fields must be left-justified. You do not need to fill the Notes fields with spaces, but every record must end with a carriage return and line feed.

A record in the Input File must be in one of three formats: Header, Detail, or Vendor Labor. Each voucher Header record must have at least one matching voucher Detail record in the Input File. Vendor Labor records are optional. Each Vendor Labor record must match with a Detail record in the Input File.

Header Format (VCHR_HDR Table)

Detail Format (VCHR_LN and VCHR_LN_ACCT tables)

Vendor Labor Format (VCHR_LAB_VEND Table)

Processing Details

1. The application checks the voucher temporary tables to ensure all rows are imported. If rows have not been imported, the system displays a message on the screen and you can continue or cancel the process. If you continue, the temporary tables will be cleared.

2. The system inserts records from the Input File into the temporary tables.

3. The system applies defaults to fields that are blank in the Input File and that have a "default provided" status.

4. Validations are performed.

5. Once the validations are completed, the system writes vouchers with errors to the error file. If there is an error on one line of a voucher (header, detail, or vendor labor), all lines of the voucher will be rejected and written to the error file. These rows will then be deleted from the temporary tables. The temporary tables now have only valid rows in them.

6. Field processing and calculations are performed.

7. The Error Report is printed. If there are errors, the system will display a message on the screen. If there are no errors, the Error Report will indicate that no records were found.

Import Details

1. If the application uses the voucher numbers from the Input File, the Voucher Header and Voucher Header History will be checked again to ensure that the vouchers being imported do not already exist. If duplicates do exist, the system will display a message on the screen and will not perform the import.

2. If the application assigns voucher numbers, all vouchers in the temporary tables will be assigned new and unique voucher numbers.

3. The Voucher Key, Voucher Line Key, Voucher Line Account Key, and Voucher Line Vendor Key are set.

4. Rows from the temporary tables are inserted into the Voucher Header, Voucher Line, Voucher Line Account, and Voucher Labor Vendor tables.

5. The temporary tables are cleared to prevent duplicate uploads.

Tables

Voucher Header Table

The Voucher Header table is filled as follows:

Anticipated Pay Date (ANTIC_PAY_DT)

The application sets the Anticipated Pay Date to the Due Date.

A/P Account (AP_ACCT_ID)

The application sets the A/P Account to the A/P Account from the Default A/P Accounts table.

A/P Accounts Key (AP_ACCTS_KEY)

1. The A/P Accounts Key is a system-generated key that correlates to the A/P Account Description.

2. The A/P Acct Desc field is taken from the Input File.

3. The default value is "A/P Account Description" for the vendor.

4. The system performs the following validations:

5. The A/P Acct Desc is a required field and must exist in the Input File or have a default value supplied from the Vendor table.

6. The A/P Acct Desc must exist in the Default A/P Accounts table.

A/P Organization (AP_ORG_ID)

The application sets the A/P Organization to the Organization from the Default A/P Accounts table (A/P Accounts screen in Costpoint Accounts Payable).

A/P Reference Number 1 (AP_REF1_ID)

The application sets the A/P Reference Number 1 to the Ref No 1 from the Default A/P Accounts table (A/P Accounts screen in Costpoint Accounts Payable).

A/P Reference Number 2 (AP_REF2_ID)

The application sets the A/P Reference Number 2 to the Ref No 2 from the Default A/P Accounts table (A/P Accounts screen in Costpoint Accounts Payable).

Approval Date (APPRVL_DTT)

The Approval Date is set by the application as follows:

• If the Require Approvals checkbox is not selected in the A/P Voucher Settings screen (in Costpoint Accounts Payable), the approval date will be set to the current system date.

• If the Require Approvals checkbox is selected in the A/P Voucher Settings screen and the invoice amount is less than or equal to the Approval Required Above amount in the A/P Voucher Settings screen, the approval date will be set to the current system date.

• If the Require Approvals checkbox is selected in the A/P Voucher Settings screen and the invoice amount is greater than the Approval Required Above amount in the A/P Voucher Settings screen, the approval date will be set to null.

Approved Flag (APPRVD_FL)

The approved flag is set by the application as follows:

• If the Require Approvals checkbox is not selected in the A/P Voucher Settings screen (in Costpoint Accounts Payable), the approved flag will be set to "Y" (Yes).

• If the Require Approvals checkbox is checked and the invoice amount is less than or equal to the Approval Required Above amount in the A/P Voucher Settings screen, the approved flag will be set to "Y" (Yes).

• If the Require Approvals checkbox is selected and the invoice amount is greater than the Approval Required Above amount in the A/P Voucher Settings screen, the approved flag will be set to "N" (No).

Cash Account (CASH_ACCT_ID)

The Cash Account is set by the application to the Cash Account from the Default Cash Accounts table (Cash Accounts screen in Costpoint Accounts Payable).

Cash Account Key (CASH_ACCTS_KEY)

1. The Cash Account Key is a system-generated key that correlates to the Cash Account Description.

2. The Cash Acct Desc field is taken from the Input File.

3. The default value is the default Cash Account Description for the vendor.

4. The system performs the following validations:

5. The Cash Acct Desc is a required field and must exist in the Input File or have a default value supplied from the Vendor table.

6. The Cash Acct Desc must exist in the Default Cash Accounts table (Cash Accounts screen in Costpoint Accounts Payable).

Cash Organization (CASH_ORG_ID)

The application sets the Cash Organization to the Organization from the Default Cash Accounts table (Cash Accounts screen in Costpoint Accounts Payable).

Cash Reference Number 1 (CASH_REF1_ID)

The application sets the Cash Reference Number 1 to the Ref No 1 from the Default Cash Accounts table (Cash Accounts screen in Costpoint Accounts Payable).

Cash Reference Number 2 (CASH_REF2_ID)

The application sets the Cash Reference Number 2 to the Ref No 2 from the Default Cash Accounts table (Cash Accounts screen in Costpoint Accounts Payable).

Check Amount (CHK_AMT)

1. The Check Amount is optional. You can supply a value in the Input File.

2. The default value is zero.

3. If the Check Amount field is not blank in the Input File, the system will perform the following validations:

4. The Check Amount field must be numeric.

5. The check amount must be zero when check number is zero.

6. The check amount cannot be zero when check number is greater than zero.

7. The check amount cannot be less than zero.

8. The check amount cannot be greater than the unpaid balance.

Check Date (CHK_DT)

1. The Check Date is optional. You can supply a value in the Input File.

2. The system uses the current system date as a default only if a check number greater than zero is provided in the Input File.

3. If the Check Date field is not blank in the Input File, the system will perform the following validations:

4. The Check Date field must be a valid date.

5. The Check Date must be blank when check number is zero.

Check Fiscal Year (CHK_FY_CD) Check Period Number (CHK_PD_NO) Check Subperiod Number (CHK_SUB_PD_NO)

1. The Check Fiscal Year, Check Period Number, and Check Subperiod Number are optional. You can supply values in the Input File.

2. The system uses the fiscal year, period, and subperiod as a default only if a check number greater than zero is provided in the Input File.

3. If the fields are not blank in the Input File, the system will perform the following validations:

4. The combination of all three fields must exist and be open in the Subperiod table.

5. The combination of all three fields must exist and be open in the Subperiod Journal Status table with a journal code of "CD."

6. All three fields must be blank when check number is zero.

7. The check period and check subperiod fields must be numeric.

Check Number (CHK_NO)

1. The Check Number is optional. You can supply a value in the Input File.

2. The default value is zero.

3. If the Check Number field is not blank in the Input File, the system will perform the following validations:

4. The Check Number field must be numeric.

5. The check number cannot be less than zero.

Company Id (COMPANY_ID)

The Company ID is set by the application to the company the user is currently logged into.

Delivery Value (SHIP_AMT)

1. The Delivery Value is optional. You can supply a value in the Input File.

2. The default value is zero.

3. The system performs the following validations:

4. If the Delivery Value field is not blank in the Input File, it must be numeric.

5. If the Delivery Value field is provided in the Input File, is numeric, and is not zero, the invoice type must be "D."

Discount Amount (DISC_AMT)

1. The Discount Amount is taken from the Total Discount Amount field in the Input File.

2. If the Total Discount Amount, Discount Pct, and Discount Date fields from the Input File are all blank, the application will calculate the Discount Amount as the rounded product of the Invoice Amount multiplied by the Discount Percent according to the Terms.

3. The system performs he following validations:

4. The Total Discount Amount, Discount Pct, and Discount Date from the Input File must either be all populated or all blank.

5. If the Total Discount Amount is not blank in the Input File, it must be numeric.

6. The Total Discount Amount must equal the rounded product of the Invoice Amount multiplied by the Discount Percentage Rate.

7. The sum of the Discount Amount field on the detail record(s) for each unique voucher number and fiscal year combination must equal the Total Discount Amount on the header record.

Discount Date (DISC_DT)

1. The Discount Date is taken from the Input File.

2. If the Total Discount Amount, Discount Pct, and Discount Date fields from the Input File are all blank, the application will set the Discount Date equal to the invoice date plus the Discount Days according to the Terms.

3. The system performs the following validations:

4. The Total Discount Amount, Discount Pct, and Discount Date from the Input File must either be all populated or all blank.

5. If the Discount Date is not blank in the Input File, it must be a valid date.

6. The system will display a warning message if the Discount Date is less than or equal to the invoice date.

Discount Percentage Rate (DISC_PCT_RT)

1. The system computes the Discount Percentage Rate by dividing the Discount Pct from the Input File by "100."

2. If the Total Discount Amount, Discount Pct, and Discount Date fields from the Input File are all blank, the application will set the Discount Percentage Rate to the Discount Percent according to the Terms.

3. The system performs the following validations:

4. The Total Discount Amount, Discount Pct, and Discount Date from the Input File must either be all populated or all blank.

5. If the Discount Pct field is not blank in the Input File, it must be numeric.

Discount Taken Amount (DISC_TAKEN_AMT)

1. The Discount Taken Amount is optional. You can supply a value in the Input File.

2. The default value is zero.

3. If the Discount Taken Amount field is not blank in the Input File, the system will perform the following validations:

4. The discount taken amount must be numeric.

5. The discount taken amount must be zero when the check number is zero.

6. The discount taken amount cannot be less than zero.

7. The discount taken amount cannot be greater than the total discount amount.

8. The discount taken amount must be zero if you have selected the Net - Including Discounts radio button in the Post to G/L Discount Method group box in the A/P Voucher Settings screen (in Costpoint Accounts Payable).

Due Amount (DUE_AMT)

The application sets the Due Amount by subtracting the Discount Amount from the Invoice Amount.

Due Date (DUE_DT)

1. The Due Date is optional. You can supply a value in the Input File.

2. If the Due Date is blank in the Input File, the system will calculate the Due Date from the Invoice Date and Terms fields.

3. The system performs the following validations: 

4. The Due Date must be a valid date.

5. The system will display a warning message if the Due Date field is less than or equal to the Discount Date field.

Entry Date (ENTR_DTT)

The application sets the Entry Date to the current system date.

Entry User (ENTR_USER_ID)

The application sets the Entry User to the current user.

Fiscal Year (FY_CD) Period Number (PD_NO) Subperiod Number (SUB_PD_NO)

1. The Fiscal Year, Period Number, and Subperiod Number are taken from the Input File or the screen.

2. The default values are from the screen.

3. The system performs the following validations:

4. The combination of all three must exist in the Subperiod table.

5. The combination must be open in the Subperiod table.

6. The Period Number and Subperiod Number fields must be numeric.

Hold Voucher Flag (HOLD_VCHR_FL)

1. The Hold Voucher Flag is taken from the Input File.

2. The system performs the following validations:

3. The Hold Voucher Flag is a required field and must exist in the Input File.

4. The Hold Voucher Flag in the Input File must be "Y" (Yes) or "N" (No).

Invoice (INVC_ID)

The Invoice is taken from the Input File.

Invoice Amount (INVC_AMT)

1. The Invoice Amount is taken from the Input File.

2. The system performs the following validations:

3. The Invoice Amount is a required field and must exist in the Input File.

4. The Invoice Amount must be numeric.

Invoice Date (INVC_DT)

1. The Invoice Date is taken from the Input File.

2. The system performs the following validations:

3. The Invoice Date is a required field and must exist in the Input File.

4. The Invoice Date must be a valid date.

Invoice Period of Performance Date (INVC_POP_DT)

1. The Invoice Period of Performance Date is optional. You can supply a value in the Input File.

2. If the Invoice Period of Performance Date field is not blank in the Input File, it must contain a valid date.

3. The Invoice Period of Performance Date field will be required if:

4. The Subcontractor Flag is set to "Y" for the Vendor.

5. The Subcontractor Pay Code is set to "P" for the Vendor.

Invoice Type (S_INVC_TYPE)

1. The Invoice Type is optional. You can supply a value in the Input File.

2. The default value is "N."

3. The following validation is performed:

The only values allowed for the invoice type are "D," "P," or "N." If the value is not supplied in the Input File, or the value supplied is not "D," "P," or "N," the application will set the invoice type to "N."

Joint Payee Name (JNT_PAY_VEND_NAME)

1. The Joint Payee Name is taken from the input file.

2. The system performs the following validation:

You cannot enter the Joint Payee Name if the EFT Active Flag is active for the Pay Vendor and Payment Address Code combination in the Vendor Address table.

Journal Code (S_JNL_CD)

The application sets the Journal Code to "APV."

Notes (NOTES)

Notes are taken from the Input File.

(PAY_VEND_ID)

1. The Pay Vendor is taken from the Input File.

2. The default value is the default Pay Vendor for the vendor.

3. The system performs the following validations:

• The Pay Vendor is a required field and must exist in the Input File or have a default value supplied from the Vendor table (the Maintain Vendors screen in Accounts Payable).

• The Pay Vendor must exist in the Vendor table (the Maintain Vendors screen in Accounts Payable).

• If the Allow Different Pay Vendor checkbox is not selected in the Vendor Settings screen (in Costpoint Purchasing), the pay vendor (if supplied) must be the same as the vendor.

• If the Allow Different Pay Vendor checkbox is selected in the Vendor Settings screen (in Costpoint Purchasing) but the Allow Edits to Pay Vendor on Voucher checkbox is not selected in the Defaults subtask of the Maintain Vendors screen (in Costpoint Accounts Payable), the pay vendor (if supplied) must be the same as the vendor. A different pay vendor is not allowed.

• The system will display a warning message if the Hold Payments checkbox is selected in the Maintain Vendors screen in Costpoint Accounts Payable.

Pay Vendor Pay When Paid Flag (PAY_WHEN_PAID_FL)

1. The Pay When Paid Flag is taken from the Input File.

2. The default value is the Pay When Paid Flag for the vendor.

3. The system performs the following validations:

4. The Pay When Paid Flag is a required field and must exist in the Input File or have a default value supplied from the Vendor table.

5. The flag in the Input File must be "Y" (Yes), "N" (No), or blank.

Pay When Paid Amount (PAYWPD_AMT)

The application sets the Pay When Paid Amount as follows:

1. If the Pay When Paid flag is set to "N," the Pay When Paid Amount will be set to zero for the voucher.

2. If the Pay When Paid Flag is set to "Y" (Yes), the Pay When Paid Amount will be the sum of the Net Amount (if the Post to G/L Discount Method is Net - Including Discounts in the A/P Voucher Settings screen in Costpoint Accounts Payable) or Total Before Discount Amount (if the Post to G/L Discount Method is Gross - Without Discounts in the A/P Voucher Settings screen) for lines on the voucher that have a billable project and account.

Payment Address (PAY_ADDR_DC)

1. The Payment Address is taken from the Input File.

2. The default value is the default payment address for the pay vendor; i.e., where the Address Code has a Pmt Addr pay code of type "D" (Default) (as set in the Maintain Vendors screen in Costpoint Accounts Payable).

3. The system performs the following validations:

4. The Payment Address is a required field and must exist in the Input File or have a default value supplied from the Vendor Address table (the Maintain Vendors screen in Accounts Payable).

5. If you supplied a Payment Address Code in the Input File, you must supply a Pay Vendor as well.

6. The Pay Vendor and Payment Address combination must exist in the Vendor Address table with a Pmt Addr pay code of type "D" (Default) or "Y" (Yes) (as designated in the Maintain Vendors screen in Costpoint Accounts Payable).

Print Note-Blank Laser Check Flag (PRINT_NOTE_FL)

1. The Print Note-Blank Laser Check Flag is taken from the Input File.

2. If the Print Note-Blank Laser Check Flag in the Input File is not "Y" (Yes), "N" (No) will be the default value.

PO Release Number (EXT_PO_RLSE_NO)

1. If the PO Release Number from the Input File is numeric, the number will be taken from the Input File.

2. If the PO Release Number from the Input File is blank, the application will set the number to zero.

3. The following validation is performed:  If the PO Release Number is not blank in the Input File, it must be numeric.

Purchase Order Number (EXT_PO_ID)

1. If the Purchase Order Number from the Input File is not blank, the number is taken from the Input File.

2. If the Purchase Order Number from the Input File is blank, the application will set the number to a single space.

Retainage Percentage (RTN_RT)

1. The system will compute the Retainage Percentage by dividing the retainage rate by "100," if the Retainage Rate from the Input File is numeric.

2. If the Retainage Rate from the Input File is blank, the application will set the Retainage Percentage to zero.

3. The following validation is performed:  If the Retainage Rate field is not blank in the Input File, it must be numeric.

Sales Tax Amount (SALES_TAX_AMT)

The application computes the Sales Tax Amount by summing the Detail Record(s) Sales Tax Amt field for each unique voucher number and fiscal year combination.

Sales Tax Code (SALES_TAX_CD)

The application sets the Sales Tax Code as follows:

1. If "Sales Taxable" or "Use Taxable" is selected in the A/P Vouchers drop-down box in the Tax Code Defaults group box in the A/P Voucher Settings screen (in Costpoint Accounts Payable), the Sales Tax Code will be the Sales Use/Tax Code from the Vendor Address table (the Maintain Vendors screen in Costpoint Accounts Payable) where the Pay Vendor and Payment Address combination is valid.

2. If "Sales Taxable" or "Use Taxable" is not selected in the A/P Vouchers drop-down box in the Tax Code Defaults group box, the Sales Tax Code will be left null.

Subcontractor Pay Code (S_SUBCTR_PAY_CD)

The application sets the Subcontractor Pay Code as follows:

1. If the Subcontractor flag is set to "N" for the vendor, the Subcontractor Pay Code will be set to "N."

2. If the Subcontractor flag is set to "Y" for the vendor, the Subcontractor Pay Code will be set the same as the Subcontractor Pay Code for the Vendor.

Taxable Code (S_TAXABLE_CD)

The application sets the Taxable Code as follows:

1. The application will set the Taxable Code to "S" if "Sales Taxable" is selected in the A/P Vouchers drop-down box in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

2. The application will set the Taxable Code to "U" if "Use Taxable" is selected in the A/P Vouchers drop-down box in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

3. The application will set the Taxable Code to "N" if "Sales Taxable" or "Use Taxable" is not selected in the A/P Vouchers drop-down box in the Tax Code Defaults group box in the A/P Voucher Settings screen.

Taxable Flag (TAXABLE_FL)

The Taxable Flag is set by the application as follows:

1. The application will set the Taxable Flag to "Y" if "Sales Taxable" or "Use Taxable" is selected in the A/P Vouchers drop-down box in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

2. The application will set the Taxable Flag to "N" if "Sales Taxable" or "Use Taxable" is not selected in the A/P Vouchers drop-down box in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

Terms Description (TERMS_DC)

1. The Terms field is taken from the Input File.

2. The default value is Terms for the vendor.

3. The system performs the following validations:

4. The Terms is a required field and must exist in the Input File or have a default value supplied from the Vendor table (Maintain Vendors screen in Accounts Payable).

5. The Terms must exist in the Vendor Terms table (Vendor Terms screen in Costpoint Accounts Payable).

Use Tax Amount (USE_TAX_AMT)

The application computes the Use Tax Amount by summing the Detail Record(s) Use Tax Amt field for each unique voucher number and fiscal year combination.

Vendor (VEND_ID)

1. The Vendor is taken from the Input File.

2. The system performs the following validations:

3. The Vendor is a required field and must exist in the Input File.

4. The vendor must exist in the Vendor table (Maintain Vendors screen in Accounts Payable).

5. The system displays a warning message if you selected the Hold Payments checkbox in the Maintain Vendors screen in Costpoint Accounts Payable.

Voucher Number (VCHR_NO)

1. The Voucher Number is taken from the Input File or assigned by the application depending upon the voucher numbering method selected on the preprocessor screen.

2. The following validations are performed:

3. The input Voucher Number is a required field and must exist in the Input File.

4. The input Voucher Number must be numeric.

Note:  The voucher number is required in the Input File regardless of the voucher numbering method selected. The application uses the field as a break point to identify individual vouchers and match voucher header records with voucher detail records.

Voucher Type (S_VCHR_TYPE)

The Voucher Type is set to "AP" by the application.

The application sets the following fields to "N":

Auto Creation Flag (AUTO_CREATE_FL)

Debit Memo Flag (DM_FL)

Debit Memo Printed Flag (DM_PRNTD_FL)

Over Budget Flag (OVR_BUD_FL)

Posted Accounts Payable Flag (POSTED_AP_FL)

Purchase Order Discrepancy (S_PO_DISCR_CD)

Receipt Discrepancy (S_RECPT_DISCR_CD)

Recurring Flag (RECUR_FL)

Recurring Template Flag (RECUR_TMPLT_FL)

The application sets the following fields to zero:

Cost Amount (CST_AMT)

Recurring Voucher No (RECUR_PAR_VCHR_NO)

The application sets the following fields to a single space:

Default Packing Slip (DFLT_PS_ID)

Retainage Notes (RTN_NT)

Sales Tax Source Code (S_SALES_TAX_SRC_CD)

Separate Check Flag (SEP_CHK_FL)

The application leaves the following fields set to null:

Approval User ID (APPRVR_USER_ID)

Batch Number (BATCH_ID)

Default Warehouse (DFLT_WHSE_ID)

Discrepancy Calculation Date (DISCR_CALC_DTT)

Posting Sequence Number (POST_SEQ_NO)

Purchase Order (PO_ID)

Purchase Order Release Number (PO_RLSE_NO)

Receipt Number (DFLT_RECPT_ID)

Recurring Voucher Desc (RECUR_VCHR_DC)

Last Voucher Fiscal Year (LST_VCHR_FY_CD)

Last Voucher Period Number (LST_VCHR_PD_NO)

Last Voucher Subperiod Number (LST_VCHR_SUB_PD_NO)

Start Fiscal Year (START_FY_CD)

Start Period Number (START_PD_NO)

Start Subperiod Number (START_SUB_PD_NO)

End Fiscal Year (END_FY_CD)

End Period Number (END_PD_NO)

End Subperiod Number (END_SUB_PD_NO)

Voucher Line Table

The Voucher Line table is filled as follows:

Discount Amount (DISC_AMT)

1. The Discount Amount is taken from the Input File.

2. The validations are as follows:

3. The Discount Amount is a required field and must exist in the Input File.

4. The Discount Amount must be numeric.

(If a Total Discount Amount exists on the Voucher header record, but the Discount Amount on ALL the matching detail record(s) has a value of zero, the application will compute a rounded discount amount for each detail record by multiplying the Discount Percentage Rate on the header record by the sum of the Line Amount and Sales Tax Amount from each detail record. Any rounding error will be added to the Discount Amount of the first detail record - voucher line number one.)

Line Change Cost Amount (LN_CHG_CST_AMT)

The application sets the Line Change Cost Amount to be the same as the Cost Amount from the Voucher Line Account table.

Line Change Tax Amount (LN_CHG_TAX_AMT)

The application sets the Line Change Tax Amount to be the same as the Sales Tax Amount field.

Line Change Use Tax Amount (LN_CHG_USE_TAX_AMT)

The application sets the Line Change Use Tax Amount to be the same as the Use Tax Amount field.

Notes (NOTES)

Notes are taken from the Input File.

Sales Tax Amount (SALES_TAX_AMT)

1. The Sales Tax Amount is taken from the Input File.

2. The system performs the following validations:

3. The Sales Tax Amount is a required field and must exist in the Input File.

4. The Sales Tax Amount must be numeric.

5. The Sales Tax Amount must be zero if the Taxable Code is not "S."

Sales Tax Code (SALES_TAX_CD)

1. The Sales Tax Code is taken from the Tax Code field in the Input File.

2. The system performs the following validations:

3. If the Taxable Code is "N," the Tax Code must be blank in the Input File.

4. If the Taxable Code is "S" or "U," the Tax Code will be required.

5. If the Tax Code is required, it must exist in the Sales Tax table (the Maintain Sales/Value Added Tax screen in Costpoint System Administration).

Taxable Code (S_TAXABLE_CD)

1. The Taxable Code is taken from the Input File.

2. The system performs the following validations:

3. The Taxable Code is a required field and must exist in the Input File.

4. The Taxable Code must be "S," "U," or "N."

Taxable Flag (TAXABLE_FL)

The application sets the Taxable Flag as follows:

1. If the Taxable Code is "N," the Taxable Flag will be set to "N."

2. If the Taxable Code is "S" or "U," the Taxable Flag will be set to "Y."

Total After Discount (NET_AMT)

The application sets the Total After Discount by subtracting the Discount Amount from the Total Before Discount.

Total Before Discount Amount (TOT_BEF_DISC_AMT)

The application sets the Total Before Discount Amount by adding the Line Amount and the Sales Tax Amount.

Use Tax Amount (USE_TAX_AMT)

1. The Use Tax Amount is taken from the Input File.

2. The system performs the following validations:

3. The Use Tax Amount is a required field and must exist in the Input File.

4. The Use Tax Amount must be numeric.

5. If the Taxable Code is not "U," the Use Tax Amount must be zero.

Voucher Line Description (VCHR_LN_DESC)

1. The Voucher Line Description is taken from the Input File.

2. The default value is the Account Description.

3. The system performs the following validation:

The Voucher Line Description is a required field and must exist in the Input File or have the default value supplied from the Account table.

Voucher Line Number (VCHR_LN_NO)

1. The Voucher Line Number is taken from the Input File.

2. The system performs the following validations:

3. The Voucher Line Number is a required field and must exist in the Input File.

4. The Voucher Line Number must be numeric.

5. The Voucher Line Number must start with "1" and be sequential within each unique voucher number and fiscal year combination.

The application sets the following fields to zero:

Extended Cost Amount (EXT_CST_AMT)

Quantity (QTY)

Quantity Discrepancy Percentage (DISCR_QTY_RT)

Total Discrepancy Amount (DISCR_TOT_AMT)

Unit Cost (UNIT_CST_AMT)

Unit Price Discrepancy (DISCR_UNIT_PRC_AMT)

Unit Price Discrepancy Percentage (DISCR_UNIT_PRC_RT)

The application sets the following fields to a single space:

Purchase Order Line Type (S_PO_LN_TYPE)

Return Material Authorization Number (RMA_NO_ID)

Sales Tax Notes (SALES_TAX_NT)

The application leaves the following fields set to null:

Miscellaneous Line Charge Type (MISC_LN_CHG_TYPE)

Purchase Order Number (PO_ID)

Purchase Order Line Key (PO_LN_KEY)

PO Release Number (PO_RLSE_NO)

Units of Measure (UM_CD)

Voucher Line Account Table

The Voucher Line Account table is filled as follows:

Account (ACCT_ID)

1. The Account is taken from the Input File.

2. The default value is the Account set up for the Project Account Abbreviation.

3. The system performs the following validations:

4. The Account must exist in the Account table (the Maintain Accounts screen in Costpoint General Ledger).

5. The Account must be active.

6. The Account must be a detail account.

7. The Account must be available for use in voucher entry.

8. The Account must match the input mask specified for accounts. If any segment is shorter than the specified length for that segment, it will be padded. Numeric values will be padded with zeroes on the left. Alphanumeric values will be padded with spaces on the right.

Accounts Payable 1099 Flag (AP_1099_FL)

1. The Accounts Payable 1099 flag is taken from the Input File.

2. The default supplied value is from the vendor.

3. The system performs the following validations:

4. The A/P 1099 Flag is a required field and must exist in the Input File or have a default value supplied from the Vendor table. (The default value will be only if 1099 Flag is blank and 1099-MISC Type Code is blank in the input file. Otherwise, 1099 Flag will default to "N.")

5. The A/P 1099 Flag in the Input File must be "Y," "N," or blank.

1099-MISC Type Code

1. The 1099-MISC Type Code is taken from the Input File.

2. The default value is from the vendor. (The default value will be supplied only if 1099 Flag is "Y" and 1099-MISC Type Code is blank in the input file.)

3. The validations are as follows:

4. The 1099-MISC Type Code will be required if the A/P 1099 Flag is "Y."  

5. You cannot enter a 1099-MISC Type Code unless the A/P 1099 Flag is "Y."

6. The 1099-MISC Type Code must exist as a valid code in the System table (S_AP_1099_TYPE).

Cost Amount (CST_AMT)

1. The Cost Amount is taken from the Line Amount field in the Input File.

2. The system performs the following validations:

3. The Line Amount is a required field and must exist in the Input File.

4. The Line Amount must be numeric.

5. The sum of the Line Amount field plus the sum of the Sales Tax Amount field on the detail record(s) for each unique voucher number and fiscal year combination must equal the Invoice Amount on the header record.

Cost Amount Percentage Rate (CST_AMT_PCT_RT)

The application computes the Cost Amount Percentage Rate by dividing the Total Before Discount Amount on the detail record(s) for each unique voucher number and fiscal year combination by the Invoice Amount from the header record.

Line Change Cost Amount (LN_CHG_CST_AMT)

The application sets the Line Change Cost Amount to be the same as the Cost Amount field.

Organization (ORG_ID)

1. The Organization is taken from the Input File.

2. If the Org Abbrev is supplied in the Input File, the default value will be the Organization associated with the Org Abbrev.

3. If the Organization and Org Abbrev are not supplied in the Input File:

4. The Project or Proj Abbreviation will be required in the Input File.

5. The Default to Owning Org checkbox for the Project must be selected in the Maintain Project Master screen (in Costpoint Project Setup).

6. The default value will be the Owning Organization set up for the Project.

4. The validations are as follows:

5. The Organization must exist in the Organization table (the Maintain Org Elements screen in Costpoint General Ledger).

6. The Organization must match the input mask specified for the organization. If any segment is shorter than the specified length for that segment, it will be padded. Numeric values are padded with zeroes on the left. Alphanumeric values will be padded with spaces on the right.

Organization Abbreviation (ORG_ABBRV_CD)

1. The Org Abbrev is taken from the Input File.

2. The default value is the Org Abbrev set up for the Organization.

3. The system performs the following validations:

4. The Org Abbrev must exist in the Organization table (the Maintain Org Elements screen in Costpoint General Ledger).

5. If the Org Abbrev and Organization are supplied in the Input File, they must match in the Organization table (the Maintain Org Elements screen in Costpoint General Ledger).

Project (PROJ_ID)

1. The Project is taken from the Input File.

2. The default value is the Project associated with the Proj Abbrev.

3. The system performs the following validations:

4. If the Project Required checkbox is selected for this account in the Maintain Accounts screen (in Costpoint General Ledger), Project will be a required field and the Project or the Project Abbreviation must exist in the Input File.

5. If you enter the Project Account Abbreviation, Project will be a required field and either the Project or the Project Abbreviation must exist in the Input File.

6. The Project must exist in the Project table (the Basic Info screen in Costpoint Project Setup).

7. The Project must be active.

8. If the Project requires a work force, the project/vendor combination must exist in the Project Vendor table (the Project Vendor Work Force screen in Costpoint Project Setup).

9. The Project must match the input mask specified for the project. If any segment is shorter than the specified length for that segment, it will be padded. Numeric values will be padded with zeroes on the left. Alphanumeric values will be padded with spaces on the right.

Project Abbreviation (PROJ_ABBRV_CD)

1. The Project Abbrev is taken from the Input File.

2. The default value is the Proj Abbrev set up for the Project.

3. The system performs the following validations:

4. The Project Abbrev must exist in the Project table.

5. If both Project Abbrev and Project are supplied in the Input File, they must match in the Project table.

Project Account Abbreviation (PROJ_ACCT_ABBRV_CD)

1. The Project Account Abbrev is taken from the Input File.

2. The validations are as follows:

3. The Project Account Abbrev will be required if the account is not supplied in the Input File.

4. A Project or Project Abbrev is required with a Project Account Abbrev.

5. The Project Account Abbrev must exist in the Account Group Setup table (the Project Accounts Groups screen in Costpoint Project Setup).

6. If both the Account and the Project Account Abbrev are supplied in the Input File, they must match in the Account Group Setup table  (the Project Account Groups screen in Costpoint Project Setup).

Reference Number 1 (REF1_ID)

1. The Reference Number 1 field is taken from the Input File.

2. The system performs the following validations:

3. The Reference Number 1 must exist in the Reference Structure table.

4. The Reference Number 1 must be available for use in data entry.

5. The Reference Number 1 must be valid as a reference entry code 1.

Reference Number 2 (REF2_ID)

1. The Reference Number 2 field is taken from the Input File.

2. The system performs the following validations:

3. The Reference Number 2 must exist in the Reference Structure table.

4. The Reference Number 2 must be available for use in data entry.

5. The Reference Number 2 must be valid as a reference entry code 2.

The application sets the following fields to be the same as the fields in the Voucher Line table:

Discount Amount (DISC_AMT)

Sales Tax Amount (SALES_TAX_AMT)

Taxable Code (S_TAXABLE_CD)

Taxable Flag (TAXABLE_FL)

Total After Discount (NET_AMT)

Total Before Discount Amount (TOT_BEF_DISC_AMT)

Use Tax Amount (USE_TAX_AMT)

The application sets the following fields to a single space:

Template ID (FA_TMPLT_ID)

Template Revision ID (FA_TMPLT_RVSN_ID)

The application leaves the following field set to null:

Template Key (FA_TMPLT_KEY)

Voucher Labor Vendor Table

Subline Number (SUB_LN_NO)

1. The Vendor Subline Number field is taken from the Input File.

2. The system performs the following validations:

3. The Vendor Subline Number is a required field and must exist in the Input File.

4. The Vendor Subline Number must be numeric.

5. The Vendor Subline Number must start with "1" and be sequential within each unique voucher and fiscal year combination.

Vendor Hours (VEND_HRS)

1. The Vendor Hours is taken from the Input File.

2. The system performs the following validations:

3. The Vendor Hours field is a required field and must exist in the Input File.

4. The Vendor Hours must be numeric.

Vendor Amount (VEND_AMT)

1. The Vendor Amount is taken from the Input File.

2. The system performs the following validations:

3.  The Vendor Amount field is required and must exist in the Input File.

4. The Vendor Amount must be numeric.

Vendor Employee ID (VEND_EMPL_ID)

1. The Vendor Employee ID is taken from the Input File.

2. The system performs the following validations:

The combination of the Vendor ID from the header record and the Vendor Employee ID from the Vendor Labor record must exist in the Vendor Employee table (the Maintain Vendor Employees screen in Costpoint Accounts Payable).

Effective Billing Date (EFFECT_BILL_DT)

1. The Effective Billing Date is taken from the input file.

2. The system performs the following validations:

3. The Effective Billing Date must either exist in the input file or have a default value available. The default value is the Subperiod End Date.

4. If you supplied the Effective Billing Date in the input file, it must be a valid date and be in the "YYYY-MM-DD" format.

General Labor Category (GENL_LAB_CAT_CD)

1. The General Labor Category (GLC) is taken from the Input File.

2. The system performs the following validations:

3. The GLC is a required field and must exist in the Input File.

4. The GLC must exist in the General Labor Category table.

Project Labor Category (BILL_LAB_CAT_CD)

1. The Project Labor Category (PLC) is taken from the Input File.

2. The default value may be derived from the Project Vendor Labor Category table (Assign PLC to Vendor Work Force screen in Costpoint Project Setup) for the project and vendor ID combination; or the Project Labor Category Map table (Link GLC to Project PLC screen in Costpoint Project Setup) for the project and GLC combination.

3. The validations are as follows:

4. A Project is required before you can enter a PLC.

5. The PLC must exist in the Billing Labor Category table (the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup).

6. If a work force is NOT required for the project, the system will look for the project in the Project Labor Category table (the Assign PLC to Projects screen in Costpoint Project Setup). If it finds the project, the project and PLC combination must exist in the Project Labor Category table.

7. If a work force is required for the project, the work force project, vendor ID, and PLC combination must exist in the Project Vendor Labor Category table (the Assign PLC to Vendor Work Force screen in Costpoint Project Setup).

Report Error/Warning Messages

The following errors may appear on the Error Report.

Account

A Project cannot be used with this account.

The Project Required checkbox was not selected for this account in the Maintain Accounts screen (in Costpoint General Ledger), but a project was found in the Input File.

Contains segments that are too long.

The account in the Input File has one or more segments that are longer than the specified length for the segment.

Contains too many segments.

The account in the Input File has too many delimiters.

ID/Account Group Setup mismatch.

The account from the Input File and the default account found in the Account Group Setup table (Project Account Groups screen in Costpoint Project Setup) for the project account abbreviation supplied in the Input File did not match.

Not active.

The Active checkbox was not selected for this account in the Maintain Accounts screen in Costpoint General Ledger.

Not a detail account.

The Detail checkbox was not selected for this account in the Maintain Accounts screen in Costpoint General Ledger. You cannot charge accounts unless they are marked as detail.

Not formatted due to a fatal error.

A fatal error occurred when the application tried to check the input mask format. Please call for Technical Support.

Not found in Acct Entry Groups table.

The account entry group assigned to the account in the Input File does not include vouchers.

Not found in Acct table.

The account in the Input File does not exist in the Account table (the Maintain Accounts screen in Costpoint General Ledger).

Project is required for this account.

The Project Required checkbox was selected for this account in the Maintain Accounts screen (in Costpoint General Ledger), but no project was found in the Input File.

Reformatted to match defined structure.

The account in the Input File does not match the input mask for accounts. It has been padded with spaces or zeroes to match the input mask.

Too long for the defined structure.

The account in the Input File is longer than the specified length for accounts.

AP 1099 Flag

Must be Y, N or blank.

The A/P 1099 Flag in the Input File is not "Y," "N," or blank.

AP 1099 Flag/Vendor ID

WARNING: Vendor is NOT set up for 1099s.

The A/P 1099 Flag in the Input File is "Y," but the vendor is not set up for 1099s.

WARNING: Vendor is set up to Print 1099s.

The A/P 1099 Flag in the Input File is "N," but the vendor is set up to print 1099s.

AP 1099 Type

Cannot be entered unless 1099 Flag = Y

1099-MISC Type Code was entered in the input file, but the A/P 1099 Flag is not "Y."

Does not exist in the System table.

1099-MISC Type Code is not set up as a valid Type Code.

Required when the 1099 Flag = Y

1099-MISC Type Code was blank in the input file, but the A/P 1099 Flag is "Y."

A/P Acct Desc

Not found in A/P Accounts table.

The A/P Acct Desc in the Input File does not exist in the A/P Accounts table (the A/P Accounts screen in Costpoint Accounts Payable).

A/P Org/Acct

Not active.

The A/P account and A/P organization combination is not flagged as "Active" in the Organization Account table (Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected fiscal year.

The fiscal year of the record in the Input File is not within the starting and ending fiscal years for the A/P account and A/P organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected period.

The accounting period of the record in the Input File is not within the starting and ending periods for the A/P account and A/P organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not found in Acct/Org table.

The A/P account and A/P organization combination does not exist in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

A/P Org/Disc Acct

Note:  The system will perform this validation only if, in the A/P Vouchers Settings screen in Costpoint Accounts Payable, the Discount Account radio button has been selected in the Charge Discounts to group box and the A/P Organization radio button has been selected in the Charge Organization of group box, and only on Header records from the Input File with a Total Discount Amount greater than zero.

Not active.

The discount account and A/P organization combination is not flagged as "Active" in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected fiscal year.

The fiscal year of the record in the Input File is not within the starting and ending fiscal years for the discount account and A/P organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected period.

The accounting period of the record in the Input File is not within the starting and ending periods for the discount account and A/P organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not found in Acct/Org table.

The discount account and A/P organization combination does not exist in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Cash Acct Desc

Not found in Cash Accounts table.

The Cash Acct Desc in the Input File does not exist in the Cash Accounts table (the Cash Accounts screen in Costpoint Accounts Payable).

Cash Org/Acct

Not active.

The cash account and cash organization combination is not flagged as "Active" in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected fiscal year.

The fiscal year of the record in the Input File is not within the starting and ending fiscal years for the cash account and cash organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected period.

The accounting period of the record in the Input File is not within the starting and ending periods for the cash account and cash organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not found in Acct/Org table.

The cash account and cash organization combination does not exist in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Check Amount

Cannot be less than zero.

The Check Amount field in the Input File is less than zero.

Cannot be zero when Chk No is > zero.

The check number in the Input File is greater than zero, but the check amount is zero.

Must be zero when Chk No is zero.

The check number is zero, but the check amount is not zero.

Not numeric.

The Check Amount field in the Input File is not blank and is not numeric.

Check Date

Must be blank when Chk No is zero.

The check number is zero, but the check date is not blank.

Not a valid date.

The Check Date field in the Input File is not blank and is not a valid date. All dates must be in the "YYYY-MM-DD" format.

Check FY/PD/Sub PD

Must be blank when Chk No is zero.

The check number is zero, but the check fiscal year, check period, and check subperiod are not blank.

Not found in Subperiod Table.

The check fiscal year, check period, and check subperiod combination does not exist in the Subperiod table (the Subperiods screen in Costpoint General Ledger).

Not open in Subperiod Table.

The check fiscal year, check period, and check subperiod combination is not open in the Subperiod table (the Subperiods screen in Costpoint General Ledger).

Check FY/PD/Sub, CD

Not found in Subpd Jrnl Stat Table.

The check fiscal year, check period, and check subperiod combination does not exist in the Subperiod Journal Status table (the Subperiods screen in Costpoint General Ledger) with a journal code of "CD."

Not open in Subpd Jrnl Stat Table.

The check fiscal year, check period, and check subperiod combination is not open in the Subperiod Journal Status table (the Subperiods screen in Costpoint General Ledger) with a journal code of "CD."

Check Number

Cannot be less than zero.

The Check Number field in the Input File is less than zero.

Not numeric.

The Check Number field in the Input File is not blank and is not numeric.

Check Period

Not numeric.

The Check Period Number field in the Input File is not blank and is not numeric.

Check Subperiod

Not numeric.

The Check Subperiod Number field in the Input File is not blank and is not numeric.

Chk Amt, Unpaid Bal

Chk Amt cannot be > than the Unpaid Bal.

The Check Amount field in the Input File is greater than the unpaid balance on the voucher. The unpaid balance is determined by the Post to G/L Discount Method group box in the A/P Voucher Settings screen in Costpoint Accounts Payable:

If you select the Gross - Without Discounts radio button in the Post to G/L Discount Method group box, the unpaid balance will be calculated as:

Invoice Amt - Discount Taken Amt - (Invoice Amt * Retainage Rate)

If you select the Net - Including Discounts radio button in the Post to G/L Discount Method group box, the unpaid balance will be calculated as:

Due Amt - (Invoice Amt * Retainage Rate)

Chk No, Dt, Acct, Org

Check already exists in Check History.

This check already exists in the Check History table (Maintain Check History screen in Costpoint Accounts Payable) with the same check number, check date, cash account, and cash organization.

Check in Input File with diff values.

The check (check number, check date, cash account, and cash organization) exists in the Input File on a different voucher, but one or more of the following fields are different: check fiscal year, check period, check subperiod, pay vendor, payment address, cash reference number 1, and/or cash reference number 2.

Chk in VCHR header with diff values.

The check (check number, check date, cash account, and cash organization) exists in the Voucher header table on a different voucher, but one or more of the following fields are different: check fiscal year, check period, check subperiod, pay vendor, payment address, cash reference number 1, and/or cash reference number 2.

Disc Amt, Det Disc Amt

Tot Disc Amt must = sum of Detail Disc Amt.

The Total Discount Amount on the header record did not equal the sum of the Discount Amount from all matching detail records (same voucher number and fiscal year).

Disc Date, Invoice Date

WARNING: Disc Date is < or = to Invoice Date.

The Discount Date matches, or is earlier than, the invoice date.

Disc Date, Pct and Amt

Must all be populated or blank on Header.

The Discount Date, Discount Pct, and Discount Amount fields from the Input File must be either all populated or all blank.

Disc Taken, Disc Amt

Disc Taken cannot be > than the Disc Amt.

The Discount Taken Amount field in the Input File is greater than the total discount amount on the voucher.

Disc Taken Amount

Cannot be less than zero.

The Discount Taken Amount field in the Input File is less than zero.

Must be zero when Chk No is zero.

The check number is zero, but the discount taken amount is not zero.

Not numeric.

The Discount Taken Amount field in the Input File is not blank and is not numeric.

Post to G/L Disc Method is not = G.

The Discount Taken Amount field in the Input File is greater than zero. The Net - Including Discounts radio button is selected in the Post to G/L Discount Method group box in the A/P Voucher Settings screen in Costpoint Accounts Payable. The discount taken amount can be greater than zero only if the Gross - Without Discounts radio button is selected in the Post to G/L Discount Method group box.

Discount Account

From Voucher Settings, not valid for APV.

The Discount method is "D," but the Account Entry Group assigned to the Discount Account does not include vouchers.

Discount Amount

Not Numeric.

The Total Discount Amount in the Input File is not numeric.

Discount Date

Not a valid date.

The Discount Date in the Input File either is not a valid date or is in the wrong format. All dates must be in the "YYYY-MM-DD" format.

Discount Pct Rate

Not Numeric.

The Discount Pct in the Input File is not numeric.

Due Date

Could Not Calculate.

A Due Date could not be calculated from the Invoice Date and Terms fields.

Not a valid date.

The Due Date in the Input File either is not a valid date or is in the wrong format. All dates must be in the "YYYY-MM-DD" format.

Due Date, Disc Date

WARNING: Due Date is < or = to Disc Date.

The Due Date matches, or is earlier than, the Discount Date.

Effective Billing Date

Must be in input file.

The effective billing date field in the input file is blank and no valid default subperiod end date could be found.

Not a valid date.

The effective billing date field in the input file either is not a valid date or is in the wrong format.  All dates must be in the "YYYY-MM-DD" format.

FY/PD/Sub PD

Not found in Subperiod table.

The fiscal year, accounting period, and subperiod combination does not exist in the Subperiod table (the Subperiods screen in Costpoint General Ledger).

Not open in Subperiod table.

The fiscal year, accounting period, and subperiod combination is flagged as "Closed" in the Subperiod table  (the Subperiods screen in Costpoint General Ledger).

FY/PD/Sub PD and Jnl Cd

Not found in Subperiod Journal Status table.

The fiscal year, accounting period, and subperiod combination, along with the code "APV," does not exist in the Journal Status table (Subperiods screen in Costpoint General Ledger).

Not open in Subperiod

The fiscal year, accounting period, and subperiod combination, along with the code "APV," is flagged as "Closed" in the Subperiod Journal Status table (Subperiods screen in Costpoint General Ledger).

GLC

Must be in Input File.

The GLC field in the Input File is blank.

Not found in Genl Labor Cat table.

The GLC in the Input File does not exist in the General Labor Category table (the General Labor Categories screen in Costpoint Labor).

Input Vendor Subline Num

Must be in Input File.

The Vendor Subline Number field in the input file is blank.

Not numeric.

The Vendor Subline Number field in the Input File is not numeric.

Not sequential beginning with 1.

The Vendor Subline Number field in the Input File is not sequential, starting with the number "1," within each unique Voucher Number, Voucher Line Number, and Fiscal Year combination.

Hold Voucher Flag

Must be in Input File.

The Hold Voucher flag in the Input File is blank.

Not Y or N.

The Hold Voucher flag in the Input File is not "Y" or "N."

Input Voucher Line Num

Must be in Input File.

The Input Voucher Line Number in the Input File is blank.

Not Numeric.

The Input Voucher Line Number in the Input File is not numeric.

Not sequential beginning with 1.

The Input Voucher Line Number in the Input File is not sequential, starting with the number  "1," within each unique voucher number and fiscal year combination.

Input Voucher Number

Must be in Input File.

The Input Voucher Number field in the Input File is blank.

Not Numeric.

The Input Voucher Number field in the Input File is not numeric.

Input Voucher Number/FY

Duplicate Voucher Header record in Input File.

The Input Voucher Number and Fiscal Year combination is not unique among the voucher header records.

Invc Amt, Disc Pct, Amt

Invc Amt * Disc Pct (rounded) must = Disc Amt.

The Invoice Amount multiplied by the Discount Percentage Rate did not equal the Total Discount Amount from the header record.

Invc Amt, Lines + Sales Tax

Invc Amt must = sum of Line Amt + Sales Tax.

The Invoice Amount on the header record did not equal the sum of the Line Amount plus the sum of the Sales Tax Amount from all matching detail records (same voucher number and fiscal year).

Invoice Amount

Must be in Input File.

The Invoice Amount in the Input File is blank.

Not Numeric.

The Invoice Amount in the Input File is not numeric.

Invoice Date

Must be in Input File.

The Invoice Date in the Input File is blank.

Not a valid date.

The Invoice Date in the Input File either is not a valid date or is in the wrong format. All dates should be in the "YYYY-MM-DD" format.

Invoice Pd of Perf Date

Not a valid date.

The Invoice Period of Performance Date in the Input File either is not a valid date or is in the wrong format. All dates should be in the "YYYY-MM-DD" format.

Required for this vendor.

The Subcontractor flag is set to "Y" and the Subcontractor Pay Code is set to "P" for the vendor; therefore, the Invoice Period of Performance Date in the Input File cannot be blank.

Joint Payee Name

EFT is active for Pay Vendor ID.

You provided a Joint Payee Name in the Input File, and the EFT Active Flag is active for the Pay Vendor and Payment Address Code combination in the Vendor Address table. You cannot have an additional Payee when EFT is active.

Line Amount

Must be in Input File.

The Line Amount in the Input File is blank.

Not Numeric.

The Line Amount in the Input File is not numeric.

Line Discount Amount

Must be in Input File.

The Line Discount Amount in the Input File is blank.

Not Numeric.

The Line Discount Amount in the Input File is not numeric.

Net Amt, Sum of Vend Amt

Voucher Line Amount must = Sum of Vend Amt.

The sum of the Vendor Amount fields on all Vendor Labor records in the Input File for this Voucher Number, Voucher Line Number, and Fiscal Year combination does not match the Net Amount on the corresponding Voucher Detail record.

Org/Acct

Not active.

The account and organization combination is not flagged as "Active" in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected fiscal year.

The fiscal year of the record in the Input File is not within the starting and ending fiscal years for the account and organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected period.

The accounting period of the record in the Input File is not within the starting and ending periods for the account and organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not found in Acct/Org table.

The account and organization combination do not exist in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Org/Disc Acct

Note:  The system will perform this validation only if, in the A/P Voucher Settings screen in Costpoint Accounts Payable, the Discount Account radio button is selected in the Charge Discounts To group box and the Individual Line Item radio button is selected in the Charge Organization Of group box, and only on detail records from the Input File with a Discount Amount either provided or calculated.

Not active.

The discount account and organization combination is not flagged as "Active" in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected fiscal year.

The fiscal year of the record in the Input File is not within the starting and ending fiscal years for the discount account and organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not active in selected period.

The accounting period of the record in the Input File is not within the starting and ending periods for the discount account and organization combination in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Not found in Acct/Org table.

The discount account and organization combination does not exist in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Organization

Abbreviation not found.

The Organization Abbreviation from the Input File does not exist in the Organization table (the Maintain Org Elements screen in Costpoint General Ledger).

Contains segments that are too long.

The Organization in the Input File has one or more segments that are longer than the specified length for the segment.

Contains too many segments.

The Organization in the Input File has too many delimiters.

ID / Abbreviation mismatch.

The Organization and Org Abbreviation supplied in the Input File do not match in the Organization table (the Maintain Org Elements screen in Costpoint General Ledger).

Invalid base segment.

The Organization in the Input File has a base segment that is invalid. It is either too large or does not exist in the Organization table (the Maintain Org Elements screen in Costpoint General Ledger).

Not formatted due to a fatal error.

A fatal error occurred when the application tried to check the input mask format. Please call for Technical Support.

Not found in Org table.

The Organization from the Input File does not exist in the Organization table (the Maintain Org Elements screen in Costpoint General Ledger).

Organization was not found.

Because neither the Organization nor the Org Abbrev was supplied in the Input File, the program attempted to look up the Owning Organization set up in the Maintain Project Master screen in Costpoint Project Setup as the default organization.

The lookup failed because of one of the following reasons:

1. A project was not supplied.

2. The project was supplied but did not exist in the Project table (Basic Info screen in Costpoint Project Setup).

3. The project was found, but the Default to Owning Org checkbox was not selected for the project in the Maintain Project Master screen in Costpoint Project Setup.

Reformatted to match defined structure.

The Organization in the Input File does not match the input mask for the top-level organization. It has been padded with spaces or zeroes to match the input mask.

Too long for the defined structure.

The Organization in the Input File is longer than the specified length for the top-level organization.

Pay Address Code

Must also supply a Pay Vendor.

An Address Code was supplied without a pay vendor.

Pay Vendor/Address Code

Not a PAY address code.

The Pay Vendor and Address Code in the Input File exist in the Vendor Address table, but the Pmt Addr pay code was not type "D" (Default) or "Y" (Yes) (as set in the Maintain Vendors screen in Costpoint Accounts Payable).

Not found in Vendor Address table.

The Pay Vendor and Address Code in the Input File do not exist in the Vendor Address table (the Maintain Vendors screen in Costpoint Accounts Payable).

Pay Vendor ID

Not found in Vendor table.

The Pay Vendor in the Input File does not exist in the Vendor table (the Maintain Vendors screen in Costpoint Accounts Payable).

WARNING: No default Pay Addr Code found.

The Pay Vendor did not have a Payment Address code set up with a Pmt Addr of type "D" (Default) in the Maintain Vendors screen in Costpoint Accounts Payable.

WARNING: Pay Vendor on hold.

The Pay Vendor is on "Hold Payments" status in the Vendor table (the Hold Payments checkbox is selected in the Maintain Vendors screen in Costpoint Accounts Payable).

Pay When Paid Flag

Must be Y, N or blank.

The Pay When Paid Flag in the Input File is not "Y," "N," or blank.

Period

Not numeric.

The Period Number in the Input File is not numeric and is not blank.

PLC

Not found in Bill Lab Cat table.

The PLC in the input file does not exist in the Billing Labor Category table.

PLC requires a Project.

You entered a PLC but not a Project.

Project requires a PLC.

You entered a Project but not a PLC.

Proj / Vend / PLC

Proj/Vend/PLC Work force combo does not exist.

The work force project/Vendor ID/ PLC combination does not exist.

Project / Acct

Combo not valid in ACCT_GRP_SETUP.

The Project / Acct combination is not valid.

Project / PLC

PLC not authorized for Project.

The Project/PLC combination does not exist.

Project

Abbreviation not found.

The project abbreviation from the Input File does not exist in the Project table (Basic Info screen in Costpoint Project Setup).

Contains segments that are too long.

The project in the Input File has one or more segments that are longer than the specified length for the segment.

Contains too many segments.

The project in the Input File has too many delimiters.

ID / Abbreviation mismatch.

The project and project abbreviation supplied in the Input File do not match in the Project table (the Basic Info screen in Costpoint Project Setup).

Invalid base segment.

The project in the Input File has a base segment that is invalid. It is either too large or does not exist in the Project table (the Basic Info screen in Costpoint Project Setup).

Not active.

"Active" is not selected in the Project table (the Active checkbox is not selected in the Maintain Project Master screen in Costpoint Project Setup).

Not formatted due to a fatal error.

A fatal error occurred when the application tried to check the input mask format. Please call for Technical Support.

Not found in Project Master table.

The project in the Input File does not exist in the Project table (Basic Info screen in Costpoint Project Setup).  

Not found in Proj/Vendor Work Force table.

The project requires a work force, but the project and vendor combination does not exist in the Project Vendor table (the Project Vendor Work Force screen in Costpoint Project Setup).

Reformatted to match defined structure.

The project in the Input File does not match the input mask for the top-level project. It has been padded with spaces or zeroes to match the input mask.

Too long for the defined structure.

The project in the Input File is longer than the specified length for the top-level project.

Project Account Abbrev

Required when Account is not supplied.

The account was not supplied in the Input File. Therefore, the project account abbreviation is required in the Input File to look up a default account.

Requires a Project.

The project account abbreviation was supplied in the Input File, but a valid project was not found.

Proj/Acct

Not active.

"Active" is not selected in the Project Organization Account table (the Maintain Valid Project/Account/Orgs screen in Costpoint Project Setup).

Not found in Proj/Org/Acct table.

The Validate Project Charging by Organizations checkbox is NOT selected in the Project Settings screen in Costpoint Project Setup; and the combination of project and account does not exist in the Project Organization Account table (the Maintain Valid Project/Account/Orgs screen in Costpoint Project Setup).

Project/PLC

Not found in Project Labor Category table.

The project in the Input File does not require a work force. The project existed in the PLC table, but the Project/PLC combination in the Input File does not exist in the PLC table.

Project/Proj Acct Abbrev

Not found in Account Group Setup table.

The project and project account abbreviation combination supplied in the Input File does not exist in the Account Group Setup table (the Project Account Groups screen in Costpoint Project Setup).

Proj/Org/Acct

Not active.

The project/organization/account is not "Active" in the Project Organization Account table (the Maintain Valid Project/Account/Orgs screen in Costpoint Project Setup).

Not found in Proj/Org/Acct table.

The Validate Project Charging by Organizations checkbox is selected in the Project Settings screen in Costpoint Project Setup; and the combination of project, organization, and account does not exist in the Project Organization Account table (the Maintain Valid Project/Account/Orgs screen in Costpoint Project Setup).

Proj / Vend / PLC

Not in Proj Vend Lab Cat table.

The project in the Input File requires a work force, but the work force project/Vendor ID/ PLC combination does not exist in the Project Vendor Labor Category table (the Assign PLC to Vendor Work Force screen in Costpoint Project Setup).

Record Type

Not H, D or V.

The Record Type field in the Input File is not a valid type e.g., "H," "D," or "V."

Reference Number 1

Not found in Reference table.

The Ref No 1 field in the Input File is not blank and does not exist in the Reference Structure table (the Define Ref Structures screen in Costpoint General Ledger).

May not be used in data entry.

The Ref No 1 field in the Input File was found in the Reference Structure table, but the Use in Data Entry checkbox is not selected in the Define Ref Structures screen in Costpoint General Ledger.

This entry is not valid as a reference 1.

The Ref No 1 field in the Input File was found in the Reference Structure table (the Define Ref Structures screen in Costpoint General Ledger), but the Reference Entry code was not set to "Reference 1."

Reference Number 2

Not found in Reference table.

The Ref No 2 field in the Input File is not blank and does not exist in the Reference Structure table (the Define Ref Structures screen in Costpoint General Ledger).

May not be used in data entry.

The Ref No 2 field in the Input File was found in the Reference Structure table, but the Use in Data Entry checkbox is not selected in the Define Ref Structures screen (in Costpoint General Ledger).

This entry is not valid as a reference 2.

The Ref No 2 field in the Input File was found in the Reference Structure table (the Define Ref Structures screen in Costpoint General Ledger), but the Reference Entry Code was not set to "Reference 2."

Retainage Rate

Not Numeric.

The Retainage Rate in the Input File is not numeric.

Sales Tax Amt

Must be in Input File.

The Sales Tax Amount field in the Input File is blank.

Must be zero. Taxable Code is NOT S.

The Taxable Code is not "S;" therefore, the Sales Tax Amount field in the Input File must be zero.

Not numeric.

The Sales Tax Amount field in the Input File is not numeric.

Subperiod

Not numeric.

The Subperiod in the Input File is not numeric and is not blank.

Tax Code

Must be blank because Taxable Code is N.

The Taxable Code is "N;" therefore, the Tax Code field in the Input File must be blank.

Not found in Tax Code table.

The Tax Code field in the Input File does not exist in the Sales Tax table (the Maintain Sales/Value Added Tax screen in Costpoint System Administration).

Required because Taxable Code is S or U.

The Taxable Code is "S" or "U;" therefore, the Tax Code field in the Input File cannot be blank.

Taxable Code

Must be in Input File.

The Taxable Code field in the Input File is blank.

Not S, U or N.

The Taxable Code field in the Input File is not "S," "U," or "N."

Terms

Not found in Vendor Terms table.

The Terms field in the Input File does not exist in the Vendor Terms table (the Vendor Terms screen in Costpoint Accounts Payable).

Total Bef Disc Amt, Sum

Voucher Line Amt must = Sum of Vend Amt.

The sum of the Vendor Amount field on all Vendor Labor records in the Input File for this Voucher Number, Voucher Line Number, and Fiscal Year combination does not match the Total Before Discount Amount on the corresponding Voucher Detail record.

Use Tax Amt

Must be in Input File.

The Use Tax Amount field in the Input File is blank.

Must be zero. Taxable Code is NOT U.

The Taxable Code is not "U;" therefore, the Use Tax Amount field in the Input File must be zero.

Not numeric.

The Use Tax Amount field in the Input File is not numeric.

Vend / Vend Empl

Not in Vend Empl table.

The combination of the Vendor ID from the input Header record and the Vendor Employee ID from the input Vendor Labor record does not exist in the Vendor Employee table (the Maintain Vendor Employees screen in Costpoint Accounts Payable).

Vendor Amount

Not numeric.

The Vendor Amount field in the Input File is not numeric.

Vendor Hours

Not numeric.

The Vendor Hours field in the Input File is not numeric.

Vendor Labor Record

No Matching Voucher Detail Record.

No Detail record was found that matches this Vendor Labor Record input, Voucher Number, Voucher Line Number, and Fiscal Year combination.

Vendor/Pay Vendor

Different pay vendor is not allowed.

The Pay Vendor is different than the vendor in the Input File, yet the Allow Different Pay Vendor checkbox is not selected in the Vendor Settings screen in Costpoint Accounts Payable.

Edits to pay vendor on voucher are not allowed.

The Pay Vendor is different than the vendor in the Input File. The Allow Different Pay Vendor checkbox is selected in the Vendor Settings screen in Costpoint Accounts Payable, but the Allow Edits to Pay Vendor on Voucher checkbox is not selected in the Defaults subtask of the Maintain Vendors screen in Costpoint Accounts Payable.

Vendor ID

Flagged as a PR Vendor.

The PR Vendor checkbox is selected in the Maintain Vendors screen for the Vendor in the Input File. You cannot use this vendor in the Multicurrency A/P Voucher preprocessor.

Inactive in the Maintain Vendors Screen.

The Vendor in the Input File has a status of Inactive in the Maintain Vendors Screen.

Must be in Input File.

The Vendor field in the Input File is blank.

Not found in Vendor table.

The Vendor in the Input File does not exist in the Vendor table (the Maintain Vendors screen in Costpoint Accounts Payable).

WARNING: Vendor on hold.

The Vendor in the Input File is on "Hold Payments" status in the Vendor table (the Hold Payments checkbox is selected in the Maintain Vendors screen in Costpoint Accounts Payable).

WARNING: Vendor on warning status.

The Vendor in the Input File is on "Warning" status in the Maintain Vendors screen in Costpoint Accounts Payable (the Give Warning radio button is selected in the Maintain Vendors screen).

Voucher Detail Record

No Matching Voucher Header Record.

No Header record is found that matches this Detail record's input Voucher Number and Fiscal Year.

Voucher Header Record

No Matching Voucher Detail Record.

No Detail record was found that matched this Header record's input Voucher Number and Fiscal Year.

Voucher Number/FY

Note:  The system will perform this validation only if input voucher numbers are used to import vouchers to the Costpoint tables.

Voucher Num/FY already in VCHR Header.

A voucher entry already exists in the Voucher Header table (the Enter A/P Vouchers screen in Costpoint Accounts Payable) with the same input Voucher Number and Fiscal Year.

Voucher Num/FY already in VCHR Header HS.

A voucher entry already exists in the Voucher Header History table (the Voucher Register screen in Costpoint Accounts Payable) with the same Voucher Number and Fiscal Year from the Input File.

Voucher Num/FY already in Comp Exp Header.

A voucher entry already exists in the Company Expense Header table (the Enter Company Paid Expenses screen in Costpoint Travel) with the same Voucher Number and Fiscal Year from the Input File.

Voucher Num/FY already in Trav Adv Header.

A voucher entry already exists in the Travel Advance Header table (the Enter Advance Requests screen in Costpoint Travel) with the same Voucher Number and Fiscal Year from the Input File.

Voucher Num/FY already in Trav Exp Header.

A voucher entry already exists in the Travel Expense Header table (the Enter Expense Reports screen in Costpoint Travel) with the same Voucher Number and Fiscal Year from the Input File.

Screen Error Messages

The following error messages may be displayed on the screen.

Errors have occurred that may need correcting. Do you want to continue?

This message is displayed if errors are discovered during processing. You should review the Error Report. There are two options available at this point:

1. Import the records that have been validated, make any changes needed in the Error File, rename the Error File, and then process the errors

2. Make any corrections needed to the original Input File and process again

File does not exist.

The Input File entered could not be found. The Input File must be in your working directory. Check your working directory.

In order to select "Use Last System Voucher Number," the system-wide setting for Voucher Numbering Method must be "System."

You selected the Use Last System Voucher Number radio button on the Multicurrency A/P Voucher Preprocessor screen, but the System radio button is not selected as the Costpoint system-wide setting in the A/P Voucher Settings screen in Costpoint Accounts Payable.

No records found in temporary voucher tables. Please process file before importing or printing.

You selected the Print or Import Vouchers buttons on the toolbar and there are no rows in the temporary table.

No records have been selected to transfer.

All records in the Input File were rejected with errors.

Range of assigned Voucher numbers:  XXXXXXXXX to XXXXXXXXX

This message will display the range of voucher numbers assigned by the application if the Use Last System Voucher Number radio button is selected in the Voucher Numbering Method group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

Range of assigned Voucher numbers based on the Beginning Voucher Number:   XXXXXXXXX to XXXXXXXXX

This message will display the range of voucher numbers assigned by the application if the Supply Beginning Voucher Number radio button is selected in the Voucher Numbering Method group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

Records that have not been imported exist in the temporary voucher tables. Do you want to continue?

You selected the Import Vouchers button on the toolbar, but there are still rows in the temporary tables that were not imported. Select Yes to continue, and all the rows in the temporary tables will be deleted. Select Cancel to import the existing rows in the temporary tables or if you need to investigate the rows in the temporary tables.

Screen parameters have changed since the Process step was performed. Either set parameters back to what they were when the Process step was run or Process the Input File again with the new screen parameters.

You selected the Process Input File button on the toolbar, but screen parameters were changed since the Process step was performed. Either reprocess with the new parameters before importing, or set the parameters back to the original settings before pressing Import.

The Beginning Voucher Number must be greater than zero.

The Beginning Voucher Number cannot be zero.

The Beginning Voucher Number supplied already exists in Costpoint. Do you want to allow the program to renumber?

You selected the Import Vouchers button on the toolbar and the Supply Beginning Voucher Number radio button in the Voucher Numbering Method group box (in the A/P Voucher Settings screen in Costpoint Accounts Payable). The Fiscal Year and Beginning Voucher Number already exist in the Costpoint Voucher Header or Voucher Header History table. Select Yes to allow the application to find the next available voucher number to use as the beginning voucher number and continue the import process. Select No to stop the import; no rows will be imported to Costpoint from the temporary voucher tables, and you can run the Process step again and supply a different beginning voucher number.

The database is unable to process the records required for the requested activity. Possible reasons are: another user is using a record you wish to update, database error or hardware malfunction.

When this error occurs, make note of what was being done and at what point the application stopped and call Technical Support.

Vouchers to be imported already exist in the Voucher Header table. This condition must be corrected before importing.

A voucher with the same Voucher Number and Fiscal Year already exists in the Voucher Header table. This indicates that vouchers have been added to the system sometime between the processing of the Input File and the import of the temporary tables. If this message appears, the temporary tables will not be imported to the Costpoint voucher tables in order to prevent uploading duplicate records.

Vouchers to be imported already exist in the Voucher Header History table. This condition must be corrected before importing.

A voucher with the same Voucher Number and Fiscal Year already exists in the Voucher Header History table. This indicates that vouchers were added and/or posted in the system sometime between the processing of the Input File and the import of the temporary tables. If this message appears, the temporary tables will not be imported to the Costpoint voucher tables in order to prevent uploading duplicate records.

Vouchers to be imported already exist in the Company Expense Header table. This condition must be corrected before importing.

A voucher with the same Voucher Number and Fiscal Year already exists in the Company Expense Header table. This indicates that vouchers were added and/or posted in the system sometime between the processing of the Input File and the import of the temporary tables. If this message appears, the temporary tables will not be imported to the Costpoint voucher tables in order to prevent uploading duplicate records.

Vouchers to be imported already exist in the Travel Advance Header table. This condition must be corrected before importing.

A voucher with the same Voucher Number and Fiscal Year already exists in the Travel Advance Header table. This indicates that vouchers were added and/or posted in the system sometime between the processing of the Input File and the import of the temporary tables. If this message appears, the temporary tables will not be imported to the Costpoint voucher tables in order to prevent uploading duplicate records.

Vouchers to be imported already exist in the Travel Expense Header table. This condition must be corrected before importing.

A voucher with the same Voucher Number and Fiscal Year already exists in the Travel Expense Header table. This indicates that vouchers were added and/or posted in the system sometime between the processing of the Input File and the import of the temporary tables. If this message appears, the temporary tables will not be imported to the Costpoint voucher tables in order to prevent uploading duplicate records.

Technical Details

Tables read:

Account (ACCT)

Menu: Accounting - General Ledger - Accounts - Maintain Accounts

Account Entry Rules (ACCT_ENTRY_RULES)

Menu: Accounting  -  General Ledger  -  Controls  -  Account Entry Groups

Account Group Setup (ACCT_GRP_SETUP)

Menu:  Projects  -  Project Setup  -  Controls  -  Project Account Groups

Accounting Period (ACCTING_PD)

Menu: Accounting  -  General Ledger  -  Controls  -  Accounting Periods

AP Suspense Setup (X_AP_SUSP_SETUP)

Menu: Others  -  Product Interfaces  -  Preprocessors  -  A/P Voucher Suspense Setup

Billing Labor Category (BILL_LAB_CAT)

Menu: Projects  -  Project Setup  -  Project Labor  -  Set Up Project Labor Categories (PLC)

Check History (VEND_CHK)

Menu: Accounting  -  Accounts Payable  -  Utilities  -  Maintain Check History

Default A/P Accounts (DFLT_AP_ACCTS)

Menu: Accounting  -  Accounts Payable  -  Controls  -  A/P Accounts

Default Cash Accounts (DFLT_CASH_ACCTS)

Menu: Accounting  -  Accounts Payable  -  Controls  -  Cash Accounts

Fiscal Year (FY)

Menu: Accounting  -  General Ledger  -  Controls  -  Fiscal Years

General Labor Category (GENL_LAB_CAT)

Menu: People  -  Labor  -  Labor Controls  -  General Labor Categories

General Ledger Configuration File (GL_CONFIG)

Menu: Accounting  -  General Ledger  -  Controls  -  G/L Settings

Organization (ORG)

Menu: Accounting  -  General Ledger  -  Organizations  -  Maintain Org Elements

Organization Account (ORG_ACCT)

Menu: Accounting  -  General Ledger  -  Accounts  -  Maintain Account/Org Links

Project (PROJ)

Menu: Projects  -  Project Setup  -  Project Master  -  Basic Info

Project Control (PROJ_CNTL)

Menu: Projects  -  Project Setup  -  Controls  -  Project Settings

Project Edit (PROJ_EDIT)

Menu: Projects  -  Project Setup  -  Project Master  -  Basic Info

Project Labor Category (PROJ_LAB_CAT)

Menu: Projects  -  Project Setup  -  Project Labor  -  Assign PLC to Projects

Project Labor Category Map (PROJ_LAB_CAT_MAP)    

Menu: Projects  -  Project Setup  -  Project Labor  -  Link GLC to Project PLC

Project Vendor (PROJ_VEND)

Menu: Projects  -  Project Setup  -  Project Labor  -  Project Vendor Work Force

Project Vendor Labor Category (PROJ_VEND_LAB_CAT)

Menu: Projects  -  Project Setup  -  Project Labor  -  Assign PLC to Vendor Work Force

Project Organization Account (PROJ_ORG_ACCT)

Menu: Projects  -  Project Setup  -  Project Master  -  Maintain Valid Project/Account/Orgs

Project Vendor (PROJ_VEND)

Menu: Projects  -  Project Setup  -  Project Labor  -  Project Vendor Work Force

Reference Structure (REF_STRUC)

Menu: Accounting  -  General Ledger  -  Reference Numbers (Ref)  -  Define Ref Structures

Sales Tax (SALES TAX)

Menu: Other  -  System Administration  -  System Codes  -  Maintain Sales/Value Added Tax

Subperiod (SUB_PD)

Menu: Accounting  -  General Ledger  -  Controls  -  Subperiods

Subperiod Journal Status (SUB_PD_JNL_STATUS)

Menu: Accounting  -  General Ledger  -  Controls  -  Subperiods

Vendor (VEND)

Menu: Accounting  -  Accounts Payable  -  Vendor Info  -  Maintain Vendors

Vendor Address (VEND_ADDR)

Menu: Accounting  -  Accounts Payable  -  Vendor Info  -  Maintain Vendors

Vendor Employee (VEND_EMPL)

Menu: Accounting  -  Accounts Payable  -  Vendor Info  -  Maintain Vendor Employees

Vendor Settings (VEND_SETTINGS)

Menu: Accounting  -  Accounts Payable  -  Controls  -  Vendor Settings

Vendor Terms (VEND_TERMS)

Menu: Accounting  -  Accounts Payable  -  Controls  -  Vendor Terms

Voucher Header History (VCHR_HDR_HS)

Menu: Accounting  -  Accounts Payable  -  Reports  -  Voucher Register

Input File (User named)

Tables read and written:

A/P Voucher Prep Parameters  (PARMS_AOPUTLAM)

Menu: Others  -  Product Interfaces  -  Preprocessors  -  Multicurrency A/P Voucher Preprocessor

Function Parameter Catalog  (FUNC_PARMS_CATLG)

Posting Semaphore (POST_SEMAPHORE)

Sequence Generator (SEQ_GENERATOR)

Voucher Header (VCHR_HDR)

Menu: Accounting  -  Accounts Payable  -  Vouchers  -  Enter A/P Vouchers

Voucher Settings (VCHR_SETTINGS)

Menu: Accounting  -  Accounts Payable  -  Controls  -  A/P Voucher Settings

Tables written to:

Voucher Labor Vendor (VCHR_LAB_VEND)

Menu: Accounting  -  Accounts Payable  -  Vouchers  -  Enter A/P Vouchers

Voucher Line (VCHR_LN)

Menu: Accounting  -  Accounts Payable  -  Vouchers  -  Enter A/P Vouchers

Voucher Line Account (VCHR_LN_ACCT)

Menu: Accounting  -  Accounts Payable  -  Vouchers  -  Enter A/P Vouchers

Output

Error File

(Input File name + .ERR)

Edit Report

Error Report

When running the Multicurrency A/P Voucher Preprocessor under the Process Server, please remember that only the Process step will be performed. You must manually run the import step.

The workstation that submits the process and the Process Server itself must have a common drive letter that points to the same Server, Volume, and Directory; and the Input File read must be stored in that directory. For example, if the Input File is selected from G:\STORAGE on Server 4, Volume 3, the Process Server must have its drive G: mapped to Server 4, Volume 3 and have Read and Write rights to the STORAGE directory.