PO VOUCHERS PREPROCESSOR

Use this application to import Accounts Payable vouchers that are linked to Costpoint purchase orders. Although the primary function of this application is to create vouchers that can be posted to the General Ledger, you can also use it to perform PO and Receipt matching to verify that the amounts invoiced are being paid. The program reads and validates the specified input file, looks up purchasing information from the PO referenced by the invoice, performs 2- and 3-way matching, and generates voucher rows for posting. The application places invoices that contain fatal errors into a suspense file and generates an error report that lists all fatal and matching discrepancy errors. 

Only new, positive PO vouchers are accepted (no debit memos). This preprocessor does not process changes or deletions to existing PO vouchers.

To view and edit the transactions loaded by the preprocessor, you can use the Enter PO Vouchers screen in Costpoint Accounts Payable. You can also review them using the Print Voucher Edit Report screen.

If the voucher line quantity and/or amount is negative and the original PO line status is S (System Closed) and the Matching Type is 2-way, check to see whether the new PO_LN. VCHRD_AMT or VCHRD_QTY is now less than the PO_LN. PO_LN_TOT_AMT ORD_QTY.

If the voucher line quantity and/or amount is negative, and the original PO line status is S (System Closed), and the Matching Type is 2-way, compare the new PO_LN total vouchered quantity to the order quantity (or vouchered and order amounts if order qty = 0). If the PO_LN_TOT_AMT is greater than 0 and the newly calculated vouchered quantity/amount is less than the order quantity/amount, set the line status (PO_LN. S_LN_STATUS_TYPE) to O (Open). You should also set the PO_HDR. S_PO_STATUS_TYPE to O (Open).

Multicompany

If you selected the Separate Items by Company check box in the Product Definition Corporate Settings subtask of the Product Definition Settings screen, the program filters field validations by the user's company ID. The company ID of the user executing the process triggers the validation of all company tables. When a new PO voucher record is saved in Costpoint, it is automatically assigned the user's company ID and search parameters. All company-related tables and lookup-related valid values (or search parameters in Find or Query) are validated using the user's company ID. Uploads can be processed for only one company at a time (the user's company).

• Account Entry Rules (ACCT_ENTRY_RULES)

• Account Group Setup (ACCT_GRP_SETUP)

• Billing Labor Category (BILL_LAB_CAT)

• Default Accounts Payable Accounts (DFLT_AP_ACCTS)

• Default Cash Accounts (DFLT_CASH_ACCTS)

• Employee (EMPL)

• General Labor Category (GLC) (GENL_LAB_CAT)

• Inventory Abbreviation Code (INVT_ABBRV_CD)

• Line Charge Type (LN_CHG_TYPE)

• Organization (ORG)

• Purchase Order Header (PO_HDR)

• Project (PROJ)

• Project Billing Info (PROJ_BILL_INFO)

• Receiving Settings (RECV_SETTINGS)

• Reference Structure (REF_STRUC)

• Reason Code (RSN_CD)

• SUB_PD_JNL_STATUS

• Sales Tax (SALES_TAX)

• Voucher Approval User (VCHR_APPRVR_USER)

• Voucher Header (VCHR_HDR)

• Voucher Settings (VCHR_SETTINGS)

• Vendor (VEND)

• Vendor Address (VEND_ADDR)

• Vendor Employee (VEND_EMPL)

• Vendor Settings (VEND_SETTINGS)

• Warehouse (WHSE)

Multicurrency

When you use multicurrency data, all amount fields in the input file are listed in the transactional currency (which may or may not be the same as the functional currency). When processing, the system calculates the corresponding value in terms of the functional currency using exchange rate information from the associated Purchase Order (such as Transaction Currency, Rate Group, and Rate Date), and the system calculates subsequent, corresponding amounts for the related functional currency fields in accordance with the exchange rate information in other tables. Data is stored in both currencies in Costpoint.

If exchange rate information does not exist, the system assumes that the transactional and functional currencies are the same (1:1). All currency-related columns are still populated with default values, the system exchange rate is 1, and amount columns therefore have the same values for transactional and functional currencies.

Construction Industry Scheme (CIS)

For Great Britain only: The application updates columns requiring CIS data, including Voucher Header CIS Code (VCHR_HDR. CIS_CD), Voucher Line CIS Withholding Flag (VCHR_LN. CIS_WH_FL), and Voucher Line CIS Reporting Flag (VCHR_LN. CIS_RPT_FL). If the voucher header has a CIS code, the system performs a validation to ensure that the transaction and pay currency codes are both in Great British Pounds (GBP).

Files Necessary to Run PO Vouchers Preprocessor

The following custom files and stored procedures files must be accessible to run the PO Voucher Preprocessor.

Setup Procedures

After you have copied the new files and executed the script file (see installation instructions), perform the following setup actions before running the application for the first time.

Costpoint Data Setup

1. Establish default values in the PO Voucher Settings screen in Costpoint Accounts Payable.

2. Make sure that the patches have been applied to the database.

3. Make sure the AOPPOVCH.ORA (Oracle) or AOPPOVCH.MSS (Microsoft SQLServer) stored procedures are applied to the database.

Input File

The input file is a fixed-length file that you create using a string of alphanumeric text.  Enter the path and name of a fixed-length file, or use the Select button to pull up a Windows Open File dialog box. This application supports three input file types, as outlined below:

• PO Voucher Header (Record Type H) - This file contains the information necessary to populate the Voucher Header (VCHR_HDR) table.

• PO Voucher Line (Record Type L) - This file contains the information necessary to populate the Voucher Lines (VCHR_LN) table and its child table, Voucher Line Account (VCHR_LN_ACCT).

• PO Voucher Vendor Labor (Record Type V) - This file contains the information necessary to populate the Voucher Vendor Labor (VCHR_LAB_VEND) table. This input file type is optional. 

You can process input files simultaneously. The system deletes the input file after processing.

Each PO Voucher Header input file record must have at least one PO Voucher Line input file record, and a PO Voucher Line input file record must have a corresponding PO Voucher Header input file record. Similarly, each PO Voucher Vendor Labor input file record requires a matching PO Voucher Line input file record. PO Voucher Line records must physically follow their corresponding PO Voucher Header input file record, with no other records for another invoice in between. Invoice IDs determine which line records belong to which header record.

You must fill every position with either an appropriate character or a space. It is not necessary to zero-fill numbers; you can use spaces to maintain the proper format. Numeric fields should be right justified; character fields should be left justified. It is not necessary to fill the entire line with spaces. If an optional column in an input file is not populated, you must include the maximum number of spaces for that column before entering data for the next column. Every row should end with a carriage return and a line feed.

Input file fields defined as dates in Costpoint must be 10 characters and in the YYYY-MM-DD format, with a four-character year (including century), month (01-12), and day (01-31).  Year, month, and day must be separated by hyphens (-).  Input file field types are alphanumeric or characters (VARCHAR), numeric (DECIMAL, SMALLINT, and INTEGER), and date. The maximum for the 14,4 decimal value is 9999999999.9999, and the maximum for 14,2 is 999999999999.99.

International users:  The data can contain non-English characters, provided they are in the ASCII character set. Before creating an ASCII text (.TXT) file, be sure that your keyboard language is set to EN (United States English) to prevent the application from generating errors.

We recommend the use of .TXT and .CSV file-naming conventions.

PO Voucher Header Input File (VCHR_HDR and VCHR_LN)

PO Voucher Line Input File (VCHR_LN)

PO Voucher Vendor Labor Input File (VCHR_LAB_VEND)

Select

Click this button to open the Windows Open File dialog box, where you can view a list of files.

Print error messages for vouchers that are discrepant, but not over discrepancy limit

Select this check box to print error messages for vouchers. See Error Messages for additional details on this check box.

Default Organization Source

From the drop-down list, select an option to determine the default organization for records in the input file that do not already specify an organization, but do specify accounts. This option is disabled if Allow Charge Code Change is unchecked (in PO Voucher Settings):

• PO Line Organization – Uses the organization from the referenced PO line's first PO line account row. If a PO line is not referenced, the information is taken from the first PO line.

• Project Owning Organization – Uses the input file project to determine the organization. If there is no project in the input file, the organization associated with the first PO line account row for the referenced PO line is used.

Payment Info

Click this button to access the Payment Info subtask, where you can enter pay vendor and check information.

Table Information

The application updates the following tables:

This application uses the following worktables for processing:

Payment Info

Processing Details for PO Voucher Header and POVoucher Line

DETAILED TABLE SPECIFICATIONS

Error MESSAGES

APPENDIX