PAYMENT INFO

Use this optional subtask to enter payment and manual check information, pay vendor, and associated A/P and Cash account information. 

Pay Vendor Information

Pay Vendor

Enter the pay vendor in this optional field to override any pay vendor associated with the PO vendors. You can process multiple vouchers even if the POs have different pay vendors. If the input file has multiple vouchers, the system uses the A/P and cash accounts entered in this group box for processing. If you do not enter this information, the system uses the pay vendor and related information associated with the vouchers. 

If the Allow Different Pay Vendor check box is not selected in the Vendor Settings screen in Costpoint Accounts Payable, the Pay Vendor field is disabled. Also, if the Allow Edits to Pay Vendor on Voucher check box is not selected (in the Defaults subtask of the Maintain Vendors screen in Costpoint Accounts Payable, Procurement Planning, or Purchasing), and the pay vendor that you enter in this field is different from that on the PO, the system generates a process validation error message.

Cash Account Description

You must populate this field if you populated the Pay Vendor field. Enter, or use to select, a cash account description from which account information is used for posting the created vouchers to the General Ledger.

A/P Account Description

You must populate this field if you populated the Pay Vendor field. Enter, or use to select, an accounts payable account description from which account information is used for posting the created vouchers to the General Ledger.

If you enter a Pay Vendor, you must populate the Cash Account Description and A/P Account Description fields with valid accounts. Cash account and A/P account values can also exist for the vendor in the Defaults subtask of the Maintain Vendors screen. If you leave the Pay Vendor field blank, the Cash Account Description and A/P Account Description fields are cleared and disabled, and multiple vouchers are processed using the existing Cash and A/P Accounts associated with each PO voucher.

Check Information

Use the fields in this group box to enter the check number and cash disbursement posting information for this PO voucher. 

Check Number

Enter the check number that was paid against this batch of vouchers. You can record only one manual check for the vouchers in this screen. If you populate this field, you must also populate the Check Date, Check Amount (optional), Fiscal Year, Period, and Subperiod fields.

If you issued more than one manual check for a voucher, enter a check's information in each field in this screen, post the voucher, and then record the other check(s) in the Record Manual Checks screen in Costpoint Accounts Payable. Depending on your preferences, you may find it useful to post the voucher and record all manual checks for the voucher in the Record Manual Checks screen.

Check Date

Enter the date on which the check was issued.

Check Amount

Enter the amount of the check that was paid against this batch of vouchers in this optional field. If you used a manual check to pay multiple vouchers, the application records each portion/amount of the manual check separately against each individual voucher that was paid from that check. For example, if a check paid two vouchers, one for $1,000 and one for $50, the total amount of the check is $1,050. However, when the manual check is recorded, the check amount is $1,000 for the first voucher, and $50 for the second voucher. Also note that each voucher can have more than one voucher line (e.g., the $50 voucher may consist of voucher lines for $10, $19, and $21).

The Check Amount cannot be greater than the sum of all voucher net amounts created within that batch. If the Check Amount is less than the sum of the voucher amounts (e.g., to allow for partial payment), the system displays a warning during process validation. If multiple vouchers are processed referencing the same check number, each voucher stores only the associated portion of that total check amount.

If you leave this field blank (and you enter the Check Number), the process assigns a value to the Check Amount determined by the sum of all voucher net amounts processed in that batch.

Fiscal Year

Use this drop-down list to select the fiscal year in which to record the check.

Period

Use this drop-down list to select the period in which to record the check.

Subperiod

Use this drop-down list to select the subperiod in which to record the check.