A/P VOUCHER PREPROCESSOR

Type

CP Column/Table

Characters

Required?

Format

Record Type

Character 1

Required

(H)

Input Voucher Number

VCHR_NO

Number 9

Required

(999999999)

Fiscal Year

FY_CD

Character 6

Default provided

Period Number

PD_NO

Number 2

Default provided

(99)

Subperiod Number

SUB_PD_NO

Number 2

Default provided

(99)

Vendor ID

VEND_ID

Character 12

Required

Terms

TERMS_DC

Character 15

Default provided

Invoice Num

INVC_ID

Character 15

Optional

Invoice Date

INVC_DT

Character 10

Required

(YYYY-MM-DD)

Invoice Amt

INVC_AMT

Number 15

Required

(-99999999999.99)

(including Sales Tax)

Discount Date

DISC_DT

Character 10

Optional

(YYYY-MM-DD)

Discount Pct

DISC_PCT_RT

Number 6

Optional

(999.99)         

(10.00 = 10%)

Total Disc Amt

DISC_AMT

Number 15

Optional

(-99999999999.99)

Due Date

DUE_DT

Character 10

Optional

(YYYY-MM-DD)

Hold Voucher

HOLD_VCHR_FL

Character 1

Required

(Y or N)

Pay When Paid Fl

PAY_WHEN_ PAID_FL

Character 1

Default provided

(Y, N, or blank)

Pay Vendor ID

PAY_VEND_ID

Character 12

Default provided

Payment Add Cd

PAY_ADDR_DC

Character 10

Default provided

PO Num

EXT_PO_ID

Character 10

Optional

(For reference only)

PO Release Num

EXT_PO_RLSE_
NO

Number 3

Optional

(999)   

(for reference only)

Retainage Rate

RTN_RT

Number 6

Optional

(999.99)            

(10.00 = 10%)

A/P Acct Desc

AP_ACCTS_KEY

(used to derive AP_ACCT_ID, AP_ORG_ID, AP_REF1_ID, and AP_REF2_ID)

Character 30

Default provided

Cash Acct Desc

CASH_ACCTS_KEY

(used to derive CASH_ACCT_ID, CASH_ORG_ID, CASH_REF1_ID, and CASH_REF2_ID)

Character 30

Default provided

Invoice Type

S_INVC_TYPE

Character 1

Default provided

(D, P, or N)

Delivery Value (Ship Amt)

SHIP_AMT

Number 15

Default provided

(-99999999999.99)

Check Fiscal Year

CHK_FY_CD

Character 6

Default provided

Check Period Number

CHK_PD_NO

Number 2

Default provided

(99)

Check Subperiod Number

CHK_SUB_PD_NO

Number 2

Default provided

(99)

Check Number

CHK_NO

Number 9

Optional

(999999999)

Check Date

CHK_DT

Character 10

Default provided

(YYYY-MM-DD)

Check Amount

CHK_AMT

Number 15

Optional (only needed with Check Number)

(-99999999999.99)

Discount Taken Amount

DISC_TAKEN_
AMT

Number 15

Default provided

(-99999999999.99)

Invoice Period of Performance Date

INVC_POP_DT

Character 10

Optional

(YYYY-MM-DD)

Print Note-Blank Laser Check Flag

PRINT_NOTE_FL

Character 1

Default provided

(Y, N, or blank)

Separate Check Flag

SEP_CK_FL

Character 1

Default Provided

(Y or N)

Joint Payee Name

JNT_PAY_VEND_NAME

Character 40

Optional

Notes

NOTES

Character 254

Optional

Type

CP Table/Column

Characters

Required?

Format

Record Type

Character 1

Required

(D)

Input Voucher Number

Number 9

Required

(999999999)

Fiscal Year

Character 6

Default provided

Voucher Line Num

VCHR_LN.VCHR_LN_NO

Number 6

Required

(999999)

Account

VCHR_LN_ACCT.ACCT_ID

Character 15

Required

Org

VCHR_LN_ACCT.ORG_ID

Character 20

Required

Project

VCHR_LN_ACCT.PROJ_ID

Character 30

Optional

Reference Num 1

VCHR_LN_ACCT.REF1_ID

Character 20

Optional

Reference Num 2

VCHR_LN_ACCT.REF2_ID

Character 20

Optional

Line Amt

VCHR_LN_ACCT.CST_AMT

Number 15

Required

(-99999999999.99) (without Tax)

Taxable Code

VCHR_LN.S_TAXABLE_CD

Character 1

Required

S, U, or N

Tax Code

VCHR_LN.SALES_TAX_CD

Character 6

Optional

(Required if Taxable Code is S or U)

Sales Tax Amt

VCHR_LN.SALES_TAX_AMT

Number 15

Required

(-99999999999.99)

Discount Amt

VCHR_LN.DISC_AMT

Number 15

Required

(-99999999999.99)

Use Tax Amt

VCHR_LN.USE_TAX_AMT

Number 15

Required

(-99999999999.99)

AP 1099 Flag

VCHR_LN_ACCT.AP_1099_FL

Character 1

Default provided

Y, N, or blank

1099-MISC Type Code

VCHR_LN_ACCT.S_AP_1099_TYPE_CD

Character 6

Default provided

Voucher Line Desc

VCHR_LN.VCHR_LN_DESC

Character 30

Default provided

Org Abbreviation

VCHR_LN_ACCT.ORG_AB BRV_CD

Character 6

Optional

Project Abbreviation

VCHR_LN_ACCT.PROJ_ABBRV_CD

Character 6

Optional

Project Account Abbrev

VCHR_LN_ACCT.PROJ_ACCT_ABBRV_CD

Character 6

Optional

Notes

VCHR_LN.NOTES

Character 254

Optional

Type

CP Table/Column

Character

Required?

Format

Record Type

Character 1

Required

(V)

Input Voucher Number

Numeric 9

Required

(999999999)

Fiscal Year

Character 6

Default provided

Voucher Line Number

Numeric 6

Required

(999999)

Vendor Subline Number

SUB_LN_NO

Numeric 5

Required

(99999)

Vendor Empl ID

VEND_EMPL_ID

Character 12

Optional

General Labor Category

GENL_LAB_CAT_CD

Character 6

Required

Project Labor Category

BILL_LAB_CAT_CD

Character 6

Optional

Vendor Hours

VEND_HRS

Number 15

Optional

(-99999999999.99)

Vendor Amount

VEND_AMT

Number 15

Optional

(-99999999999.99)

Effective Billing Date

EFFECT_BILL_DT

Character 10

Default provided

(YYYY-MM-DD)

Field

Source

Costpoint performs these Validations

Anticipated Pay Date (ANTIC_PAY_DT)

The Due Date from the Input File.

A/P Account (AP_ACCT_ID)

The A/P Account from the Default A/P Accounts table.

A/P Accounts Key (AP_ACCTS_KEY)

This is Costpoint-generated key that correlates to the A/P Account Description. The A/P Acct Desc field is taken from the Input File. The default value is the A/P Account Description for the vendor.

• 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.

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

A/P Organization (AP_ORG_ID)

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 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 Ref No 2 from the Default A/P Accounts table (A/P Accounts screen in Costpoint Accounts Payable).

Approval Date (APPRVL_DTT)

Costpoint sets the Approval Date as follows:

• If the Require Approvals check box is cleared on the A/P Voucher Settings screen (in Costpoint Accounts Payable), Costpoint sets the approval date to the current system date.

• If the Require Approvals check box is selected on 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, Costpoint sets the approval date to the current system date.

• If the Require Approvals check box 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, Costpoint sets the approval date to null.

Approved Flag (APPRVD_FL)

Costpoint sets the Approved Flag as follows:

• If the Require Approvals check box is cleared in the A/P Voucher Settings screen (in Costpoint Accounts Payable), Approved Flag is set to Y (Yes).

• If the Require Approvals check box is selected and the invoice amount is less than or equal to the Approval Required Above amount in the A/P Voucher Settings screen, Approved Flag is set to Y (Yes).

• If the Require Approvals check box is selected and the invoice amount is greater than the Approval Required Above amount in the A/P Voucher Settings screen, Approved Flag is set to N (No).

Cash Account (CASH_ACCT_ID)

The Cash Account from the Default Cash Accounts table (Cash Accounts screen in Costpoint Accounts Payable).

Cash Account Key (CASH_ACCTS_KEY)

This is a Costpoint-generated key that correlates to the Cash Account Description. The Cash Acct Desc field is taken from the Input File. The default value is the default Cash Account Description for the vendor.

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

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

Cash Organization (CASH_ORG_ID)

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

Cash Reference Number 1 (CASH_REF1_ID)

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 Ref No 2 from the Default Cash Accounts table (Cash Accounts screen in Costpoint Accounts Payable).

Check Amount (CHK_AMT)

The Input File. This field is optional. The default value is zero.

If the Check Amount field is not blank in the Input File, Costpoint performs the following validations:

• The Check Amount field must be numeric.

• The check amount must be zero when the check number is zero.

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

• The check amount cannot be less than zero.

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

Check Date (CHK_DT)

The Input File. This field is optional. Costpoint uses the default of the current system date only if you provide a check number greater than zero in the Input File.

If the Check Date field is not blank in the Input File, Costpoint performs the following validations:

• The Check Date field must be a valid date.

• The check date must be blank when the check number is zero.

Check Fiscal Year (CHK_FY_CD)

Check Period Number (CHK_PD_NO)

Check Subperiod Number (CHK_SUB_PD_NO)

You can supply values in the Input File. The Check Fiscal Year, Check Period Number, and Check Subperiod Number are optional. Costpoint uses the defaults of the fiscal year, period, and subperiod only if you provide a check number greater than zero in the Input File.

If the fields are not blank in the Input File, Costpoint performs the following validations:

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

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

• All three fields must be blank if the check number is zero.

• The Check Period and Check Subperiod fields must be numeric.

Check Number (CHK_NO)

 The Input File. This field is optional. The default value is zero.

If the Check Number field is not blank in the Input File, Costpoint performs the following validations:

• The Check Number field must be numeric.

• The check number cannot be less than zero.

Company Id (COMPANY_ID)

The company for which the user is currently logged in.

Delivery Value (SHIP_AMT)

The Input File. This field is optional. The default value is zero.

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

• 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)

The Total Discount Amount field in the Input File.

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

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

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

• The amount in the Total Discount Amount field must equal the rounded product of the Invoice Amount multiplied by the Discount Percentage Rate.

• 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)

The Input File.

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

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

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

•  Costpoint displays a warning message when the Discount Date is less than or equal to the invoice date.

Discount Percentage Rate (DISC_PCT_RT)

Costpoint computes this rate by dividing the Discount Pct from the Input File by 100.

If the Total Discount Amount, Discount Pct, and Discount Date fields from the Input File are all blank, Costpoint sets the Discount Percentage Rate to the Discount Percent, according to the Terms.

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

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

Discount Taken Amount (DISC_TAKEN_AMT)

The Input File. This field is optional. The default value is zero.

If the Discount Taken Amount field is not blank in the Input File, Costpoint performs the following validations:

• The discount taken amount must be numeric.

• The discount taken amount must be zero if the check number is zero.

• The discount taken amount cannot be less than zero.

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

• The discount taken amount must be zero if you have selected the Net - Including Discounts option 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)

Costpoint calculates this amount by subtracting the Discount Amount from the Invoice Amount.

• The Due Date must be a valid date.

• Costpoint displays a warning message if the Due Date field is less than or equal to the Discount Date field.

Due Date (DUE_DT)

The Input File. This field is optional. If the Due Date is blank in the Input File, Costpoint calculates the Due Date from the Invoice Date and Terms fields.

Entry Date (ENTR_DTT)

The current system date.

Entry User (ENTR_USER_ID)

The current user.

Fiscal Year (FY_CD)

 Period Number (PD_NO)

Subperiod Number (SUB_PD_NO)

The Input File or the screen. The default values are from the screen.

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

• The combination must be open in the Subperiod table.

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

Hold Voucher Flag (HOLD_VCHR_FL)

The Input File.

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

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

Input File Voucher Number (INPUT_FILE_VCHR_NO)

The voucher number is taken from the Input File and is copied from the VCHR_NO field.  

The Input File Voucher Number displays on the Enter A/P Vouchers screen and is useful to link the Costpoint-assigned voucher number to the Input File voucher number when the Use Voucher Numbers In Input File option is cleared in the A/P Voucher Preprocessor screen. The Input File Voucher Number also displays on the Print Voucher Edit Report.

Invoice (INVC_ID)

The Input File.

Invoice Amount (INVC_AMT)

The Input File.

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

• The Invoice Amount must be numeric.

Invoice Date (INVC_DT)

The Input File.

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

• The Invoice Date must be a valid date.

Invoice Period of Performance Date (INVC_POP_DT)

The Input File.

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

The Invoice Period of Performance Date field is required when:

• The Subcontractor Flag is set to Y for the vendor.

• The Subcontractor Pay Code is set to P for the vendor.

Invoice Type (S_INVC_TYPE)

The Input File. This field is optional. The default value is N.

• 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, Costpoint sets the invoice type to N.

Joint Payee Name (JNT_PAY_VEND_NAME)

The Input File.

• You cannot enter a Joint Payee Name if the EFT Active Flag is selected for the pay vendor and payment address code combination in the Vendor Address table.

Separate Check Flag (SEP_CHK_FL)

The Input File. The default value is N.

• The only values allowed are Y and N.

• If the value is not supplied in the Input File, or if the value supplied is not Y or N, Costpoint uses the value from the VEND table column SEP_CHK_FL as the default.

Journal Code (S_JNL_CD)

Costpoint sets the Journal Code to APV.

Notes (NOTES)

The Input File.

Pay Vendor (PAY_VEND_ID)

The Input File. The default value is the default Pay Vendor for the vendor.

• Pay Vendor 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).

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

• If the Allow Different Pay Vendor check box 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 check box is selected in the Vendor Settings screen (in Costpoint Purchasing) but 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), the pay vendor (if supplied) must be the same as the vendor.

• Costpoint displays a warning message if the Hold Payments check box is selected in the Maintain Vendors screen in Costpoint Accounts Payable.

Pay Vendor Pay When Paid Flag (PAY_WHEN_PAID_FL)

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

• 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.

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

Pay When Paid Amount (PAYWPD_AMT)

Costpoint sets the Pay When Paid Amount as follows:

• If Pay When Paid Flag is set to N, Pay When Paid Amount is set to zero for the voucher.

• If Pay When Paid Flag is set to Y (Yes), the Pay When Paid Amount is the sum of the Net Amount (if 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 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)

The Input File. The default value is the default payment address for the pay vendor. In other words, 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).

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

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

• 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)

The Input File. If the Print Note-Blank Laser Check Flag in the Input File is not Y (Yes), then N (No) is the default value for this field.

PO Release Number (EXT_PO_RLSE_NO)

• If the PO Release Number from the Input File is numeric, Costpoint uses the number in the Input File.

• If the PO Release Number from the Input File is blank, Costpoint sets the number to zero.

• If the PO Release Number is not blank in the Input File, it must be numeric.

Purchase Order Number (EXT_PO_ID)

• If the Purchase Order Number from the Input File is not blank, Costpoint uses the number in the Input File.

• If the Purchase Order Number from the Input File is blank, Costpoint sets the field to a single space.

Retainage Percentage (RTN_RT)

• If the Retainage Rate from the Input File is numeric, Costpoint computes the Retainage Percentage by dividing the Retainage Rate by 100.

• If the Retainage Rate from the Input File is blank, Costpoint sets the Retainage Percentage to zero.

• If the Retainage Rate field is not blank in the Input File, it must be numeric.

Sales Tax Amount (SALES_TAX_AMT)

Costpoint 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)

Costpoint sets the Sales Tax Code as follows:

• If Sales Taxable or Use Taxable is selected as the setting for the A/P Vouchers option 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 (Maintain Vendors screen in Accounts Payable) where the Pay Vendor and Payment Address combination is valid.

• If Sales Taxable or Use Taxable is not selected for the A/P Vouchers option in the Tax Code Defaults group box, the Sales Tax Code is left null.

Subcontractor Pay Code (S_SUBCTR_PAY_CD)

Costpoint sets the Subcontractor Pay Code as follows:

• If the Subcontractor Flag is set to N for the vendor, the Subcontractor Pay Code is set to N.

• If the Subcontractor Flag is set to Y for the vendor, the Subcontractor Pay Code is set to be the same as the Subcontractor Pay Code for the Vendor.

Taxable Code (S_TAXABLE_CD)

Costpoint sets the Taxable Code as follows:

• Sets the Taxable Code to S if Sales Taxable is selected as the setting for the A/P Vouchers option in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

• Sets the Taxable Code to U if Use Taxable is selected as the setting for the A/P Vouchers option in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

• Sets the Taxable Code to N if Sales Taxable or Use Taxable is not selected for the A/P Vouchers option in the Tax Code Defaults group box in the A/P Voucher Settings screen.

Taxable Flag (TAXABLE_FL)

Costpoint sets the Taxable Flag as follows:

• Sets the Taxable Flag to Y if Sales Taxable or Use Taxable is selected for the A/P Vouchers option in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

• Sets the Taxable Flag to N if Sales Taxable or Use Taxable is not selected for the A/P Vouchers option in the Tax Code Defaults group box in the A/P Voucher Settings screen in Costpoint Accounts Payable.

Terms Description (TERMS_DC)

The Input File. The default value is Terms for the vendor.

• 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).

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

Use Tax Amount (USE_TAX_AMT)

Costpoint 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)

The Input File.

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

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

• Costpoint displays a warning message if you selected the Hold Payments check box in the Maintain Vendors screen in Costpoint Accounts Payable.

Voucher Number (VCHR_NO)

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

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

• The input Voucher Number must be numeric.

• The voucher number is required in the Input File regardless of the voucher numbering method selected. Costpoint 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)

Costpoint sets the Voucher Type to AP.

Field

Source

Costpoint performs these Validations

Discount Amount (DISC_AMT)

The Input File.

If a Total Discount Amount exists on the Voucher header record and the Discount Amount on all the matching detail record(s) has a value of zero, Costpoint computes a rounded discount amount for each detail record by multiplying the Discount Percentage Rate on the header record by the result of adding 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.

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

• The Discount Amount must be numeric.

Line Change Cost Amount (LN_CHG_CST_AMT)

The Cost Amount from the Voucher Line Account table.

Line Change Tax Amount (LN_CHG_TAX_AMT)

Costpoint sets this amount to be equal to the amount in the Sales Tax Amount field.

Line Change Use Tax Amount (LN_CHG_USE_TAX_AMT)

Costpoint sets this amount to be equal to the amount in the Use Tax Amount field.

Notes (NOTES)

The Input File.

Sales Tax Amount (SALES_TAX_AMT)

The Input File.

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

• The Sales Tax Amount must be numeric.

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

Sales Tax Code (SALES_TAX_CD)

The Tax Code field in the Input File.

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

• If the Taxable Code is S or U, the Tax Code is required.

• 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)

The Input File.

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

• The Taxable Code must be S, U, or N.

Taxable Flag (TAXABLE_FL)

Costpoint sets the Taxable Flag as follows:

• If the Taxable Code is N, the Taxable Flag is set to N.

• If the Taxable Code is S or U, the Taxable Flag is set to Y.

Total After Discount (NET_AMT)

Costpoint computes the Total After Discount by subtracting the Discount Amount from the Total Before Discount.

Total Before Discount Amount (TOT_BEF_DISC_AMT)

Costpoint computes the Total Before Discount Amount by adding the Line Amount and the Sales Tax Amount.

Use Tax Amount (USE_TAX_AMT)

The Input File.

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

• The Use Tax Amount must be numeric.

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

Voucher Line Description (VCHR_LN_DESC)

The Input File. The default value is the Account Description.

• Voucher Line Description is a required field.

• The Voucher Line Description must exist in the Input File or have the default value supplied from the Account table.

Voucher Line Number (VCHR_LN_NO)

The Input File.

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

• The Voucher Line Number must be numeric.

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

Field

Source

Costpoint performs these Validations

Account (ACCT_ID)

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

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

• The account must be active.

• The account must be a detail account.

• The account must be available for use in voucher entry.

• 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 are padded with zeroes on the left. Alphanumeric values are padded with spaces on the right.

Accounts Payable 1099 Flag (AP_1099_FL)

The Input File. The default value is from the vendor.

• 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 is supplied only if the 1099 Flag is blank and the 1099-MISC Type Code is blank in the Input File. Otherwise, the 1099 Flag defaults to N.)

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

1099-MISC Type Code

The Input File. The default value is from the vendor. (The default value is supplied only when the 1099 Flag is Y and the 1099-MISC Type Code is blank in the Input File.)

• 1099-MISC Type Code is required if the A/P 1099 Flag is Y. 

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

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

Cost Amount (CST_AMT)

The Line Amount field in the Input File.

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

• The Line Amount must be numeric.

• 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)

Costpoint 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)

Costpoint sets the Line Change Cost Amount to equal the Cost Amount field.

Organization (ORG_ID)

The Input File.

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

If you did not supply an Organization or an Org Abbrev in the Input File:

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

• The Default to Owning Org check box for the project must be selected in the Maintain Project Master screen (in Costpoint Project Setup).

• The default value is the Owning Organization set up for the project.

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

• 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 are padded with spaces on the right.

Organization Abbreviation (ORG_ABBRV_CD)

The Input File. The default value is the Org Abbrev set up for the organization.

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

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

Project (PROJ_ID)

The Input File. The default value is the Project associated with the Proj Abbrev.

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

• If you entered the Project Account Abbreviation, Project is a required field and either the Project or the Project Abbreviation must exist in the Input File.

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

• The Project must be active.

• 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).

• 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 are padded with zeroes on the left. Alphanumeric values are padded with spaces on the right.

Project Abbreviation (PROJ_ABBRV_CD)

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

• The Project Abbrev must exist in the Project table.

• 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)

The Input File.

• The Project Account Abbrev is required if the account is not supplied in the Input File.

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

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

• 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)

The Input File.

Reference Number 1 must:

• Exist in the Reference Structure table.

• Be available for use in data entry.

• Be valid as a reference entry code 1.

Reference Number 2 (REF2_ID)

The Input File.

Reference Number 2 must:

• Exist in the Reference Structure table.

• Be available for use in data entry.

• Be valid as a reference entry code 2.

Field

Source

Costpoint performs these Validations

Subline Number (SUB_LN_NO)

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

The Vendor Subline Number:

• Is a required field and must exist in the Input File.

• Must be numeric.

• Must start with 1 and be sequential within each unique voucher and fiscal year combination.

Vendor Hours (VEND_HRS)

The Input File.

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

• The Vendor Hours must be numeric.

Vendor Amount (VEND_AMT)

The Input File.

• Vendor Amount is a required field and must exist in the Input File.

• The Vendor Amount must be numeric.

Vendor Employee ID (VEND_EMPL_ID)

The Input File.

• 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 (Maintain Vendor Employees screen in Costpoint Accounts Payable).

Effective Billing Date (EFFECT_BILL_DT)

The Input File.

• 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.

• If the Effective Billing Date is supplied in the Input File, it must be a valid date and in the format YYYY-MM-DD.

General Labor Category (GENL_LAB_CAT_CD)

The Input File.

• General Labor Category is a required field and must exist in the Input File.

• The General Labor Category must exist in the General Labor Category table.

Project Labor Category (BILL_LAB_CAT_CD)

The Input File.

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

• A Project is required before you can enter a Project Labor Category.

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

• If a work force is not required for the project, Costpoint looks for the project in the Project Labor Category table (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.

• 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).

Error Message

Meaning/Related Information

A Project cannot be used with this account.

The Project Required check box 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 check box was not selected for this account in the Maintain Accounts screen in Costpoint General Ledger.

Not a detail account.

The Detail check box 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 Costpoint tried to check the input mask format. Please call Deltek 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 check box 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 zeros 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.

Error Message

Meaning/Related Information

Must be Y, N or blank.

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

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Cannot be entered unless 1099 Flag = Y.

The 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.

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

Required when the 1099 Flag = Y

The 1099-MISC Type Code was blank in the Input File, but the A/P 1099 Flag is Y.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

Not active.

The A/P 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 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).

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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 following format: YYYY-MM-DD.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Not numeric.

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

Error Message

Meaning/Related Information

Not numeric.

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

Error Message

Meaning/Related Information

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 settings for the Post to G/L Discount Method group box in the A/P Voucher Settings screen in Costpoint Accounts Payable:

• If you selected the Gross - Without Discounts option in the Post to G/L Discount Method group box, the unpaid balance is calculated as:

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

• If you selected the Net - Including Discounts option in the Post to G/L Discount Method group box, the unpaid balance is calculated as:

Due Amt - (Invoice Amt * Retainage Rate)

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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

The Discount Date is earlier than or the same as the invoice date.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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. You select the Net - Including Discounts option in the Post to G/L Discount Method group box on 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 option is selected in the Post to G/L Discount Method group box.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Not Numeric.

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

Error Message

Meaning/Related Information

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 should be in the following format:  

YYYY-MM-DD

Error Message

Meaning/Related Information

Not Numeric.

The Discount Pct in the Input File is not numeric.

Error Message

Meaning/Related Information

Could Not Calculate.

Costpoint could not calculate a Due Date 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 should be in the following format:  

YYYY-MM-DD

Error Message

Meaning/Related Information

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

The Due Date is earlier than or the same as the Discount Date.

Error Message

Meaning/Related Information

Must be in Input File.

The Effective Billing Date field in the Input File is blank and Costpoint could not find a valid default subperiod end date.

Not a valid date.

The Effective Billing Date in the Input File either is not a valid date or is in the wrong format. All dates should be in the following format:  

YYYY-MM-DD

Error Message

Meaning/Related Information

Not found in Subperiod table.

The fiscal year, accounting period, and subperiod combination does not exist in the Subperiod table (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).

Error Message

Meaning/Related Information

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 (the 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 (the Subperiods screen in Costpoint General Ledger).

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Must be in Input File.

The Hold Voucher option in the Input File is blank.

Not Y or N.

The Hold Voucher option in the Input File is not set to Y or N.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Duplicate Voucher Header record in Input File.

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

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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 following format:  

YYYY-MM-DD

Error Message

Meaning/Related Information

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 following format:  

YYYY-MM-DD

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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 does not exist in the Organization Account table (the Maintain Account/Org Links screen in Costpoint General Ledger).

Error Message

Meaning/Related Information

Not active.

The discount account and 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 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).

Error Message

Meaning/Related Information

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 Costpoint tried to check the input mask format. Please call 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 Org Abbrev were supplied in the Input File, Costpoint 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 for one of the following reasons:

• A project was not supplied.

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

• The project was found, but the Default to Owning Org option 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.

Error Message

Meaning/Related Information

Must also supply a Pay Vendor.

You supplied an Address Code without a pay vendor.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

Not found in Vendor table.

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

Error Message

Meaning/Related Information

Must be Y, N or blank.

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

Error Message

Meaning/Related Information

Not numeric.

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

Error Message

Meaning/Related Information

Not found in Bill Lab Cat table.

The PLC (Project Labor Category) 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.

Error Message

Meaning/Related Information

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

The work force project, vendor ID, PLC combination does not exist.

Error Message

Meaning/Related Information

Combo not valid in ACCT_GRP_SETUP.

The project and account combination is not valid.

Error Message

Meaning/Related Information

PLC not authorized for Project.

The project and PLC combination does not exist.

Error Message

Meaning/Related Information

Abbreviation not found.

The project abbreviation from the Input File does not exist in the Project table (the 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 option is not selected on the Maintain Project Master screen in Costpoint Project Setup).

Not formatted due to a fatal error.

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

Not found in Project Master table.

The project in the Input File does not exist in the Project table (the 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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Not active.

Y is not selected in the Active column 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 option is not selected on 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).

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

Not active.

Y is not selected in the Active column for the project, organization, account combination 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 option is selected on 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).

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

Not H, D or V.

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

Error Message

Meaning/Related Information

Not found in Reference table.

The Reference Number 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 Reference Number 1 field in the Input File was found in the Reference Structure table, but the Use in Data Entry option is not selected on the Define Ref Structures screen in Costpoint General Ledger.

This entry is not valid as a reference 1.

The Reference Number 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 Heading code was not set to Ref 1.

Error Message

Meaning/Related Information

Not found in Reference table.

The Reference Number 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 Reference Number 2 field in the Input File was found in the Reference Structure table, but the Use in Data Entry check box is not selected in the Define Ref Structures screen (in Costpoint General Ledger).

This entry is not valid as a reference 2.

The Reference Number 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 Heading code was not set to Ref 2.

Error Message

Meaning/Related Information

Not Numeric.

The Retainage Rate in the Input File is not numeric.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Not numeric.

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

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

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).

Error Message

Meaning/Related Information

Not numeric.

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

Error Message

Meaning/Related Information

Not numeric.

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

Error Message

Meaning/Related Information

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.

Error Message

Meaning/Related Information

Different pay vendor is not allowed.

The Pay Vendor is different than the vendor in the Input File, yet the Allow Different Pay Vendor check box 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 check box is selected in the Vendor Settings screen in Costpoint Accounts Payable, but 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.

Error Message

Meaning/Related Information

Flagged as a PR Vendor.

The Vendor in the Input File is set up as a PR Vendor in the Maintain Vendors screen. You cannot use this vendor in the 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 check box 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 option is selected in the Maintain Vendors screen).

Error Message

Meaning/Related Information

No Matching Voucher Header Record.

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

Error Message

Meaning/Related Information

No Matching Voucher Detail Record.

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

Error Message

Meaning/Related Information

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 input Voucher Number and Fiscal Year.

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 input Voucher Number and Fiscal Year.

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 input Voucher Number and Fiscal Year.

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 input Voucher Number and Fiscal Year.

Table

Menu

Account (ACCT)

Accounting » General Ledger » Accounts » Maintain Accounts

Account Entry Rules (ACCT_ENTRY_RULES)

Accounting » General Ledger » Controls » Account Entry Groups

Account Group Setup (ACCT_GRP_SETUP)

Projects » Project Setup » Controls » Project Account Groups

Accounting Period (ACCTING_PD)

Accounting » General Ledger » Controls » Accounting Periods

AP Suspense Setup (X_AP_SUSP_SETUP)

Others » Product Interfaces » Preprocessors » A/P Voucher Suspense Setup

Billing Labor Category (BILL_LAB_CAT)

Projects » Project Setup » Project Labor » Set Up Project Labor Categories (PLC)

Check History (VEND_CHK)

Accounting » Accounts Payable » Utilities » Maintain Check History

Default A/P Accounts (DFLT_AP_ACCTS)

Accounting » Accounts Payable » Controls » A/P Accounts

Default Cash Accounts (DFLT_CASH_ACCTS)

Accounting » Accounts Payable » Controls » Cash Accounts

Fiscal Year (FY)

Accounting » General Ledger » Controls » Fiscal Years

General Labor Category (GENL_LAB_CAT)

People » Labor » Labor Controls » General Labor Categories

General Ledger Configuration File (GL_CONFIG)

Accounting » General Ledger » Controls » G/L Settings

Organization (ORG)

Accounting » General Ledger » Organizations » Maintain Org Elements

Organization Account (ORG_ACCT)

Accounting » General Ledger » Accounts » Maintain Account/Org Links

Project (PROJ)

Projects » Project Setup » Project Master » Basic Info

Project Control (PROJ_CNTL)

Projects » Project Setup » Controls » Project Settings

Project Edit (PROJ_EDIT)

Projects » Project Setup » Project Master » Basic Info

Project Labor Category (PROJ_LAB_CAT)

Projects » Project Setup » Project Labor » Assign PLC to Projects

Project Labor Category Map (PROJ_LAB_CAT_MAP)   

Projects » Project Setup » Project Labor » Link GLC to Project PLC

Project Vendor (PROJ_VEND)

Projects » Project Setup » Project Labor » Project Vendor Work Force

Project Vendor Labor Category (PROJ_VEND_LAB_CAT)

Projects » Project Setup » Project Labor » Assign PLC to Vendor Work Force

Project Organization Account (PROJ_ORG_ACCT)

Projects » Project Setup » Project Master » Maintain Valid Project/Account/Orgs

Project Vendor (PROJ_VEND)

Projects » Project Setup » Project Labor » Project Vendor Work Force

Reference Structure (REF_STRUC)

Accounting » General Ledger » Reference Numbers (Ref) » Define Ref Structures

Sales Tax (SALES TAX)

Other » System Administration » System Codes » Maintain Sales/Value Added Tax

Subperiod (SUB_PD)

Accounting » General Ledger » Controls » Subperiods

Subperiod Journal Status (SUB_PD_JNL_STATUS)

Accounting » General Ledger » Controls » Subperiods

Vendor (VEND)

Accounting » Accounts Payable » Vendor Info » Maintain Vendors

Vendor Address (VEND_ADDR)

Accounting » Accounts Payable » Vendor Info » Maintain Vendors

Vendor Employee (VEND_EMPL)

Accounting » Accounts Payable » Vendor Info » Maintain Vendor Employees

Vendor Settings (VEND_SETTINGS)

Accounting » Accounts Payable » Controls » Vendor Settings

Vendor Terms (VEND_TERMS)

Accounting » Accounts Payable » Controls » Vendor Terms

Voucher Header History (VCHR_HDR_HS)

Accounting » Accounts Payable » Reports » Voucher Register

Input File (User - named)

Table

Menu

A/P Voucher Prep Parameters  (PARMS_AOPUTLAP)

Others » Product Interfaces » Preprocessors » A/P Voucher Preprocessor

Function Parameter Catalog  (FUNC_PARMS_CATLG)

Posting Semaphore (POST_SEMAPHORE)

Sequence Generator (SEQ_GENERATOR)

Voucher Header (VCHR_HDR)

Accounting » Accounts Payable » Vouchers » Enter A/P Vouchers

Voucher Settings (VCHR_SETTINGS)

Accounting » Accounts Payable » Controls » A/P Voucher Settings

Table

Menu

Voucher Labor Vendor (VCHR_LAB_VEND)

Accounting » Accounts Payable » Vouchers » Enter A/P Vouchers

Voucher Line (VCHR_LN)

Accounting » Accounts Payable » Vouchers » Enter A/P Vouchers

Voucher Line Account (VCHR_LN_ACCT)

Accounting » Accounts Payable » Vouchers » Enter A/P Vouchers