Use this screen to enter historical information, i.e., checks that were entered on your previous system that have been paid and posted. Any check entered in the Print/Void Checks screen or the Record Manual Checks screen is posted into this screen automatically. You cannot edit records generated by the system in this screen. You can edit only manually entered records.
Use this optional screen to initialize check history when you first install Costpoint. You must initialize the voucher history first and then this screen. If you have access to historical records on your old system, it may not be worth the time necessary to update this screen. The screen will be automatically updated by the system for those checks that are recorded in Costpoint through the Print/Void Checks screen or the Record Manual Checks screen. Do not use this screen to view your history of payments. Use the Check History Inquiry screen instead.
Enter the number of the check for which you are creating a record. If a check number for the Cash Acct/Org you specify later in the screen already exists in this table, the system will display a warning when you attempt to save the records.
Use the drop-down box to select the fiscal year to which the check was posted in your old system.
Use the drop-down box to select the period to which the check was posted in your old system.
Use the drop-down box to select the subperiod to which the check was posted in your old system.
This field is non-editable for records that are manually entered.
Enter, or use Lookup to select, a valid pay vendor ID. Once you have entered the pay vendor ID, the system will automatically fill in the pay vendor name and location.
Use this field to add a joint payee to the check record.
The system will display the ID of the person entering the record.
Enter, or use the drop-down box to select, a bank abbreviation of up to six characters. This code abbreviates a bank account, rather than bank name. The bank abbreviation should be meaningful for the bank account from which the check was written. This is a required field. The system performs a cross-field validation in order to make sure that the bank abbreviation and cash account/cash organization entered on the screen exist together in the Cash Accounts screen. The bank abbreviation is then recorded in the Vendor Check table once you have saved the settings for this screen.
The address code identifies the particular address to which the check was issued. Vendors can have multiple addresses for multiple billing sites, and you can use the address code to set up one vendor with multiple addresses.
The system displays the user ID and the date on which the check was approved. These fields are non-editable. They are blank for manually entered records.
Enter, or use Lookup to select, a valid account, organization, reference 1, and reference 2.
This group box contains radio buttons for each of the statuses available for the check. If the check has not cleared the bank, select the Outstanding radio button. If the check has cleared the bank, select the Cleared radio button. If the check has been voided, select the Void radio button and fill in its Amt in the Void group box along with the Date on which the check was voided. If you have placed a stop payment on the check, select the Stop Pmt radio button and fill in its Amt and the Date on which the stop payment was made in the Void group box.
Enter the amount of the check.
Enter the date of the check.
Enter, or use Lookup to select, a pay currency.
Enter the amount of the check to void.
Enter the date of the check being voided.
Use this table to enter all the vouchers that the check paid. The vouchers must be initialized before the table can be filled in. Fill in as many rows as vouchers were paid on the check.
Enter, or use Lookup to select, a valid vendor ID. The system will default the pay vendor ID into this field, but you should change it if the check was cut to a third party, i.e., to a credit card company or bank. Once you have entered the vendor ID, the system will fill in the vendor name and location.
Enter the voucher number assigned to the invoice. The voucher number must exist in the Maintain Vendor History screen before you can use it in this table. Vouchers entered (not system- assigned) in the Maintain Vendor History screen are marked as "Manual." This allows the Maintain Check History screen to restrict payment to only those vouchers that are marked as "Manual." The Lookup on the voucher number only shows manual vouchers.
Enter the fiscal year the voucher was posted.
Enter the period the voucher was posted.
Enter the subperiod the voucher was posted.
Enter the sequence number in which the voucher was posted. You should leave this field blank for vouchers that were manually inserted into the Maintain Vendor History screen.
Enter the invoice number assigned to the voucher.
Enter the date of the invoice assigned to the voucher.
Enter, or use Lookup to select, the transaction currency.
Enter the invoice total.
Enter the discount date. This date must be the same as the invoice date or later.
Enter the discount amount that was available to be taken on the voucher.
Enter the date on which the voucher was due to be paid.
The system calculates this non-editable field by subtracting the discount amount from the invoice amount.
This field displays the anticipated pay date in the system when checks were printed.
This field displays the amount of the check that pertained to this individual voucher. The sum of this column should total the check amount in the header.
Enter the amount of discount that was taken for this invoice when the check was cut. This amount would not have been included in the check amount but will reduce the outstanding balance of the voucher.
Enter, or use Lookup to select, the pay currency.
Enter the pay currency amount paid.
Enter the pay currency discount taken.
Enter the functional currency amount paid.
Enter the functional currency discount taken.
Select this pushbutton to open the Exchange Rates subtask.