to select, a vendor ID of up to 20 characters.A voucher is an invoice that you have received from a vendor and entered into Costpoint as a payable. Once you enter vouchers into Costpoint, you can review them on the Voucher Edit Report. If you need to make corrections, edit the vouchers in the same screen in which you originally entered them. When the vouchers are correct—and approved, if approval is required—you can post them to the A/P files.
Use this screen to enter vendor invoices for which a purchase order has not yet been issued.
If you are using an external purchasing system, use the PO Number and PO Release Number fields in the Reference Only group box on the Header Info subtask of this screen to enter the purchase order number and release number. These numbers have no impact on the calculation of commitments.
If you are issuing purchase orders through Costpoint, you should enter invoices related to issued purchase orders in the Enter PO Vouchers screen, rather than through this screen.
You can generate the following types of vouchers from this screen:
Vouchers that have not yet been paid and that will be posted as outstanding open A/P records.
Vouchers that were paid before they were entered in Accounts Payable. The expense and cash disbursements will be posted directly to Accounts Payable; the vouchers are not posted as outstanding open A/P records.
Recurring vouchers that are due on the same day every month. You set up recurring vouchers as templates for recalling in the future. See Recurring Vouchers - Special Topic AP-8 for related information.
Vouchers generated by using the recurring voucher template.
Travel expense (TE) vouchers.
For A/P vouchers created from travel vouchers, Costpoint assigns an anticipated pay date that is the same as the due date. You can change this date in the Anticipated Pay Date field on the Header Info subtask of this screen. The due date was assigned in the Maintain Vendors screen; you can change the due date on the Edit Payment Status by Vendor screen.
This screen consists of the following elements:
The header fields, such as Voucher No and Vendor, apply to the whole voucher.
In the table window, the line detail fields—such as Account, Organization, and Project—relate to the distribution of invoice amounts to G/L charge numbers.
The subtask buttons display the dialogs on which you specify related voucher settings, such as those for headers, manual checks, and recurring voucher templates.
Accounting
Accounts Payable
Vouchers
Enter A/P Vouchers
There are three methods for numbering A/P vouchers: company-wide, user-specific, or manually assigned by the user. The way you use this field depends on your setting for the Voucher Numbering Method group box on the A/P Voucher Settings screen:
System — If you set the numbering method to System, leave this field blank to have Costpoint assign the voucher number. Costpoint assigns the next voucher number when you save the voucher. (If you enter a voucher number, the last voucher number is not updated in the A/P Voucher Settings screen. To start a new voucher number on a system-wide basis, you must change the last voucher number on the A/P Voucher Settings screen.)
User — If you set the numbering method to User, leave this field blank to have Costpoint assign the voucher number. Costpoint automatically displays the next voucher number. You can change the voucher number and, when you save the voucher, the last voucher number is updated in your user preferences.
Manual — If you set the numbering method to Manual, enter a voucher number of up to nine digits in this field. If you enter a voucher number greater than nine digits, Costpoint displays an error message when you try to leave this field. Before saving, Costpoint verifies that you have entered a unique number. If the number has already been used, Costpoint checks the Voucher Edit and History files for the highest number already assigned. Costpoint then adds one to this number and displays a message asking if you would like to use this new number. You can enter a number other than the one displayed, but Costpoint will always validate that the number is unique.
If you use Find, Costpoint defaults to the last voucher number for system-wide and user-specific numbering methods. Because of the way Costpoint's automatic numbering works, the vouchers you enter in one session may not have consecutive voucher numbers. Example.
Example
For example, if you begin your session with voucher number 100, expecting to enter five vouchers (100-104), but 103 is already taken and the highest voucher number already entered is 150, your five invoices will have the following voucher numbers:
100
101
102
151
152
These fields display the default settings for fiscal year, period, and subperiod established in your user preferences (Options » Preferences » Change Default Period). To change these settings, enter a new fiscal year, period, and/or subperiod, or select new settings from the drop-down lists. Only open fiscal years, periods, and subperiods display in the drop-down lists.
The FY drop-down list is not available in Query mode because Costpoint does not re-evaluate the uniqueness of a voucher number within a fiscal year. However, you can use the Clone process if you need to change the fiscal year.
After the vouchers are approved, Costpoint displays a check in this check box.
If the voucher requires approval, you complete the approval process on the Approve Vouchers screen.
If the voucher does not require approval—because you selected not to approve vouchers or because the invoice amount on the voucher is below the required approval amount in the A/P Voucher Settings or PO Voucher Settings screens—Costpoint selects this check box when you save the voucher.
Select this option to indicate that the voucher is a recurring voucher template. After you select this option, select a recurring voucher code from the drop-down list in the Recurring Code field of the Recur subtask.
When you select this option, Costpoint:
Does not post this voucher.
Includes the voucher in the Voucher Edit Report only if you select the A/P Template option in the Voucher Type group box in the Print Voucher Edit screen.
Enter, or use to select, a vendor ID of up to 20 characters.
After you specify a vendor, the vendor name, extension, and terms display on the screen. You cannot change the vendor name or extension but you can select different terms for the voucher. If you assigned the vendor Hold Payments status in the Maintain Vendors screen, Costpoint displays a warning but allows you to continue.
This field displays the default terms for the selected vendor. To change the terms, select new terms from the drop-down list of valid terms (set up on the Vendor Terms screen). If there is a discount percentage associated with the terms you select, Costpoint displays it in the Percent field in the Discount group box.
This field displays the default A/P account for the selected vendor.
To change the account, enter, or use to select, an A/P
account.
This field displays the default cash account for the selected vendor.
To change the account, enter, or use to select, an A/P
account.
This field displays the currency code for this voucher's transaction currency. To change the transaction currency code for this voucher, use the Exchange Rates subtask.
This field displays the currency code for this voucher's payment currency. To change the payment currency code for this voucher, use the Exchange Rates subtask.
Enter an invoice number of up to 10 characters. When you save this screen, Costpoint performs a validation to check whether there is already a vendor with this invoice number in either the Voucher Header History table or the Voucher Header table.
If the invoice number already exists and the Allow Duplicate Invoice Numbers option is selected in A/P Voucher Settings, a warning message displays. You may continue with the entered invoice number or enter a unique invoice number.
If the invoice number exists and the Allow Duplicate Invoice Numbers option is cleared in A/P Voucher Settings, an error message displays. You must enter a unique invoice number before you can enter data in another field.
This field is optional.
By default, this field displays the date from the previous voucher or displays today's date (the system date). To specify a different date, enter a new date in the format MM/DD/YYYY. If you change this date to blanks, Costpoint does not calculate the Discount Date or the Due Date.
Enter the invoice amount. The total amount for all the lines in the voucher detail, before discounts but including sales tax, must be the same as the invoice amount.
This field displays the discount percentage associated with the Terms field. You can change this percentage. Costpoint applies this percentage to the Invoice Amount to calculate the Discount Amount. You set terms for each vendor on the Maintain Vendors screen.
Costpoint calculates this date using the settings in the Terms and Invoice Date fields. You can change this date.
Costpoint calculates this amount by applying the percent in the Discount Percent field to the amount in the Invoice Amount field. You can change this amount.
Costpoint calculates this date using the vendor's terms. If you change this date, Costpoint displays a prompt asking if you want to continue calculating the due date based on vendor terms for future vouchers in the session or always default to the due date on the previous voucher. To change this date after the voucher has been posted, use the Edit Payment Status by Vendor screen.
This field is required because the due date is used on the Aging Report to keep track of the voucher. If you remove the date from the Invoice Date field, Costpoint automatically removes the date in the Due Date field and you must specify a new due date—you cannot save this screen without specifying a due date.
Costpoint calculates the Due Amount by subtracting the Discount Amount from the Invoice Amount. This field is non-editable.
Sample Terms Setup:
|
Disc. % |
Disc. Days |
Date of Invoice |
Days Method |
Day of Month |
Range of |
Day Due |
Curr/ |
|
1% |
10 |
|
30 |
15 |
1st to 15th |
20th |
Curr |
Example of Calculation Based on Terms:
Invoice Date = 8/14
Invoice Amount = 1,000.00
|
|
Days Method |
Day of Month |
Range of Days |
|
Calculated Discount Date: |
8/24 |
8/24 |
8/24 |
|
Discount Amount: |
10.00 |
10.00 |
10.00 |
|
Due Date: |
9/13 |
8/15 |
8/20 |
|
Due Amount: |
990.00 |
990.00 |
990.00 |
Voucher detail stores the distribution of invoice amount, sales tax amount, and discount amounts to G/L charge numbers. You can view up to four lines of detail on the screen and you can scroll horizontally and vertically to see additional lines and columns. There is no limit on the number of lines you can enter in the table.
You can resize the columns in this table window and rearrange the columns in the order in which you prefer to enter data. For example, you can rearrange the table to enter data by Project, Organization, and Account and move certain fields that your company does not use toward the end of the table. After you resize and rearrange the table, you can save this setup and the change will be in effect for all users. How?
As you insert lines in the table, Costpoint increments the line number in this non-editable field.
Enter, or use to select, an account number. If you
set up a default expense account for this vendor, it displays on the first
line. When you move the cursor to the next field, Costpoint validates
that the account is not a summary account, is active, and allows charging
for the fiscal year, period, and subperiod on this voucher. If the account
fails any validation check, Costpoint displays a message and you must
correct the account.
If you set up project account abbreviation codes in the Project Account Groups screen in Costpoint Project Setup, you should move the Project and Project Account Abbreviation fields before this field and save the new table order. If you enter the project number and project account abbreviation code first, Costpoint automatically displays in this field the account number assigned to the project account abbreviation in the Project Account Groups screen.
Example
For example, you could set up project account groups called GOV and WIP.
Both groups could contain the same project account abbreviation code,
such as DL (for "Direct Labor").
However, the same account cannot exist in both groups. Therefore, you
could map the DL code in the GOV
group to account 0100.01.1, but map the DL
code in the WIP group to account 0900.01.1.
Then, if project 4000 were assigned to the GOV project account group, entering
DL in the Proj
Acct Abbrev field
would automatically bring in the account designated as DL
in the GOV group (rather than the account designated DL
in the WIP group).
Enter, or use to select, an organization number. If
you set up a default organization for this vendor, it displays on the
first line. When you move the cursor to the next field, Costpoint validates
that the organization is active and that the organization allows charging
for the fiscal year, period, and subperiod on this voucher. If the organization
fails any of the validation checks, Costpoint displays a message and you
should correct the organization.
If you selected the Default to Owning Org option on the Basic Info screen in Costpoint Project Setup, you should move the Project field before this field and save the new table order. If you enter the project number first, Costpoint displays in the Organization field the number of the organization that "owns" the project. (This is the organization to which the project's revenues and profits go; the owning organization is also specified on the Basic Info screen.)
You can edit this organization.
Enter, or use to select, a project number. If you set
up a default project for this vendor, it displays on the first line. When
you move the cursor to the next field, Costpoint validates that the fiscal
year, period, and subperiod ending date is not greater than the project
end date. If the project fails this validation check, Costpoint displays
a message.
If you plan to use project account abbreviation codes, or if you want the Owning Org of the project to default into the Organization field, you should move the Project and Proj Acct Abbrev fields before the Account and Organization fields and save the new table order.
If you selected the Default to Owning Org option on the Basic Info screen in Costpoint Project Setup, the number of the organization that "owns" this project defaults in the Organization field. This is the organization to which all the project's revenues and profits go. The owning organization is also specified on the Basic Info screen.
Enter, or use to select, a project account abbreviation
code of up to six digits. Project account abbreviations are set up in
the Project Account Groups screen in the Controls menu of Costpoint Projects
Setup. Every project-required account is assigned to a particular project
account group in this screen, such as GOV for government projects or INV
for inventory projects. When you set up projects in the Basic Info screen
in Costpoint Project Setup, you also assign them to these project account
groups.
After you enter the project number and the project account abbreviation on this screen, Costpoint finds the account group linked to the project and looks for the account number designated by the project account abbreviation code. When Costpoint finds the account, it displays the account number in the Account field. If you change this account, Costpoint warns you that the account has changed when you add a new line, but you can still save your work. If you change the project number or the project account abbreviation code, Costpoint defaults the new account number in the Account field as well.
If the project account abbreviation does not exist in the project account group to which the project is assigned, you will not be able to save.
Enter a cost amount without sales tax in this field, or tab to the Percent field and enter a percentage.
If you enter an amount in this field, Costpoint calculates a percentage of the invoice amount from the voucher header.
If you enter a percentage in the Percent field, Costpoint multiplies the percentage by the invoice amount on the voucher header to derive the cost amount for this detail line.
Enter a percentage of up to two decimal places or enter an amount in the Cost Amount field.
If you enter a percentage in this field, Costpoint multiplies the percentage by the invoice amount on the voucher header to derive the cost amount for this detail line.
If you enter an amount in the Cost Amount field, Costpoint calculates a percentage of the invoice amount from the voucher header.
The detail line is either taxable or not taxable. The difference between sales/VAT tax and use tax (also known as "reverse" tax) is who pays it to the state or province. Enter one of three values:
S — Sales/VAT Taxable: Enter S if the item is taxable and the vendor has charged sales or Value Added Tax (VAT) on the invoice. For sales/VAT tax, your company pays the tax to the vendor, who then remits it to the state or province.
U — Use/Reverse Taxable: Enter U if the item is subject to tax but the vendor did not charge sales tax on the invoice. For use/reverse tax, your company pays the tax directly to the state or province. Costpoint calculates the use/reverse tax applicable to the line item by multiplying the Cost Amount by the tax rate associated with the tax code entered. The Use or Reverse Tax Amount is posted as an accrual when you post the Voucher Distribution Journal to the G/L.
N — Non-Taxable: Enter N if this voucher line is non-taxable.
By default this field displays the code in the Tax/Vat
Code field on the Maintain Vendors screen. To change the default,
or if no default was entered for this vendor, enter a code or use to select a code. You maintain the Tax/VAT codes on the Maintain
Sales/Value Added Tax screen in Costpoint System Administration.
If you want to produce an A/P voucher with only VAT amounts on it, see AP Voucher With Only VAT Amount - Special Topic AP-13 for guidelines.
This field displays the tax rate that applies to the code in the Tax/VAT Code field.
If the Taxability column is set to S (Sales/VAT tax), Costpoint calculates this value by multiplying the Cost Amount field by the tax rate. You can edit this field. This may be necessary if the sales tax amount is different from your invoice amount because of small rounding differences.
Costpoint calculates this amount by adding the Cost Amount to the Sales/VAT Tax Amt.
Costpoint calculates this amount by multiplying the Discount Percent on the voucher header by the amount in the Tot Before Disc field. You can change this field. However, when you save the voucher, Costpoint validates that the total discount amount on the voucher detail equals the discount amount in the voucher header.
Costpoint calculates this field by subtracting the Discount amount from the Tot Before Disc amount, less any use tax that is accrued on the voucher. This amount should always equal the due amount on the voucher header.
If the Taxability column is set to U, Costpoint calculates this amount by multiplying the Cost Amount field by the Tax Rate. Costpoint automatically generates a use tax accrual for this amount when you post the Voucher Distribution.
Enter the recovery percentage rate for the tax amount paid on this voucher line.
The amount of recovery for the tax amount paid on this voucher line displays in this column. Costpoint calculates this amount by multiplying the amount in the Sales/VAT Tax Amt field by the Recovery Rate percentage.
The value in this field is determined by whether or not the Print 1099-MISC Form option is selected for this vendor in the 1099s subtask of the Maintain Vendors screen.
If you selected the Print 1099-MISC Form option for this vendor, a check mark displays in this check box. When the voucher is paid, the detail lines with this option selected will be used in the calculation of the 1099 payments for this vendor.
If you did not select the Print 1099-MISC Form option for this vendor, this field is cleared. If you did not enter a vendor in the Enter A/P Vouchers screen, the default is for this field to be cleared.
Enter, or use to select, a type.
Enter a description of up to 30 characters for this detail line.
Enter, or use to select, an organization code.
Enter, or use to select, an abbreviated code of up
to six characters for the project number. If you specify a code, Costpoint
displays the project number related to the abbreviated code. If you enter
transactions by project abbreviation, move this field before the Project
field and save the table window order.
Enter a reference number for this charge line. The heading for reference 1 displays your label for this field.
Enter a reference number for this charge line. The heading for reference 2 displays your label for this field.
These are non-editable fields.
When you tab into this optional field, a pop-up box displays in which you can enter text notes up to 256 characters in length.
For this option to be enabled, both the Pay Currency and the Transaction Currency must be British pounds.
If you select a valid CIS Code in the Header Info subtask of this screen and that code has a withholding requirement, this check box displays a check mark by default. You specify the CIS Code in the CIS Info subtask of the Maintain Vendors screen. Otherwise, this check box is not enabled. This is not a required field.
For this option to be enabled, both the Pay Currency and the Transaction Currency must be British pounds.
This check box is selected for those voucher lines that are required for CIS reporting. If you select a valid CIS Code in the Header Info subtask of this screen, this check box displays a check mark by default. Otherwise, this check box is not enabled. This is not a required field.
Even if you are not licensed for Costpoint Purchasing/Receiving, you can use this column to assign Asset Template identifiers to voucher lines for use during the automatic creation of Asset Master records.
To specify a template or to edit an existing template number, enter
a valid template number in this optional column or click and select a template. Remember that it may be more appropriate
to assign or edit template/revision numbers directly in Costpoint Fixed
Assets.
Use the optional Asset Template feature in Costpoint Fixed Assets to set up one or more templates in which you can establish "standard" default data for property. The Asset Template reduces the need for redundant manual data entry among assets that share common data.
You can set up templates in Costpoint Fixed Assets with many default fields. Some fields are purely informational, such as manufacturer or location. Other template fields provide processing information, such as depreciation methods and posting accounts. When you assign a template to a voucher line by entering data in this column, data from the template is automatically copied to Costpoint Fixed Assets screens during the automatic creation process. Because template data can overwrite captured data and can affect functionality in Costpoint Fixed Assets, it is important to use the template functionality with caution.
The Template No, together with the Rev No field, supplies the unique identifier for an Asset Template record. A revision number is not required when you set up asset templates. If you have set up a template number with an associated revision number, however, you must enter the revision number in this column for an Asset Template to be valid.
Enter up to three digits in this column to designate the revision number
or click and select a revision number. The revision number,
together with the Template
No field, supplies the unique identifier for an Asset Template record.
A revision number is not required when you set up asset templates. If,
however, you have set up a template number with an associated revision
number, you must enter the revision number in this column for an Asset
Template to be valid.
Because the revision number is part of, and an extension to, the template number, all the rules and conditions that apply to templates also apply to revision numbers. See the Template No column description for related information.
Enter, or use to select, the supply code (if any) for
this voucher line. You maintain supply codes in the Maintain VAT Supply
Codes screen in Costpoint System Administration. This field is applicable
only to certain tax situations.
Enter the date for this supply code. This field is applicable only to certain tax situations.
The following validations occur when you save the voucher:
Costpoint checks whether the FY, Pd, and the Subpd for the Voucher header are not charged to a closed or not available period.
Costpoint provides a warning if the vendor has been placed on Hold Payments status.
Costpoint provides a warning if the Due Date is not later than the Discount Date, or the Discount Date is not later than the Invoice Date if the terms include a discount.
Costpoint provides a warning if the Discount Amount is not equal to Invoice Amount multiplied by Discount Percent if the terms include a discount.
Costpoint checks whether the Account, Organization, and Project are active and valid for the FY, Pd, and Subpd in the voucher header.
Costpoint checks whether there is a project number for every account requiring a project.
Costpoint checks whether only authorized accounts are charged in this screen based on user setup of account entry screens.
Costpoint checks whether there is a tax code in the Maintain Sales/Value Added Tax screen if the Taxability option is set to S or U for any line item in the voucher detail.
Costpoint checks the sales tax amount for rounding errors. If the total Cost Amount multiplied by the tax rate is not equal to the total sales tax amount, Costpoint offers to change the first row of the voucher with the difference.
Costpoint provides a warning if the Remaining Balance is not equal to zero.
Costpoint checks whether the Discount Amount for all the line items in the voucher detail is equal to the Discount Amount in the voucher header.
Costpoint checks whether the Total Amount for all the line items in the voucher detail is equal to the Due Amount in the voucher header.
Costpoint checks whether the A/P Account Description on the main screen is active and valid for the FY, Pd, and Subpd assigned to the voucher.
Costpoint provides a warning if the Vendor to Pay Vouchers in the Address subtask has been placed on Hold Payments status.
Costpoint checks whether the disbursement Fiscal Year, Period and Subperiod in the Check subtask are not charged to a closed or not available period.
Costpoint provides a warning if the check date is not within the date of the disbursement Fiscal Year, Period and Subperiod.
Costpoint provides a warning if the disbursement Fiscal Year, Period and Subperiod are earlier than the Pd in the voucher header.
Costpoint provides a warning if the project requires a work force and the vendor or employee is not set up in the Project Work Force table.
Costpoint checks whether the Project Labor Category (PLC) is valid for the project.
This field displays the total of the Sales/VAT Tax Amt column from the Table Window. Costpoint calculates the sales tax amounts by using the sales tax rate for the voucher lines. Occasionally, rounding errors can occur that may require you to adjust a voucher line to correct the difference between the calculated amount and the amount on the invoice.
This non-editable field is provided to allow you to see at a glance if the sales tax calculation ties to your invoice, or if there is a rounding error that requires correction. When you save, Costpoint checks the sales tax amount for rounding errors and, if necessary, displays a prompt asking if the difference should be applied to one of these lines. If you click Yes, Costpoint adds the rounding error to the first line of the voucher. You also have the option of updating it manually.
Remaining Balance shows the undistributed invoice amount for individual line items in the voucher detail. Costpoint calculates the amount for this non-editable field by adding the amounts in the Cost Amount and Sales/VAT Tax Amount fields, for all line items in the voucher detail, and then subtracting the total from the Invoice Amount in the voucher header.
This non-editable field displays the type of voucher entered.
This non-editable field displays the voucher number from the Input File. Input file numbers display only for vouchers created by the AP Voucher Preprocessor.
Select this button to open the Header Info subtask. This subtask contains information used for the voucher, but the fields that can be edited are either infrequently changed from the default or are not mandatory for voucher processing.
Click this button to open the Address subtask, which stores information relating to the voucher header regarding which vendor to pay the voucher and payment address.
Click this button to open the Check subtask, which stores information related to manual checks that have been issued against the voucher that is being entered.
Click this button to open the Recur subtask, which you must use if you selected the Template check box.
Click this button to open the Exchange Rates subtask.
Click this button to open the Voucher Totals subtask.
Click this button to open the Vendor Labor subtask, on which you record detailed labor and billing information for projects.
Click this button to open the Currency Line Info subtask.
Click this button to open the Customs Info subtask.