to select, the tax identifier for this
vendor's VAT. The only items available on the Lookup dialog are those
entered for the vendor in the VAT Info subtask of the Maintain Vendors
screen.Use the Header Info subtask at any time during voucher entry. In most cases, your settings for the fields that can be edited on this screen are unlikely to change from the default settings. 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.
Accounting
Accounts Payable
Vouchers
Enter A/P Vouchers
Header Info button
These non-editable fields display values from the Enter A/P Vouchers screen.
Enter, or use to select, the tax identifier for this
vendor's VAT. The only items available on the Lookup dialog are those
entered for the vendor in the VAT Info subtask of the Maintain Vendors
screen.
Costpoint uses this date as the reference date for VAT transactions. The default taxing date is the date the voucher is entered, but can be the receipt date for goods purchased. This field is applicable only to certain tax situations.
This field displays the tax location. The tax location is linked to the Tax ID and was entered in the VAT Info subtask of the Maintain Vendors screen.
This non-editable check box is selected automatically for all recurring vouchers when you run the Create Recurring A/P Vouchers process. When you save a regular voucher or a template, this check box remains cleared. See Recurring Vouchers - Special Topic AP-8, for related conceptual information.
This field displays the voucher number of the template voucher from which the recurred voucher was created.
Select this check box to place this voucher on hold. Vouchers on hold can neither be posted nor paid.
Select this option to place all vouchers from a chosen vendor on hold until the vouchers are billed and you are paid. This check box is not enabled until the vendor has been designated as a pay-when-paid vendor in the Maintain Vendors screen. A vendor designated as a pay-when paid-vendor must also have a billable project assigned to the voucher item. See Pay When Paid - Special Topic AP-12 for more information.
Select this option to place disallowed transactions on "over budget" status. A check mark in this box identifies a transaction that, if posted, will cause you to exceed the line item ceiling placed on the project. If any line on this transaction causes an overrun on a line item ceiling, the entire voucher is flagged as over budget.
Select this option to have Costpoint print a separate check for each voucher entered.
Use this field to keep track of scheduled payment dates. When you enter the A/P voucher, the Anticipated Pay Date field defaults to the value in the Due Date field that was entered or calculated by Costpoint in the Enter A/P Vouchers screen. You can change the Anticipated Pay Date in this screen, the Edit Payment Status by AP Account screen, or the Edit Payment Status by Vendor screen at any time before paying the voucher.
This editable field displays the ID of the expense report. You can manually enter an expense report ID, which creates a travel expense (TE) voucher.
If you are using subcontractors in your business, they may be covered by insurance and/or bonds. Insurance and/or bonding coverage information is entered in the Maintain Subcontractor Insurance screen or the Maintain Subcontractor Bonds screen. If your company does not use subcontractors, leave this field blank.
If you identified a vendor as a subcontractor in the Maintain Vendors screen, you chose a date to use for comparison with the insurance and/or bond coverage dates. Two of the possible choices are tied to A/P processing: the invoice date and the payment selection date. The third choice is invoice period of performance. When you choose the invoice period of performance date, you can enter the date here, or use the default (today's date). If the subcontractor was not covered during this period of time, a warning displays before payment of any invoice is allowed.
See Subcontractors - Special Topic AP-11 for related information.
These fields display the User ID and Date and cannot be edited anywhere on the voucher. User ID identifies the person who logged into the system and Date is the system date.
If you are not using Costpoint Purchasing, you can enter a purchase order number relating to this voucher as a reference only. The PO number you enter does not affect the calculation of commitments.
If you are not using Costpoint Purchasing, you can enter a purchase order release number for the PO relating to this voucher as a reference only. The PO release number you enter does not affect the calculation of commitments.
The fields in this group box contain information related to Progress Payments (1443s). Use these fields when a subcontractor issues a progress billing. The invoice is always a Progress or Delivery invoice. If the voucher is a progress billing from a subcontractor, you need to select the invoice type and enter the delivery amount if it is a Delivery invoice. This is necessary in order for 1443s to compute properly.
However, if Progress Payments do not apply to this voucher, no entry in this group box is needed and the invoice type can remain as None. (For more information about Progress Payments, see the documentation for Maintain Subcontractor Progress Payments in Costpoint Billing.)
Select an invoice type from the drop-down list:
Delivery—If you select Delivery, you must enter a delivery value in the following field.
Progress
None (the default)
If you selected Delivery as the Invoice Type, enter the gross value of the shipment in this field.
Enter the retainage rate for this voucher. To pay the voucher in full, enter a rate of zero.
This field displays the percentage of the voucher being paid.
Enter, or use the drop-down list to select, a valid CIS code. You set up these codes in the Maintain CIS Codes screen in Costpoint System Administration.
This field displays the identifier of the approver.
This field displays the sequence number of the posted voucher.
This field displays the date on which the voucher was posted.
Click this button at any time to open the Check Notes subtask, on which you enter descriptive text that will print on blank laser checks.
Click this button to open the Document Location subtask, on which you record the location of a document image containing information that supports the data you are entering.