Use this screen to enter historical information, i.e., vouchers that were entered on your previous system that have been fully paid. You cannot enter outstanding vouchers here. You must enter them in the Enter A/P Vouchers screen, to be paid. If the open voucher was previously expensed in your old system, enter it in Costpoint using a clearing account against which to enter the debit amount. The beginning balance of the clearing account should be a credit balance equal to the amount of the open vouchers. With the entry of the vouchers, debiting the clearing account will result in a balance against the clearing account and the vouchers will be posted into the Open A/P tables, from which they can be paid.
This function is very similar to the Enter A/P Vouchers screen. Any vouchers that are entered into Costpoint through Enter A/P or PO Vouchers screens are posted into this screen when you run the Post Vouchers routine. You cannot use this screen to edit non-1099 fields generated by the system. You can edit only manually entered records and 1099 fields.
Use this optional screen to initialize vendor history when you first install Costpoint. 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 vouchers that are entered into the Enter A/P or PO Vouchers screens.
Enter, or use Lookup to select, a valid vendor ID. Once you enter the vendor ID, the system will automatically fill in the vendor name and location.
This field displays the currency code of the transaction currency used for this voucher. The currency displayed was selected as the default transaction currency in one of two places. The system uses the default currency from the Multicurrency subtask of the Maintain Vendors screen if no default has been selected for the vendor, or the default transaction currency from the Multicurrency Settings screen in Costpoint Multicurrency. To override this default, use the Exchange Rates subtask to select a different transaction currency for this voucher.
This field displays the currency code of the pay currency used for this voucher. The currency displayed was selected as the default pay currency in one of two places. The system uses the default currency from the Multicurrency subtask of the Maintain Vendors screen if no default has been selected for the vendor, or the default pay currency from the Multicurrency Settings screen in Costpoint Multicurrency. To override this default, use the Exchange Rates subtask to select a different transaction currency for this voucher.
If the voucher setting is set to manual numbering, enter a voucher number. If the voucher setting is set to system-assigned, leave this field blank.
If you chose the system-wide method of numbering vouchers, the system will assign the next voucher number when you save the voucher. If you enter a voucher number, the last voucher number will not be updated in voucher settings. To start a new voucher number on a system-wide basis, you must change the Last System Voucher Number in the A/P Voucher Settings screen.
If you chose the User method, the system will automatically display the next voucher number. You can change the voucher number and, when you save the voucher, the last voucher number will be updated in your user preference.
If you chose the Manual method, you must enter the voucher number. If you use Find, the system will default to the last voucher number for system-wide and user-specific numbering methods.
Vouchers entered (not system assigned) in this screen are marked as "Manual." This allows the Maintain Check History screen to restrict payment to only those vouchers that are marked as "Manual." In most places within Costpoint, "Manual" vouchers display and mimic A/P vouchers, with two exceptions. First, in the Maintain Check History screen, the Lookup on the voucher number shows only manual vouchers. Second, in the Open A/P Report screen, all vouchers marked as "Manual" are excluded from the report.
Use the drop-down box to select the fiscal year to which the voucher was posted in your old system.
Use the drop-down box to select the period to which the voucher was posted in your old system.
Use the drop-down box to select the subperiod to which the voucher was posted in your old system.
This field is non-editable for records that are manually entered.
Enter the invoice number up to 10 characters. If the invoice number already exists and the “Allow Duplicate Invoice Numbers” box is selected in A/P Voucher Settings, a warning message will display; 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” box is cleared in A/P Voucher Settings, an error message will display; a unique invoice number must be entered before you can enter data in another field. This field is optional.
Enter the invoice date in the MM/DD/YYYY format. The system will default this date from either the previous voucher or the system date. If you change this date to blanks, the system will not calculate the Discount Date and 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 invoice amount.
This field displays the percent amount that defaults from terms. The system will apply this percentage to the invoice amount to calculate the discount amount. This field is editable.
This field displays the date that is calculated based on the terms and invoice date. This field is editable.
This field displays the amount that is calculated based on the discount percentage applied to the invoice amount. This field is editable.
This field displays the date that is calculated based on the terms. If you change this date, the system will ask you whether 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.
The system calculates this amount by subtracting the Discount Amount from the Invoice Amount. This field is non-editable.
Sample Terms Setup:
Example of calculation based on terms:
Invoice Date = 8/14
Invoice Amount = $1,000
|
|
Days Method |
Day of Month |
Range of Days |
|
Calculated Discount Date: |
8/24 |
8/24 |
8/24 |
|
Discount Amount: |
$10 |
$10 |
$10 |
|
Due Amount: |
$990 |
$990 |
$990 |
This table shows the distribution of invoice amount, sales tax amount, and discount amounts to G/L charge numbers. There is no limit on the number of lines you can enter on the voucher detail. There are two pushbuttons that can be selected only when you highlight a row in the voucher detail table: Vend Labor and Line Notes. You can resize the columns in this table window and rearrange the columns in the order you prefer to enter data. For example, the Account field is 15 characters but if your company elects to only use nine, you can resize the field so that nine characters are displayed. If you use letters in your account number, the size requirement will vary due to proportional spacing of characters, i.e., the letter "W" will occupy more space than the letter "I." You can also rearrange the columns in order of data entry preference. 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. Once you resize and rearrange the table, you can save this setup and the change will be in effect for all users.
This is a non-editable field, incremented automatically by the system. As you insert lines in this table, the line number will be recalculated.
Enter, or use Lookup to select, an account number. If you set up a default expense account for this vendor, it will be displayed automatically on the first line. As you move to the next field, the system will validate that the account number is not a summary account, the account is active, and that the account allows charging for the fiscal year, period, and subperiod on this voucher. The system will display a message if the account fails any of the above validations.
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 Account and save the new table order in your User Setup. Entering the project number and project account abbreviation code first automatically defaults the account number assigned to the project account abbreviation in the Project Account Groups screen.
Enter, or use Lookup to select, an organization number. If you set up a default organization for this vendor, it will be displayed automatically on the first line. As you move to the next field, the system will validate that the organization is active and the organization allows charging for the fiscal year, period and subperiod on this voucher. The system will display a message if the organization fails any of the above validations.
If you selected the Default to Owning Org checkbox in the Basic Info screen in Costpoint Project Setup, you should move the Project field before this field and save the new table order in your User Setup. Entering the project number automatically fills the Organization field with the number of the organization that "owns" the project. (This is the organization to which all the project's revenues and profits go. The Owning Organization is also set up in the Basic Info screen.) You can edit this organization as necessary.
Enter, or use Lookup to select, a project. If you set up a default project for this vendor, it will be displayed automatically on the first line. As you move to the next field, the system will validate that the fiscal year, period and subperiod ending date is not greater than the project end date. The system will display a warning if the project fails this validation.
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. After you rearrange the table order, save the new order in your User Setup.
If you selected the Default to Owning Org checkbox in the Basic Info screen in Costpoint Project Setup, the number of the organization that "owns" this project will default into the Organization field. This is the organization to which all the project's revenues and profits go. (The Owning Organization is also set up in the Basic Info screen.)
Enter, or use Lookup to select, the project account abbreviation code (up to six digits long), if any. Project account abbreviations are set up in the Project Account Groups screen in Costpoint Project 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, they are also assigned to these account groups. After you enter the project number and the project account abbreviation here, the system finds the account group linked to the project and looks for the account number designated by the project account abbreviation code. When it finds the account, it defaults the account number into the Account field. If you change the default account and add a new line, the system will display a warning that the account has changed, but you can still save. If you change the project number or the project account abbreviation code, the system will default the new account number into 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 or tab to the Percent field and enter a percentage. You can either enter an amount for this charge line and the system will calculate a percentage of the invoice amount from the voucher header, or you can enter a percentage in the Percent field and the system will multiply the percent by the invoice amount on the voucher header to derive the cost amount for this detail line.
Enter a percentage up to two decimal places or tab to Cost Amount field and enter an amount. You can either enter a percentage for this charge line and the system will multiply the percentage by the invoice amount on the voucher header to derive the amount on this detail line, or you can enter an amount in the Cost Amount field and the system will calculate a percentage of the invoice amount from the voucher header.
The line of the voucher being entered is either taxable or not taxable. If the item is taxable and the vendor has charged sales or value added tax on the invoice, enter an "S." If the item is subject to tax, however, and the vendor did not charge sales tax on the invoice, you are still responsible for paying the tax to the state or province. This tax is referred to as use or reverse tax. The only difference between a sales (or value added tax) and use (or reverse) tax is who pays it to the state or province. The company pays the sales or value added tax to the vendor, who then remits it to the state or province. The company pays use tax directly to the state or province. If you enter a "U" here, the system will accrue the use tax applicable to the line item by multiplying the Cost Amount by the Tax Rate associated with the Tax Code entered. The Use Tax Amt is posted as an accrual when you post the Voucher Distribution Journal to the G/L.
The tax code defaults from the Maintain Vendors screen to the header. The header defaults into each line. To change the default, enter a valid code. The tax codes are maintained in Costpoint System Administration. This field is available only when the Taxability field is either "S" (Sales/VAT taxable) or "U" (Use or reverse taxable).
This field displays the rate from the Tax Code table in Costpoint System Administration.
The system calculates the value in this field by multiplying the Cost Amount by the Tax Rate if the Taxability field in the Enter A/P Vouchers screen is "S" and the Use Tax flag is set to "No." You can edit this field. This may be necessary if the sales tax amount is different from your invoice because of small rounding differences.
The system calculates the value in this non-editable field by adding the Invoice Amount to the Sales/VAT Tax Amt.
This field is calculated by multiplying Discount Percent on the voucher header by Tot Before Disc. You can change this field, but when you save the voucher, the system will validate that the total discount amounts on the voucher detail equals the discount amount in the voucher header.
The system calculates the value in this non-editable field by subtracting the Discount Amount from the Tot Before Disc. The Total Amt less any use or reverse tax that is accrued on the voucher should always equal the Due Amount on the voucher header.
The system calculates the value in this field if the Taxability field in the Enter A/P Vouchers screen is "U" and the Use Tax Flag is set to "Yes." The system multiplies the Cost Amount by the Tax Rate. The system will automatically generate 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.
This field displays the recovery amount, if any.
This field indicates whether or not a 1099 is generated. The default is for the checkbox to be unchecked. For paid vouchers, the lines for which the checkbox is selected were used in the calculation of the 1099 payments for this vendor.
Enter, or use Lookup to select, a 1099 type.
Enter a description up to 30 characters for this detail line.
Enter, or use Lookup to select, an abbreviated code up to six characters for organization number. If you enter a code, the system will look up the code and automatically populate the organization number related to the abbreviated code. If you enter transactions by Org Abbrev, you should move this field before Organization.
Enter, or use Lookup to select, an abbreviated code, up to six characters, for the project number. If you enter a code, the system will look up the code and automatically populate the Project number related to the abbreviated code. If you enter transactions by Proj Abbrev, you should move this field before Project.
Enter a reference number for this charge line. The heading for Reference 1 will display your label for this field.
Enter a reference number for this charge line. The heading for Reference 2 will display your label for this field.
This field displays the account name.
This field displays the organization name.
This field displays the project name.
This field displays the reference 1 name.
This field displays the reference 2 name.
Enter, or use Lookup to select, the supply type, if any, for this voucher line. Supply types are maintained 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.
Enter "Y" (Yes) if this voucher line is taxable; otherwise, enter "N" (No).
This field displays the total of the Sales/VAT Tax Amt column. The system calculates the sales tax amounts using the sales tax rate for the voucher lines. Occasionally, rounding errors can occur that may require you to adjust a voucher line by a small amount to correct the difference between the calculated amount and the amount on the invoice. Use this non-editable field to see at a glance whether the sales tax calculation ties to your invoice, or whether there is a rounding error that requires correction.
The system calculates this non-editable field by adding the Tot Before Disc to the Sales/VAT Tax Amt for all line items in the voucher detail and then subtracting the total from the Invoice Amount in the voucher header. Remaining Balance shows the undistributed invoice amount to individual line items in the voucher detail.
Select this pushbutton to open the Header subtask, which stores information relating to the voucher header such as A/P Account, Organization, Reference 1, Reference 2, Notes, and PO and Release No.
Select this pushbutton to open the Address subtask, which stores information relating to the voucher header, such as which vendor will pay the voucher and the payment address.
Select this pushbutton to open the Exchange Rates subtask.
Use this pushbutton to open the Voucher Totals subtask, which displays the transaction amounts in the transaction, pay, and functional currencies for this voucher.
Use this pushbutton to open the Line Notes subtask, which you can open only after you highlight a row in the voucher detail.
Use this pushbutton to open the Vendor Labor subtask, which is useful if you need to capture the total hours and currency amounts against the project for vendors and employees.
Select this pushbutton to open the Currency Line Info subtask, which displays the transaction amounts in the transaction, pay, and functional currencies for the selected voucher line.
Select this pushbutton to open the Customs Info subtask.