Use this subtask at any time during voucher entry. It stores information relating to the voucher header such as A/P Account, Organization, Reference 1, Reference 2, Notes, and PO and Release No as reference. The description for Account, Organization, Reference 1 and Reference 2 will be displayed next to the field.
This non-editable field displays the voucher number from the main screen's voucher header display.
These three non-editable fields display the vendor number, name, and location from the main screen's voucher header display.
Enter, or use Lookup to select, the tax ID for this vendor's VAT. The only items available for Lookup in this field are those that were entered for the vendor in the VAT Info subtask of the Maintain Vendors screen.
This field will be used as the reference date for VAT transactions. The default taxing date will be the date on which 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.
Enter a description text for the voucher header of up to 254 characters.
This non-editable field displays the ID of the last user who saved changes on this header.
This non-editable field displays the system date of the last saved change on this header.
This checkbox will be enabled and selected when the vendor has been selected as a Pay When Paid vendor. To enable this checkbox, change the pay-when-paid status on the Defaults subtask of the Maintain Vendors screen. The system will disable the checkbox for those vouchers that were not entered through the Enter A/P Vouchers screen and posted through the Post Vouchers screen.
Select this checkbox to print the first 83 characters of the Notes group box on the check stub. The default value is not checked.
If you are not using Costpoint Purchasing, you can enter a PO number relating to this voucher as a reference only. The PO number you enter will not affect the calculation of commitments.
If you are viewing vouchers that are already posted, the Purchasing PO number displays in this field only for PO vouchers.
For A/P vouchers, this field will usually be blank, but if you entered a PO number for reference, that number displays here.
If you are not using Costpoint Purchasing, you can enter a release number for the PO relating to this voucher as a reference only. The PO and release number you enter will not affect the calculation of commitments.
If you are viewing vouchers that are already posted, the Purchasing release number displays in this field only for PO vouchers.
For A/P vouchers, this field will usually be blank, but if you entered a release number for reference, that number displays here.
Use this field to keep track of scheduled payment dates. When you enter the A/P voucher in the Enter A/P Vouchers screen, the Anticipated Pay Date field defaults to the due date that was entered into or calculated by the system in the Enter A/P Vouchers screen. You can change this field any time before paying the voucher. You can also change the anticipated pay date in the Antic Pay Dt field of the Edit Payment Status by AP Account screen and the Edit Payment Status by Vendor screen.
Enter the period of performance date in this field if you have identified a vendor as a subcontractor in the Maintain Vendors screen and chosen to use the period of performance date for comparison with the insurance and/or bond coverage dates. (Your two other choices are tied to A/P processing: the invoice date and the payment selection date.) The system's (today's) date is the default. If the subcontractor was not covered during this period of time, the system will display a warning before allowing payment of any invoice. 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, you can leave this field blank.
Use the fields in this group box to enter information related to Progress Payments (1443s).
You will use this group box 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 Value if it is a "Delivery" invoice. This is necessary in order for the system to properly compute the 1443s.
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 the Maintain Subcontractor Progress Payments screen in Costpoint Billing.)
Select an invoice type from the drop-down box. Valid selections include "Delivery," "Progress," and "None." "None" is the default for this field. If you select "Delivery" as the invoice type, you must enter a delivery value in the next field.
This field is required only when you have selected "Delivery" as the Invoice Type. Enter the gross value of the shipment in this field.
Enter the A/P account description in this field.
Enter, or use Lookup to select, the A/P account for this voucher. The A/P account assigned to this vendor will be offered as a default. 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 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.
Enter, or use Lookup to select, an organization number. The organization assigned to this vendor will be offered as a default.
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. You will receive a message if the organization fails any of the above validations.
Enter a reference number for this charge line. The heading for Reference 1 will display your label for this field. The Reference 1 number assigned to this vendor will be offered as a default.
Enter a reference number for this charge line. The heading for Reference 2 will display your label for this field. The Reference 2 number assigned to this vendor will be offered as a default.
Select this pushbutton to open the Document Location subtask.