Use this screen to perform numerous functions for unpaid or partially paid posted A/P vouchers in the system.
Use it to perform any of the following procedures:
Put vouchers on hold and remove vouchers from "Hold" status
Change the due date or anticipated pay date of a voucher
Change the pay details of any outstanding voucher, such as amount to pay, address code, discount to take, separate check status, and retainage amount or retainage rate
Review the total value of the outstanding vouchers for each vendor
Check the details of any outstanding vouchers
Check the details of the purchase orders to which the vouchers are assigned
Review the A/P vouchers that have been linked to A/R bills via the Pay When Paid function
Use this screen to view posted vouchers that have not yet been paid. You can use Query or Find to look up valid pay vendors. The screen will then display the outstanding vouchers to be paid for that vendor. Use it before a check run to change payment status; adjust the Amount to Pay, Due Date, or Discount to Take fields; change the cash account for a voucher; adjust the retainage amount; or add a joint check payee.
Use Query or Find to select a valid AP account description. Once you have a valid description, the table window will display the vouchers that have been assigned to this A/P account.
This field displays the Pay Vendor that was assigned when the voucher was entered.
Use this field to add a joint check payee to the voucher after it has been posted to the General Ledger.
This non-editable field displays the voucher number.
This non-editable field displays the transaction currency for the voucher.
The status of the voucher defaults in this field to "Hold" unless the voucher was flagged as a "PAYWPD" (Pay When Paid) voucher. Use the pay-when-paid feature to hold a voucher for payment until your client pays you. The valid statuses follow:
HOLD - Hold for payment.
DEFER - Defer from payment. Any voucher on "Defer" status will not be selected for payment in the Select Vouchers screen.
PAY - Pay the voucher. If a voucher has this status, a check will be printed for it the next time the Print Checks routine is run.
PPHOLD (Part Pay/Hold) - Partially paid but the remainder of the balance is on hold. Once the remainder is selected for payment, the status will be updated to "Pay."
PAID - "Paid" will be displayed once the voucher is fully paid. The "Paid" status is system-generated and cannot be user-updated.
PAYWPD (Pay when paid) -This designates a voucher that will not be released for payment until a specific, designated A/R bill has been paid in full. You can use the Pay When Paid Voucher History subtask to identify the A/R item(s) that are linked to this pay when paid voucher.
This field displays the amount to pay that is calculated by the Select Vouchers process. It calculates the check amount, using the following calculation:
Invoice Amount - Amount Paid - Discount Rate * (Invoice Amount - Amount Paid) if today's date is earlier than the discount date - (Retainage Percent * Invoice Amount) = Amount to Pay
When you change the status of the voucher from "Hold" to "Pay," Amount To Pay will automatically populate with the calculated amount. If, for some reason, the displayed amount is not the amount that should be paid for this voucher, enter a different amount in this field. However, the amount cannot be greater than the original invoice amount less any previous payments and less the retainage amount. If you want to adjust the Amount To Pay to completely pay off a voucher that previously had a retainage percentage, you must change the Retainage Rate column to zero before you can adjust the Amount To Pay field to pay off the voucher.
The value in this editable field should be the amount of discount you are taking on the next check to be prepared. The value in the field is calculated in the selection process that occurs when you run the Select Vouchers screen. The value in this field and the Amount To Pay field are added to the balance in the Amount Paid field once the check is printed, then zeroed out. This field will contain a value only if a discount is being taken on the check that is about to be printed. If you edit this field, it cannot exceed the value in the Discount Amount field, which is the total potential discount amount available to be taken. If no discount is being taken, this field should be zero.
This field displays the address code entered with the original voucher in the Enter A/P Vouchers screen. To change it, enter, or use Lookup to select, a new code. Only address codes that were set up for the vendor in the Maintain Vendors screen are valid. The address code that you select will print on the check.
This field displays the vendor payment method.
Use this field to identify the EFT file format to be used for all payments for this vendor address. This field is for non-U.S. EFT only. You must enter a payment type here if you are using a custom version of the Create EFT File screen that uses EFT payment types.
The default setting for this field is "N" (No). If each voucher for this vendor must be paid on a separate check, set this field to "Y" (Yes). In addition, if any voucher has a pay vendor ID that is different from the vendor ID and cannot be changed, you should set this column to "Y" (Yes).
This field displays the description associated with the cash account/organization combination to which the voucher was assigned. This field is editable, and you can use Lookup to select from valid cash account descriptions.
This field displays the retainage rate. This field can be changed. If a voucher had a retainage rate when it was entered and is ready to be fully paid, change the rate to zero. Once the rate is zero and the voucher is selected for payment, a check for the retainage amount previously withheld will be printed the next time the Print Checks routine is run.
This field displays the total voucher amount that has been retained. This is an editable field. Set this field to zero when the voucher is ready to be fully paid. If a voucher has had no previous payments, the Amount Retained field will be zero even if the Retainage Rate field is not equal to zero, since this field is not updated until the Print Checks routine is run.
This non-editable field displays the amount already paid on the voucher.
This non-editable field displays the difference between Due Amount and Amount Paid.
This non-editable field displays the pay vendor's 25-character name from the Defaults subtask of the Maintain Vendors screen.
This non-editable field displays the vendor ID that was assigned to the voucher when it was entered. This usually will be the same as the pay vendor ID. If you select the Allow Different Pay Vendor checkbox in the Vendor Settings screen, the pay vendor ID can be different from the vendor ID. This feature is useful for third party payments, i.e., for vendors that factor their receivables.
This non-editable field displays the name assigned to the vendor ID when the vendor was entered.
This non-editable field displays the number assigned to the voucher when it was entered.
This non-editable field displays the date of the invoice assigned to the voucher. This is an optional field in the voucher and can be blank in this screen.
This non-editable field displays the amount of the invoice assigned to the voucher.
This non-editable field displays the date that was assigned to the voucher when it was entered. The default date is calculated according to the terms for the vendor but, because this field can be edited in the voucher, the date in this screen may be inconsistent with the terms assigned to the vendor.
This non-editable field displays the amount that was assigned to the voucher when it was entered. The system calculates this amount according to the terms for the vendor but, because this field can be edited in the voucher, the amount in this screen may be inconsistent with the terms assigned to the vendor.
The due date was calculated according to the terms for the vendor but, because this field can be edited in the voucher, the date in this screen may be inconsistent with the terms assigned to the vendor. You can edit this field after posting the voucher but before making payment.
This non-editable field displays the Invoice Amount minus the Discount Amount.
This field displays the anticipated pay date from the Header Info subtask of the Enter A/P Vouchers screen. It can also be edited in this screen and the following screens: Edit Payment Status by AP Account, Edit Payment Status by Vendor, and Vendor History Inquiry (within the Voucher subtask).
This non-editable field displays the invoice period of performance date from the Header Info subtask of the Enter A/P Vouchers screen. This field is used for vendors that have been identified as subcontractors.
This non-editable field displays "Y" (Yes) if the voucher has been identified as a pay when paid item.
This non-editable field displays the PO number that was entered on the voucher in the Enter A/P Vouchers screen, or the PO number to which the voucher was assigned in the Enter PO Vouchers screen.
This optional field displays the purchasing release number associated with your purchase order. If you are not using Costpoint Purchasing and you are using this field as a reference number, this field cannot be edited.
This non-editable field displays the pay currency for the voucher.
This field displays the amount to pay expressed in terms of the pay currency.
Select this pushbutton to open the Total subtask.
Select this pushbutton to open the Vendor Totals subtask.
Select this pushbutton to open the Exchange Rates subtask.
Use this pushbutton to open the Voucher Detail subtask.
Use this pushbutton to open the PO Detail subtask.
Use this pushbutton to open the Pay When Paid Voucher History subtask.