POST VOUCHERS

Use this screen to post all approved vouchers to the G/L and the A/P tables. The A/P tables include the Open A/P table and the Vendor History tables. Once posted, vouchers are removed from the Voucher tables and are no longer accessible through the Vouchers menu.

You cannot edit posted vouchers but you can view them on the following screens:

• View unpaid posted vouchers on either the Edit Payment Status by AP Account screen or the Edit Payment Status by Vendor screen.

• View both paid and unpaid posted vouchers on the Vendor History Inquiry screen.

Use the Select group boxes on this screen to select the records to be posted. Each Select group box works in conjunction with all the others on the screen and a voucher must satisfy all conditions to be included. For example, if you select Accounts Payable as the voucher type and identify a range of user IDs, only those vouchers entered in the Enter A/P Vouchers screen by the users you specify are posted. (Any vouchers entered by the specified users in the Enter PO Vouchers screen would not be posted.)

If you entered a zero amount voucher (or vouchers) in the Enter A/P Vouchers screen, you can use this screen to process a zero amount vendor payment. This eliminates the outstanding vouchers from the Open A/P Report.

This screen also checks the project's account group functions. You set up the account group for the project on the Basic Info screen in Costpoint Project Setup. You assign the account functions to the account group on the Project Account Groups screen in Costpoint Project Setup. In order for a transaction to be copied to the Open Billing Detail table, one of the project account group's functions must be either Labor or Non-Labor.

Run this process to post vouchers after the vouchers have been reviewed for errors and approved. You cannot edit the vouchers once they have been posted to the G/L and the A/P tables.

Select Voucher Types

Select the type(s) of vouchers to include in the posting. Costpoint uses your settings in this group box in conjunction with your settings for the other Select group boxes to determine which vouchers are posted.

To select a voucher type to be included in the posting, select the check box for that type. You can post all five types at once, a single type, or any combination:

• Accounts Payable — Vouchers entered on the Enter A/P Vouchers screen that are not recurring vouchers.

• Purchase Order — Vouchers entered on the Enter PO Vouchers screen.

• Payroll — Vouchers created via Costpoint Payroll.

• Recurring — Vouchers designated by the Recurred Voucher option in the Header Info subtask of the Enter A/P Vouchers screen.

• Time and Expense — Vouchers created by the TE Voucher Preprocessor when it uploads expense reports into Costpoint.

Period to Post

Each voucher, when entered, was assigned to a fiscal year, period, and subperiod. Use the drop-down lists to specify the fiscal year, period, and starting and ending subperiods you want to post. Any voucher assigned to the fiscal year, period, and range of subperiods you specify here will be included in the posting.

Range Option

From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

Starting Fiscal Year

Enter, or use the drop-down list to select, the starting fiscal year of the vouchers you wanted included on the listing.

Starting Period

Enter, or use the drop-down list to select, the starting period of the vouchers you want included on the listing.

Starting/Ending Subperiod

Enter, or use the drop-down list to select, the starting and ending subperiods of the vouchers you want included on the listing.

Journal Status

Journal Status

This field indicates whether a journal has been printed.

Select A/P Account

Range Option

Use this option to select the range of A/P accounts to be included. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

From

Enter, or use to select, the starting account for the range you want to include. If you set Range Option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending account for the range. If you set Range Option to All, One, or To End, this field is inactive.

Any voucher assigned to the A/P account(s) you specify here is included in the posting, providing it passes the criteria specified in the other Select group boxes. If the default is used, the vouchers for all the A/P accounts are posted if they pass the other select criteria.

Select A/P Organization

Range Option

Use this option to select the range of organizations to be included. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

From

Enter, or use to select, the starting organization for the range you want to include. If you set Range Option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending organization for the range. If you set Range Option to All, One, or To End, this field is inactive.

Any voucher assigned to the organization(s) you specify here is included in the posting, providing it passes the criteria specified in the other Select group boxes. If the default is used, the vouchers for all the organization(s) are posted if they pass the other select criteria.

Select User ID

Range Option

Use this option to select the range of user IDs to be included. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

From

Enter, or use to select, the starting user ID for the range you want to include. If you set Range Option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending user ID for the range. If you set Range Option to All, One, or To End, this field is inactive.

Any voucher entered by the user ID(s) you specify here is included in the posting, providing it passes the criteria specified in the other Select group boxes. If the default is used, the vouchers for all the users are posted if they pass the other select criteria.

Select Vendors

Range Option

Use this option to select the range of vendors to be included. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

From

Enter, or use to select, the starting vendor ID for the range you want to include. If you set Range Option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending vendor ID for the range. If you set Range Option to All, One, or To End, this field is inactive.

Any voucher assigned to the vendor you specify here is included in the posting, providing it passes the criteria specified in the other Select group boxes. If the default is used, the vouchers for all the vendors are posted if they pass the other select criteria.

Select Vouchers

Range Option

Use this option to select the range of vouchers to be included. From the drop-down list, select one of the following settings:

• All

• One

• Range

• From Beginning

• To End

The default for this field is All.

From

Enter, or use to select, the starting voucher for the range you want to include. If you set Range Option to All or From Beginning, this field is inactive.

To

Enter, or use to select, the ending voucher for the range. If you set Range Option to All, One, or To End, this field is inactive.

Any voucher included in the range you specify here is included in the posting, providing it passes the criteria specified in the other Select group boxes. If the default is used, all the vouchers are posted if they pass the other select criteria.

Post Vouchers

Click Post Vouchers to post the approved vouchers you have selected to the G/L and A/P files.

Print/Post Vouchers

If you click this button on the toolbar, the approved vouchers you have selected are printed and then immediately posted to the G/L and A/P files.