Use this screen to select groups of vouchers for payment. You can use this screen to specify vouchers by A/P account/ organization, cash account/organization, bank ID, range of due dates, range of voucher numbers, and/or range of pay vendors. You can also clear the "Pay" status of groups of vouchers and put them back on "Hold," or put them on or off "Defer" status. If you need to update the status of an individual voucher, you can use this screen or make changes on a voucher-by-voucher basis in either the Edit Payment Status by Vendor or the Edit Payment Status by AP Account screen. The system calculates the values of the fields that will be used to print the check, such as Amount to Pay and Discount Taken. If you need to adjust the amounts, you can change them in either the Edit Payment Status by Vendor or the Edit Payment Status by AP Account screen.
Use this screen to select vouchers for payment immediately before printing the checks. The system calculates the values of the fields (i.e., Amount to Pay and Discount Taken) that will be used to print the check amounts during this process. Because discounts are date sensitive, the amounts calculated in this process could be incorrect if the checks are actually cut on a different date. If the vouchers are selected for payment, but the check run is delayed, you should clear the vouchers using the "Deselect" option (see the Options drop-down box) and reselect them when you print the checks.
Select the process you want to execute in this screen. The options available from this drop-down box are:
Select - This will change the status of the vouchers specified in this screen to a status of "Pay." Only those vouchers that have a status of "Pay" and are approved (see the Approve Checks screen) will be included on the next check run.
Deselect - This will change the status of vouchers that were set to "Pay" back to "Hold." Select this option if you are taking discounts and the vouchers were selected, but the check run was delayed to another day. The Amount to Pay and Discount Taken fields are calculated when the vouchers are changed to "Pay." This can result in an expired discount being taken.
Defer - This option will change the status of the vouchers specified in the screen to "Defer." Any voucher with a status of "Defer" will not be included in the selection process in this screen. This allows you to defer a voucher from payment without having to manually put it back on "Hold" each time you run this screen. Conversely, once you have decided to pay a voucher, you must take it off "Defer" status before you can update it to "Hold" in this screen. To adjust it manually, use either the Edit Payment Status by AP Account or the Edit Payment Status by Vendor screen.
Clear Deferrals - This option will change the status of any vouchers that were set to "Defer" back to "Hold." Any voucher that was set to "Defer" that is now ready to be paid must be changed to "Hold" before this screen will update the status to "Pay." To adjust the status manually, use either the Edit Payment Status by AP Account or the Edit Payment Status by Vendor screen.
Validate Pay When Paid - This option is for Costpoint users who are using the Pay When Paid function. Before executing the Select Vouchers screen with the "Validate Pay When Paid" option, please make sure you have run the Update Pay When Paid Voucher History screen. For more information on Costpoint's Pay When Paid function, please see Special Topic AP-12, "Pay When Paid."
Select this checkbox to use the system date to calculate discounts.
Use this drop-down box to specify which vouchers you want included in the selection process. The options available for selection are "Cash Account," "A/P Account," or "Bank Abbreviation." If you select "A/P Account," the Select Organization group box is automatically set to look for an A/P organization. If you select "Cash Account," the Select Organization group box will search for the associated cash organization. If you select "Bank Abbreviation," the cash account and organization associated with that "Bank Abbreviation" will be used for the selection process. Only those vouchers with a value in these fields that falls within the range specified in the following fields will be included in the selection process.
Use this drop-down box to select the range of accounts to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting value for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending value for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Use the fields in this group box to choose the organization for the account specified in the Account group box. The field chosen in the Select Account group box drives which organization is necessary in this group box. For example, if you selected "A/P Account" in the Select Account group box, you must select a valid A/P organization.
Use this drop-down box to select the range of organizations to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting organization for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending organization for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Use the fields in this group box to specify the due dates of the vouchers that should be included in the selection process. For example, if one invoice has a due date of 10/31/2003 and another invoice has a due date of 11/20/2003, only the first invoice will be selected if the due dates entered are from 10/01/2003 to 10/31/2003. If the second invoice has a discount date of 10/31/2003 and the Vouchers eligible for discount checkbox is selected, that voucher will be selected also, if it meets the other selection criteria in this screen.
Use this drop-down box to select the range of due dates to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting due date for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending due date for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Select this checkbox to include those vouchers that have a discount date that falls within the range of dates specified in this group box. This allows you to include vouchers that are eligible for a discount in the selection routine.
Use this group box to specify a range of voucher numbers. The default is set to "All." If you do not want to further restrict the selection process, leave the Range Option set to "All."
Use this drop-down box to select the range of vouchers to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End."
Enter, or use Lookup to select, the starting voucher for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending voucher for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Use this group box to specify a range of vendors to further limit the vouchers that will be included in the selection routine. If you do not want to further restrict the selection process, leave the Range Option set to "All."
Use this drop-down box to select the range of pay vendors to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting pay vendor for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.
Enter, or use Lookup to select, the ending pay vendor for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.
Use the fields in this group box to specify a range of pay currency codes. The default is set to "All." If you do not want to further restrict the selection process, leave the Range Option set to "All."
Use this drop-down box to select the range of pay currency to be included. Valid options are "All," "One," "Range," "From Beginning," and "To End."
Enter, or use Lookup to select, the starting pay currency code for the range you want to include. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive. Only those currencies saved in the Maintain Currencies screen in Costpoint Multicurrency will be available in Lookup.
Enter, or use Lookup to select, the ending pay currency code for the range you want to include. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive. Only those currencies saved in the Maintain Currencies screen in Costpoint Multicurrency will be available in Lookup.
Select this button on the toolbar to perform the selection process. The status of the vouchers that pass the selection criteria will be changed according to the selection you made in the Options field. If you chose the "Select" option, the system will also calculate the Discount Taken amount and the Amount to Pay. If you chose the "Deselect" option, the Discount Taken and Amount to Pay fields that were previously calculated are zeroed out.