UPDATE PAY WHEN PAID VOUCHER HISTORY

With Costpoint's "pay when paid" functionality, you can hold payments for a vendor until you have received payments from your customer. Use the setup features for Costpoint Accounts Payable and the setup features in the Projects folder to enter one or more accounts payable vouchers with the status of pay when paid. These vouchers will not be released for payment until your company has billed and posted the appropriate cash receipt from your customer.

If you are using the pay when paid voucher, use this screen to accumulate information from voucher history, billing history, and A/R history. Executing this process will update the pay when paid vouchers and ensure that the most accurate information is evaluated when attempting to select pay when paid vouchers for payment. You can select vouchers for payment via the Select Vouchers screen, Edit Payment Status by Account screen, or Edit Payment Status by Vendor screen.

Note: For more information on establishing pay-when-paid vouchers, please see Special Topic AP-12, "Pay When Paid."

If your company uses the pay-when-paid function, you must run this update as part of your normal payment process. After posting vouchers, but before selecting vouchers for payment, run this process to allow any eligible pay-when-paid items to be selected for payment. In order to obtain the most accurate data, we suggest that you refrain from running this function when new vouchers, bills (via the Projects folder), or new cash receipts are being posted.

Select Vendors

Use the fields in this group box to select which vendors you want to update.

Range Option

Use this drop-down box to select the range of vendors you want to include in the report. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter the starting vendor ID for the range you want to include in the report. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter the ending vendor ID for the range you want to include in the report. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Select Vouchers

Use the fields in this group box to select which vouchers you want to update.

Range Option

Highlight the range to include in this report. This range will indicate the voucher, by number, that will be included. Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."

From

Enter the starting voucher number for the range you want to include in the report. If you select "All" or "From Beginning" in the Range Option field, this field will be inactive.

To

Enter the ending voucher number for the range you want to include in the report. If you select "All," "One," or "To End" in the Range Option field, this field will be inactive.

Update Pay When Paid History

Select this button on the toolbar to activate the update process based on your selected criteria.

Note: You can view the results of the update performed on this screen via the Pay When Paid Voucher History subtask of the Edit Payment Status by AP Account screen or the Edit Payment Status by Vendor screen.

Table Information

The following tables are updated when you perform this process:

PAYWPD_VCHR_HS

BILLING_DETL_HIST

VCHR_HDR_HS

AR_DETL_HS