Use this screen to view voucher detail, checks disbursed, form view, and PO detail for all posted accounts payable transactions. Using the subtasks available on this screen, you can view more detailed data, including specific A/P and/or PO voucher data by line, vendor labor and voucher notes, and payment totals broken down by check number.
Fields are empty when you enter this screen. To view voucher data, use Subquery to access a range of data, limited by vendor, vendor name, status, voucher number, or PO number. To view data for a single vendor, enter the vendor's ID or use Lookup in the Vendor field, then select the Execute button on the toolbar. To view data for a single voucher, enter the voucher number and the fiscal year, and then select the Execute button on the toolbar.
Use this screen whenever you need to view data for vouchers that have already been created in the Enter A/P Vouchers screen.
Enter, or use Lookup to select, the vendor ID (up to 12 characters). If the vendor has been placed on Hold Payments status in the Maintain Vendors screen (the Hold Payments checkbox has been selected), you will receive a warning, but you will be able continue.
Enter, or use Lookup to select, the vendor name.
Enter the invoice number of up to 10 characters. When you finish with this screen and select the Save button on the toolbar, Costpoint performs a validation to check this invoice number against numbers existing in either the Voucher Header History table or the Voucher Header table. You can leave this field blank.
This field displays the Purchase Order (PO) number of the voucher. POs are entered in the Enter PO Vouchers screen.
Select this radio button to view data by pay vendor. If you choose this radio button, the table window displays the Pay Vendor, Pay Vendor Name, and Pay Vendor Location columns instead of the Vendor and Location columns.
This radio button is the Costpoint default. Select this radio button to display data by vendor. If you choose this radio button, or accept the default, the table window displays the Vendor and Location columns instead of the Pay Vendor, Pay Vendor Name, and Pay Vendor Location columns.
Enter the voucher number in this field.
Enter, or use Lookup to select, the fiscal year of the vouchers you want included on the listing.
All fields in the table window are non-editable.
This field displays the vendor name from the Maintain Vendors screen when you have selected the Vendor radio button in the Select Voucher Detail Based On group box.
This field displays the vendor name from the Maintain Vendors screen when you have selected the Vendor radio button in the Select Voucher Detail Based On group box.
This field displays the vendor's location code, up to six digits long. This column displays only if you selected the Vendor radio button.
This field displays the pay vendor from the Maintain Vendors screen when the Pay Vendor radio button is selected in the Select Voucher Detail Based On group box.
This field displays the pay vendor name from the Maintain Vendors screen when the Pay Vendor radio button is selected in the Select Voucher Detail Based On group box.
This field displays the vendor's location code, up to six digits long. This column is displayed only if you selected the Pay Vendor radio button.
This field displays the vendor's invoice number.
This field displays the vendor's voucher number.
This field displays the invoice date in the MM/DD/YYYY format.
The system calculates this field based on the vendor's terms. The due date is used on the Aging Report to keep track of the voucher.
This field displays the date that defaulted (based on the vendor terms and due date), or was entered in the Enter A/P Vouchers screen. You can change this field at any time before making the final payment. You can edit this field in the Edit Payment Status by AP Account and Edit Payment Status by Vendor screens.
This field displays the transaction currency code used on the voucher.
This field displays the invoice amount. The total amount for all the lines in the voucher detail, before discounts and including sales tax, must be the same as the invoice amount.
This field displays the discount amount of the voucher. The system calculates the discount amount based on the discount percent applied to the Invoice Amount.
This field displays the amount due. The system calculates the due amount by subtracting the Discount Amount from the Invoice Amount.
This field displays the amount already paid on the voucher.
This field displays the total discount taken on this voucher.
This field displays the amount that remains on the voucher, after the Amount Paid is subtracted from the Amount Due.
This field displays the voucher status. A voucher can have one of six possible statuses: "HOLD," "DEFER," "PAY," "PAYWPD" (Pay when Paid), "PPHOLD" (Part Pay/Hold), and "PAID."
This field displays the name of the Costpoint user who entered the voucher.
This field displays the type of voucher, either Accounts Payable (AP) or PO.
This field displays the PO number of the voucher. POs are entered in the Enter PO Vouchers screen.
This field displays the release number of the purchase order against which you are invoicing. If you used Lookup to select the purchase order, the release number associated with the purchase order that you selected will automatically be displayed. If the purchase order entered is not a release order, the release number will be "0" and cannot be maintained.
This field displays the subcontractor payment code.
This field displays the invoice period of performance.
This field displays the Pay When Paid status of the voucher. The two possibilities are "Y" or "N." If there is a "Y" in this column, voucher payments will be held until cash receipts have been entered for this vendor.
This field displays any notes that you may have entered for this voucher.
This field displays the document location.
This column contains a "Y" (Yes) if a note will be printed on the check or "N" (No) if a note will not be printed.
This field displays the AP account to which the voucher was charged.
This field displays the fiscal year in which this voucher was posted.
This field displays the period in which this voucher was posted.
This field displays the subperiod in which this voucher was posted.
This field displays the sequence number of the voucher. When you post vouchers, they receive a posting sequence number that indicates the number of times a voucher distribution is posted to the G/L within a given accounting period.
This field displays the transaction currency name.
Select this pushbutton to open the Voucher Detail subtask.
Select this pushbutton to open the Checks Disbursed subtask.
Use this pushbutton to view information for the highlighted row on a single-screen form instead of in a table format.
Select this pushbutton to open the PO Detail subtask.
Use this pushbutton to launch the appropriate application (Word, Excel, etc.) that will open the file.