Use this screen to establish control parameters and default information for adding PO vouchers to the system.
Set up this screen when initializing Costpoint Purchasing and maintain it whenever changes are made to the control parameters or default values.
This group box contains the match type and match option for each of the different item types within the system. These values default to the purchase order line. You cannot maintain these values at the Purchase Order line for parts, services, or goods. For miscellaneous items, you can override the default at the purchase order line.
The match type indicates whether there will be a 2-way match between the purchase order quantity and the invoice quantity, or a 3-way match among the purchase order quantity, the accepted quantity plus the rejected-pay quantity, and the invoice quantity.
When there is a 3-way match, the match option indicates whether there will be individual (INDIV) matching of invoice quantities against individual receipt accepted quantities, or total (TOTAL) matching of invoice quantities against the cumulative purchase order accepted quantities.
Individual (INDIV) matching can happen only if you have selected 3-way matching. If you select 2-way matching, the match option will always be "TOTAL."
From the drop-down box, select whether all goods should be matched 2- or 3-ways. If the matching is 3-way, select from the drop-down box whether all goods should be matched "INDIV" or "TOTAL." If you select 2-way matching, the match option will always be "TOTAL."
From the drop-down box, select whether all services should be matched 2- or 3-way. If the matching is 3-way, select from the drop-down box whether all services should be matched "INDIV" or "TOTAL." If you select 2-way matching, the match option will always be "TOTAL."
From the drop-down box, select whether the default for miscellaneous items should be matched 2- or 3-ways. If the matching is 3-way, select from the drop-down box whether the default for miscellaneous items should be matched "INDIV" or "TOTAL." If you select 2-way matching, the match option will always be "TOTAL."
From the drop-down box, select whether all parts should be matched 2- or 3-ways. If the matching is 3-way, select from the drop-down box whether all parts should be matched "INDIV" or "TOTAL."
Use the options in this group box to control the approval of PO vouchers.
Use the drop-down box to select the type of approval to be used for PO vouchers. The system-defined options are:
Manual - Indicates that all PO vouchers will require manual approval.
Automatic - Indicates that all PO vouchers under the Discrepancies Allowed group box limits will be automatically approved by the system when the voucher is saved. Any voucher outside of the Discrepancies Allowed limits must be manually approved.
Limited - Indicates that all PO vouchers under or equal to the Approval Required Above amount and within the Discrepancies Allowed group box limits will be automatically approved by the system when the voucher is saved. Any voucher above the Approval Required Above amount or outside of the Discrepancies Allowed limits must be manually approved.
Enter the currency value to determine whether PO vouchers can be automatically approved. This field is active only when you have selected the "Limited" Option. If you selected "Limited," any voucher for an amount above this limit must be manually approved. Any voucher at or below this amount will be approved automatically when you save the PO voucher, provided it is within the Discrepancies Allowed group box limits.
Use the options in this group box to have the system automatically create PO Vouchers through the Create PO Vouchers process (Create PO Vouchers from POs/Receipts screen). PO Vouchers can be automatically created only for PO Lines that have an Auto-Voucher flag of "Y." The system-defined options are as follows:
Select this radio button to disable the process to automatically create PO Vouchers, even if the PO Line Auto-Voucher flag is set to "Y."
Select this radio button to have PO vouchers automatically created for all PO lines. PO Lines that are Match Type of "3" must have been received and accepted, provided their Auto-Voucher flag is "Y."
Select this radio button to have PO vouchers automatically created only for PO lines that are a Match Type of "3" and have been received and accepted, provided their Auto-Voucher flag is "Y."
Use this group box to allow or prevent receiving and acceptance within the Enter PO Vouchers screen for each of the item types defined in the system, and to allow the charge code to be changed in the Enter PO Vouchers screen.
Use the options in this group box to allow or prevent receiving and acceptance within Enter PO Vouchers for each of the item types defined in the system.
Select this checkbox to allow receiving/acceptance of goods in the Enter PO Vouchers screen. If you do not select this checkbox, receiving/acceptance of goods will not be allowed in Enter PO Vouchers.
Select this checkbox to allow receiving/acceptance of services in the Enter PO Vouchers screen. If you do not select this checkbox, receiving/acceptance of services will not be allowed in the Enter PO Vouchers screen.
Select this checkbox to allow receiving/acceptance of miscellaneous items in the Enter PO Vouchers screen. If you do not select this checkbox, receiving/acceptance of miscellaneous items will not be allowed in the Enter PO Vouchers screen.
Select this checkbox to allow receiving/acceptance of non-inventory parts in the Enter PO Vouchers screen. If you do not select this checkbox, receiving/acceptance of non-inventory parts will not be allowed in the Enter PO Vouchers screen. The receiving/acceptance of inventory parts is never allowed in Enter PO Vouchers.
Select this checkbox to allow the account distribution of the purchase order to be changed in the Enter PO Vouchers screen. The charge codes entered in the Account Distribution subtask of the Enter POs screen in Costpoint Purchasing will automatically default to the Account Distribution subtask of the Enter PO Vouchers screen. If you select this checkbox, you can change the account distribution on the PO voucher. If you leave this checkbox blank, you cannot change the account distribution on the PO voucher for lines that tie to PO lines. You can always change the account distribution of voucher lines that do not tie to PO lines.
Use the drop-down box to select the source of the taxable status that will default to the Header Information subtask of the Enter PO Vouchers screen. You can override this default on the PO voucher and on each voucher line. The system-defined options are as follows:
From PO - Indicates the taxable status will come from the Tax field in the Enter POs screen in Costpoint Purchasing for the purchase order line being vouchered.
Item Type - Indicates the taxable status will come from the Taxable group box in the Product Definition Settings screen in Costpoint Product Definition. The type of item vouchered, determined by the line type, will determine the voucher line's taxable status.
Non-Taxable - Indicates the taxable status will be "N" (No) for non-taxable.
Taxable - Indicates the taxable status will be "Y" (Yes) for taxable.
From the drop-down box, select the source for populating the Invoice Quantity in the Enter PO Vouchers screen when the Enter PO Vouchers screen's Auto-Load pushbutton is selected.
Accepted - Indicates that the "Accepted" plus "Rejected-Pay" quantities will be loaded.
Received - Indicates that the "Received" quantity will be loaded.
This group box contains the discrepancy limits that will control the automatic system approval of PO vouchers. If you do not want to have any discrepancy limits, enter the maximum in each of these fields. In other words, each of the amount fields should be 999,999,999,999.99, and each of the percentage fields should be 100%.
Enter the discrepancy amount threshold for the unit cost. The program will compare the system-calculated unit cost discrepancy to this amount when determining whether a voucher can be automatically approved. The calculation is as follows: Invoice Unit Cost minus PO Unit Cost. If the calculation is above this threshold amount for any voucher line, the voucher must be manually approved.
Enter the discrepancy amount threshold for the PO voucher line amount. The program will compare this system-calculated line amount discrepancy to this amount when determining whether a voucher can be automatically approved. The calculation depends on the type of matching for the voucher line. The calculations are as follows: for 2-way matching - Enter PO Vouchers Total Before Discount Amount (for all vouchers of that PO line) minus Enter POs Total Line Amount; for 3-way matching - Enter PO Vouchers Total Before Discount Amount (for all vouchers of that PO line) minus ((PO Accepted Amount plus PO Rejected Amount - Pay) times (1 + Ship ID Sales Tax Rate)) minus PO Line Charge Cost Amount minus PO Line Charge Sales/VAT Tax Amt. If the calculation is above this threshold amount, the voucher must be manually approved.
Enter the discrepancy amount threshold for the total PO voucher amount. The program will compare the system-calculated PO total amount discrepancy to this amount when determining whether a voucher can be automatically approved. The calculation is as follows: Enter PO Vouchers Total Before Discount Amount (for all vouchers of that PO) minus Enter POs Total Amount. If the calculation is above this threshold amount, the voucher must be manually approved.
Select this checkbox if you need the system to post a journal entry accruing the Sales/VAT Tax liability and expense when the vouchers are posted. The system will calculate the Sales/VAT Tax accrual for those voucher lines that are taxable and for which the vendor did not charge you. You are responsible for remitting Sales/VAT Tax to the applicable taxing authority. The system default is checked.
Use the fields in this group box to enter the discrepancy percentage limits.
Enter the discrepancy percentage threshold for the unit cost. The program will compare the system-calculated unit cost discrepancy to this percentage when determining whether a voucher can be automatically approved. The calculation is as follows: (Invoice Unit Cost minus PO Unit Cost) divided by PO Unit Cost. If the calculation is above this threshold amount, the voucher must be manually approved.
Enter the discrepancy percentage threshold for the PO voucher line quantity. The program will compare the system-calculated line quantity discrepancy to this percentage when determining whether a voucher can be automatically approved. The calculation depends on the type of matching for the voucher line. The calculations follow: 2-way matching - (Enter PO Vouchers Invoice Quantity (for all vouchers of that PO line) minus Enter POs Ordered Quantity) divided by Enter POs Ordered Quantity; 3-way matching - (Enter POs Vouchers Invoice Quantity (for all vouchers of that PO line) minus (PO Accepted Quantity plus PO Rejected Quantity - Pay)) divided by (PO Accepted Quantity plus PO Rejected Quantity - Pay). If the calculation is above this threshold amount, the voucher must be manually approved.