Use this subtask to establish information that pertains to the entire PO Voucher. It contains the following information: the vendor terms; the pay vendor; the due date, the discount information; the A/P and cash accounts for this voucher; the period in which this voucher belongs; sales tax defaults; posting information; and any notes about this voucher.
Establish this subtask whenever a PO voucher is added to the system and maintain it whenever you need to make changes. You can use this subtask at any time during voucher entry.
These non-editable fields default from the main screen.
The field in this group box displays the vendor terms that apply to this PO voucher. Enter, or select from the drop-down box, the terms to be used for this voucher. The terms entered or selected must already have been established in the Vendor Terms screen in Costpoint Purchasing. If the terms selected include a discount percentage, the system will calculate the Discount Percentage, Discount Date, and Discount Amount. This is a required field.
Select this checkbox if the voucher is to be placed on hold and not posted or paid until it has been released.
Select this checkbox to hold voucher payment until cash receipts have been entered for this vendor. This checkbox will not be available until the vendor has been designated as a pay-when-paid vendor in the Maintain Vendors screen. A vendor designated as a pay-when-paid vendor must also have a billable project assigned to the voucher item.
Select this checkbox to place disallowed transactions on Over Budget status. This flag is used to identify transactions that if posted, will cause you to exceed the line item ceiling that has been placed on the project. If any line on this transaction causes an overrun on a line item ceiling, the entire voucher will be flagged as Over Budget.
Select this checkbox to print the first 83 characters of the Notes group box on the check stub. The default value is unchecked. This function is available only for blank laser checks.
Select this checkbox to have the system print a separate check for each voucher entered. The status of this checkbox defaults for the vendor from the Defaults subtask of the Maintain Vendors screen. If you entered a Joint Payee in the Address subtask, a separate check is required, and the box will be checked and disabled.
This drop-down box displays the CIS Code for the purchase order, if applicable, from the Header Information subtask of the Enter POs screen. If this field is populated and you add a line in the main screen table window, the CIS W/H field will default as checked. Otherwise, the CIS W/H field for the PO voucher line will default based on the status of the CIS Withholding field for the PO line in the Enter POs screen.
The fields in this group box display the due date and net amount due for this voucher.
The system automatically calculates the due date. The calculation is based on the Invoice Date and the Terms entered. You can change this date if necessary. If you change this date, the system will ask you if you want to continue calculating the due date based on the vendor terms for future vouchers in this session or always default to the due date of the previous voucher.
The system automatically calculates the due amount. The calculation follows: Invoice Amount minus Discount Amount. You cannot edit this field
The fields in this group box display the information used to calculate any applicable discounts to be applied to this voucher.
The discount percentage defaults from the vendor Terms selected but can be changed if necessary. The system will apply this percentage to the Invoice Amount to calculate the Discount Amount. Any change to the default percentage will recalculate the Discount Amount and the Total Amount for all voucher lines.
The system automatically calculates the discount date. The calculation is based on the Invoice Date and the Terms entered. You can change this date if necessary.
The system calculates the discount amount by applying the vendor Terms to the Invoice Amount, but you can change this amount if necessary. Any change to the default amount will recalculate the Discount Percentage and the Total Amount for all voucher lines. The calculation follows: Invoice Amount times Discount Percentage.
Enter the scheduled payment date. When you save this PO voucher, the Anticipated Pay Date field will default to the value in the Date field in the Due group box.
Use this group box to enter the retainage rate and amount for this PO voucher. You can apply a retainage rate to this voucher to reduce the amount of the check that will be cut. The retainage amount will remain in Open A/P as an outstanding balance.
Enter the retainage rate to be used for this voucher, if one applies. This field is disabled for subcontract PO vouchers.
The system automatically calculates the retainage amount. This field cannot be edited. The calculation follows: Invoice Amount times Retainage Rate. This amount will be subtracted from the Invoice Amount to determine the amount of the check. This field is disabled for subcontract PO vouchers.
The fields in this group box contain the accounts payable and cash account descriptions that will be used for the general ledger postings of this voucher.
Enter, or use Lookup to select, the accounts payable account description against which this voucher will be applied. The associated account must be an active A/P account. It must allow charging for the fiscal year, period, and subperiod of this voucher, and it cannot be a summary account. The A/P Accounts Description from the Defaults subtask of the Maintain Vendors screen for the Vendor will default, but can be changed if necessary. This is a required field.
Enter, or use Lookup to select, the cash account description against which this voucher will be applied. The associated account must be an active cash account. It must allow charging for the fiscal year, period, and subperiod of this voucher, and it cannot be a summary account. The Cash Accounts Description from the Defaults subtask of the Maintain Vendors screen for the Pay Vendor will default, but can be changed if necessary. This is a required field.
Use the drop-down box to select the source of the taxable status that will default for the PO voucher. The setting for this field defaults from the PO Voucher Settings screen, and can also be overridden here and for 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 of 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.
Enter the taxing date. This date will be used as the reference date for VAT transactions. Normally, the taxing date will be the date the voucher was entered, but can be the receipt date for goods purchased. This field is applicable only to certain tax situations.
Enter, or use Lookup to select, the tax ID for this vendor's VAT. The only items available for Lookup in this field are those that were entered for the vendor on the VAT Info subtask of the Maintain Vendors screen.
Use this drop-down box to select whether the tax is "Sales" or "Use" tax. These items are system-defined.
Enter a valid sales or use tax code for the address entered. On A/P Vouchers, it will be used as a default tax code if the voucher is taxable. On PO Vouchers, it will be used to calculate sales tax when items are shipped to this address. If you do not enter a ship ID for this address, this field is optional.
Enter up to 254 alphanumeric characters that pertain to this entire PO voucher.
Use this group box to enter information related to Progress Payments (1443s). This group box is used when a subcontractor issues a progress billing. The invoice is always a "Progress" or "Delivery" invoice. If the voucher is a progress billing from a subcontractor, select the Invoice Type and enter the Delivery Value if it is a "Delivery" invoice. This is necessary in order for 1443s to compute properly in the system. However, if Progress Payments do not apply to this voucher, no entry in this group box is needed and the Invoice Type can remain "None." (For more information about Progress Payments, see the documentation for the Maintain Subcontractor Progress Payments screen in Costpoint Billing.)
Select an invoice type from the drop-down box. Valid selections include "Delivery," "Progress," and "None." "None" is the default for this field. If you select "Delivery" as the invoice type, you must enter a Delivery Value.
This field is required only when you have selected "Delivery" as the Invoice Type. Enter the gross value of the shipment in this field.
Enter the Period of Performance (POP) date for insurance certificates and bond comparisons that relate to Costpoint's subcontractor feature. For more information on the subcontractor feature, please see Special Topic AP-11, "Subcontractors."
This non-editable field displays the user ID. This is the ID of the person who logged into the system at the workstation where this voucher was added.
This field displays the date on which this PO voucher was last saved.
This group box contains the ID of the person who approved this voucher.
This non-editable field displays the approver ID, once this PO voucher has been approved.