Use this screen to generate subcontract PO vouchers (i.e., the PO Type is "Subcontract PO" in the Enter POs screen in Costpoint Purchasing) for eligible line amounts based on completed work, stored materials, and retentions as specified through progress payment requests made in the Update Subcontract PO Status screen in Costpoint Purchasing. You can select vendors, subcontract POs, and periods for which to generate vouchers, and you can include or exclude negative voucher line amounts and payment discount amounts. You can create vouchers with or without generating a report by selecting the Process/Print or Generate vouchers button, respectively, from the toolbar.
Vouchers will be automatically created for subcontract PO lines whose Auto-Voucher field is "Y" (Yes). You can generate only one voucher per PO in this process. Amounts will be based on the latest status update transaction in the Update Subcontract PO Status screen that has not yet been vouchered. In order to generate vouchers automatically, the following conditions must exist:
The Auto-Voucher field for the lines should "Y" (Yes) in the Enter POs screen in Costpoint Purchasing;
The Allow Auto-Vouchering for POs checkbox should be selected for the vendor in the Defaults subtask of the Maintain Vendors screen;
The 2- and 3-Way Match or 3-Way Match Only radio button must be selected in the PO Voucher Settings screen;
Subcontract POs must meet the 3-way match qualifications as outlined below. No discrepancies are allowed.
The subcontract PO line's total ordered amount, accepted amount (completed work and stored materials), and vouchered amount must be in agreement.
For any subcontract PO line, the Accepted Amount or Vouchered Amount cannot exceed the total Ordered Amount in the Enter PO Vouchers screen.
For each selected subcontract PO, the system will check each line to determine whether the Eligible for Voucher Amt (which displays in the Subcontract PO Line Completion Detail subtask of the Enter PO Vouchers screen) is greater than zero (if negative vouchers are not included) or greater/less than zero (if negative vouchers are included). If this occurs for one or more lines for the subcontract PO, a voucher line account will be generated for each PO line account for the selected PO lines.
Subcontract PO lines will always use the TOTAL match option. This means that the invoice amounts will be matched against the total purchase order line completed amount (sum of accepted amounts), and not against individual accepted amounts from different status updates.
Negative voucher line amounts will be included for voucher generation only if you select the Include Negative Voucher Line Amounts checkbox on this screen. Payment discount amounts will be included if you select the Apply Payment Discounts checkbox.
Use this screen after creating the subcontract purchase order (in the Enter POs screen in Costpoint Purchasing) and updating the progress payment request(s) information in the Update Subcontract PO Status screen in Costpoint Purchasing.
Use the fields in this group box to select the subcontract purchase order vendors for which eligible subcontract PO vouchers will be created.
Use this drop-down box to select the range of vendor IDs 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 vendor ID for the range you want to include. If you select "All" or "From Beginning" in the Range field, this field will be inactive.
Enter, or use Lookup to select, the ending vendor ID for the range you want to include. If you select "All," "One," or "To End" in the Range field, this field will be inactive.
Use the fields in this group box to select the subcontract purchase orders for which eligible subcontract PO vouchers will be created.
Use this drop-down box to select the range of subcontract POs 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 subcontract PO for the range you want to include. If you select "All" or "From Beginning" in the Range field, this field will be inactive.
Enter, or use Lookup to select, the ending subcontract PO for the range you want to include. If you select "All," "One," or "To End" in the Range field, this field will be inactive.
Use this group box to choose additional criteria for generating subcontract PO vouchers.
Select one of three options in this group box for the invoice numbering method that will be loaded on the voucher:
Select this radio button if you want the invoice number of the voucher to be the same as the subcontract purchase order ID, with the progress payment request number (from which the voucher is created) appended to it.
Select this radio button if you want the invoice number to be the same as the voucher number.
This radio button is enabled only if you selected "One" for the Range in the Select Subcontract PO group box. If you select this radio button, you can manually enter an invoice ID that will be associated with the generated voucher.
Use the fields in this group box to select the fiscal year, period, and subperiod for which eligible subcontract PO vouchers will be created. The fiscal year, period, and subperiod default into these fields from your user preferences.
Use the drop-down box to select the fiscal year in which the subcontract PO voucher should be recorded.
Use the drop-down box to select the period in which the subcontract PO voucher should be recorded.
Use the drop-down box to select the subperiod in which the subcontract PO voucher should be recorded.
This field displays the invoice date that will be loaded on the voucher based on the screen parameters. This field defaults with the system date, but can be changed. If you change the Invoice Date, the FY, Period, and Subperiod will be set to the corresponding values.
Enter the starting voucher number to be assigned to the generated vouchers. This field is enabled if you selected the Manual radio button in the Voucher Numbering Method group box in the A/P Voucher Settings screen. When manually entering a voucher number, remember that it must be unique for the selected fiscal year. Subsequent voucher numbers will be incremented by one digit. If voucher numbers are auto-assigned (i.e., you selected the System radio button in the Voucher Numbering Method group box), the next available voucher number will be assigned.
Select this checkbox to include PO lines that have a negative value for the amount that is eligible to be vouchered. For example, this could happen if completed work or stored materials in a previously vouchered transaction were overestimated, and a correction was made in a subsequent subcontract PO update transaction.
If you do not select this option, any PO line that has a negative value in the Eligible for Voucher Amt field in the Update Subcontract PO Status screen will be excluded from the voucher creation process.
Select this checkbox to calculate the voucher discount amounts and due dates based on the vendor terms selected in the Header Information subtask of the Enter POs screen in Costpoint Purchasing. When you execute the process, the program ignores discount days and applies the discount percentage (regardless of discount date calculated) to the Total Before Discount amount in order to calculate the discount amount for each line. The net voucher amount for the line will then be equal to the Total Before Discount amount minus the Discount Amount. The total amount for all the lines in the voucher detail, before discounts, but including sales tax, should be the same as the invoice amount. The net amount for the voucher will therefore be the total invoice amount minus the total discount amount. If you do not select this option, all discount amounts will have a value of zero.