Use this screen to create Accounts Payable vouchers for a given taxable entity, period, and tax source. You can use this screen to create vouchers and insert them into the Enter A/P Vouchers application in Costpoint Accounts Payable using posted payroll records in the Employee Earnings table. You can also save your selection parameters.
Multi-state functionality has been added to a number of applications. This functionality allows the proper calculation of withholdings for employee who work in multiple states during a single pay period. This enhancement enables you to compute and report multi-state withholding taxes, based on the tax regulations specific to each state.
Enter up to 10 alphanumeric characters for the identification code of the taxable entity for which you want to create A/P vouchers, or use Lookup to select a taxable entity ID. Establish taxable entity IDs in the Set Up Company Info screen in Costpoint General Ledger. This is a required field.
Enter the invoice date for which A/P vouchers will be created. This field defaults with the system date.
Use this group box to determine which A/P vouchers will be created.
Select this radio button to exclude records that have been previously created in the Enter A/P Vouchers application in Costpoint Accounts Payable. These records will be flagged in the system as having been already created.
Select this radio button to create vouchers for all records, including those that have already been created in the Enter A/P Vouchers application in Costpoint Accounts Payable. Any records that have had an A/P Voucher previously created for them will be included when this process is run. Duplicate vouchers will exist unless you manually delete them in Costpoint Accounts Payable.
Select this checkbox to use both Employee Earnings and Payroll Edit as data sources for creating A/P vouchers. Employee Earnings records and Payroll Edit records that have a check number and date will be included. If you do not select this checkbox, only Employee Earnings records will be used during processing.
Select this box to include detail information on individual employees included for each voucher. The report detail (section 2) will be included on the report.
Use the fields in this group box to indicate the check date range in which A/P Vouchers will be created for records in Maintain Earnings.
Enter the starting check date range. This field is required.
Enter the ending check date range. This field is required.
There are two methods to number the vouchers: company-wide (or system), or manually assigned by the user. Depending on the method you select, voucher numbers are assigned at the beginning or end of the voucher input process. Manually assigned methods will generate or require a voucher number in the beginning, whereas the company-wide method will generate a voucher number when you save the voucher. Regardless of which method you select, the voucher numbers must be unique for each fiscal year.
Select this radio button to have the system assign voucher numbers. This method of assigning voucher numbers on a company-wide basis is the default. Enter a starting voucher number in the Starting Voucher No field, and every voucher added into the system will be incremented by one from that number.
Select this radio button to assign voucher numbers manually. The system will require a voucher number in the beginning of the entry process.
If you selected the Manual radio button, enter up to nine digits for the starting voucher number in this field.
Use this group box to select the fiscal year, period and subperiod for which A/P vouchers will be created and inserted into the Enter A/P Vouchers application.
Select the fiscal year from this drop-down box.
Select the period from this drop-down box.
Select the subperiod from this drop-down box.
Use this group box to select one of four tax sources for creating A/P vouchers.
Select this radio button to create A/P vouchers for Federal Type 941 and 940 taxes. If you select this radio button, the options in the Federal group box are enabled, and the options in the Select Specific group box are cleared and disabled, except for the Range Option drop-down box, which is set to "All."
Select this radio button to create A/P vouchers for state taxes. If you select this radio button, the options in both the State group box and Select Specific group box are enabled.
Select this radio button to create A/P vouchers for local taxes. If you select this radio button, the options in the Select Specific group box are enabled.
Select this radio button to create A/P vouchers for deductions and/or contributions. If you select this radio button, the options in both the Deductions/Contributions group box and Select Specific group box are enabled.
Use this group box to select a range or ranges of codes for processing depending on the radio button selected in the Select group box.
Select this checkbox to select multiple range selections for printing. Leave this checkbox blank to print the one selected range of forms. Select the Apply and Remove pushbuttons when list mode is in use to populate the list box with all selected ranges.
Enter or select the range for the state, locality or deduction values that you want printed. Valid options are: "All," "One," "Range," " From Beginning," and "To End." The default for this field is "All."
If you selected "One," enter, or use Lookup to select, the one state, locality, or deduction value (depending on the radio button selected in the Select group box) that you want to print. If you selected "Range," enter the starting value for the range in this field. If you elected to print beginning from a specific starting value ("To End"), enter that starting value in this field.
If you elected to print a "Range" of values, enter the ending ID (or value) for the range. If you selected to print to an ending form ("From Beginning"), enter that ending value.
Select this pushbutton to populate the list box with all selected ranges. This pushbutton is enabled only when the List Mode checkbox is selected.
Select this pushbutton to remove a range from the list box. This pushbutton is enabled only when the List Mode checkbox is selected.
Use this group box to select the tax type settings that will be included for processing.
The checkboxes in this group box are enabled only if you selected the Federal radio button in the Select group box.
Select this checkbox to create A/P vouchers for those records in the Select Specific group box that have 941 type tax withholdings, accruals, and advance EIC. This includes Federal Income Tax withheld, social security withheld and accrued, and Medicare withheld and accrued, less advance EIC.
The vendor that will be assigned to this voucher must be set up in the Payroll Settings screen in the Tax Type 941 field. The accounts assigned to the voucher must also be specified in the Payroll Settings screen (i.e., FIT Withheld, Soc Sec Withheld, Soc Sec Accrual, Medicare Accrual and Adv EIC).
Select this checkbox to create A/P vouchers for records that have 940 type tax accruals (i.e., FUTA Accrued Expenses).
The vendor that will be assigned to this voucher must be set up in the Payroll Settings screen in the Tax Type 940 field. The accounts assigned to the voucher must also be specified in the Payroll Settings screen (i.e., FUTA Accrual).
The checkboxes in this group box are enabled if you selected the State radio button in the Select group box.
Select this checkbox to create A/P vouchers for those records in the Select Specific group box that have state withholding amounts. Each state that has a withholding amount greater than zero will have a separate voucher created. The vendor that will be assigned to this voucher must be assigned to the Withholding field in the A/P Vendor ID group box in the Tax ID/Ref No/ Vendor Info subtask of the State Taxes screen, and the Withholding field in the Posting Accounts group box must be populated. If you have established a record for the selected state and taxable entity in the State Tax Override by Taxable Entity screen, the Withholding A/P Vendor ID and SUTA Accrual account from that screen will be used.
Select this checkbox to create A/P vouchers for those records in the Select Specific group box that have SUTA accrued expenses. Each state that has a SUTA accrued expense amount greater than zero will have a separate voucher created. The vendor that will be assigned to this voucher must be assigned to the SUTA field in the A/P Vendor ID group box in the Tax ID/Ref No/Vendor Info subtask of the State Taxes screen, and the SUTA Accrual field in the Posting Accounts group box must be populated. If a record has been established for the selected state and taxable entity in the State Tax Override by Taxable Entity screen, the SUTA A/P Vendor ID and SUTA Accrual account from that screen will be used.
The checkboxes in this group box are enabled if you selected the Deductions/Contributions radio button in the Select group box.
Select this checkbox to create A/P vouchers for each selected deduction code in the Select Specific group box. Each deduction code that has a deduction amount greater than zero will have a separate voucher created. The vendor that will be assigned to this voucher must be assigned in the A/P Vendor ID field in the Account/Vendor/Reference Numbers subtask of the Deductions screen, and the Withholding Account field (in the same subtask) must be populated.
Select this checkbox to create A/P vouchers for each selected deduction code in the Select Specific group box. Each deduction code that has a deduction amount greater than zero will have a separate voucher created. The vendor that will be assigned to this voucher must be assigned in the A/P Vendor ID field in the Account/Vendor/Reference Numbers subtask of the Deductions screen, and the Withholding Account field (in the same subtask) must be populated.
This non-editable data field displays the status of the process. Upon screen initialization, this field displays, "Report Not Printed." When the report prints without errors, this field displays "Report Printed."
When you select the Process/Print or Print Create A/P Vouchers buttons from the toolbar, the program will produce an error report for any failed validation (for example, when a vendor ID, account ID, or tax type is invalid). Otherwise, the A/P voucher report will print without any failed validations. The A/P voucher report consists of three sections: the first section lists the records from Payroll Edit and Maintain Employee Earnings that have been included in the process; the second section lists the vendor totals; and the third section lists the accounts that have been charged. The report is sorted by vendor name, then by employee name. The report detail (section 2) will not be included if the Detail Report checkbox is not selected. A voucher will not be created if the specified value is equal to or less than $0.00.