Use this subtask at any time during advance request entry to provide more detailed information for the advance request header, including sales tax information, "Over Budget" or "On Hold" status, and who entered the advance request and who approved it. There is also a field for any text notes you may want to add. The vendor ID, name, and extension all display from the advance request.
Use this subtask at any time while entering an advance request.
The fields display the vendor, name, and location from the main screen.
Use this space to record any notes, up to 254 characters long, concerning the advance request as a whole. This field is optional.
Select this checkbox if this advance will exceed budget. Selection of this checkbox will identify vouchers that, if posted, will cause you to exceed the line item ceiling. (Remember that advances will eventually become vouchers.) If this advance causes an overrun on a line item ceiling, the entire voucher will be over budget.
Select this checkbox to indicate that the advance request is not eligible for A/P Voucher creation.
Select this checkbox to have the system print a separate check for each advance entered.
Select this checkbox to have the first 83 characters of text entered in the Check Notes subtask print on the check stub of your blank laser check. The default value is unchecked.
The user ID of the person who approved the advance request will display in this non-editable field.
The date on which the advance request was approved will display in this non-editable field.
The system will automatically default the vendor's advance type that was assigned in the Vendor Travel Info screen. If a vendor has not been set up in the Vendor Travel Info screen, the default advance type "NA" will be used instead. You can override the defaulted value by selecting a valid advance type from the drop-down box. Some other options are "FIXED" (FIXED AT 1000), "MISC" (OCCASIONAL), "NONE," and "RVLNG" (REVOLVING ADVANCE.) You can set up a default account for an advance type in the Maintain Advance Types screen to facilitate data entry only in this transaction screen. Once an advance type is selected, the associated account is defaulted into the Advance Account column. An advance type is always required.
The system will automatically use the pay vendor's default A/P account description that was assigned in the Maintain Vendors screen in Costpoint Accounts Payable. Should the default value be overridden, the application will ask if you would like to continue using the pay vendor's default A/P account description or the A/P account description just entered for the remainder of transactions in this data entry session. An A/P account description is always required.
The system will automatically use the pay vendor's default cash account description that was assigned in the Maintain Vendors screen in Costpoint Accounts Payable. Should the default value be overridden, the application will ask if you would like to continue using the pay vendor's default cash account description or the cash account description just entered for the remainder of transactions in this data entry session. A cash account description is always required.
Use this pushbutton to open the Document Location subtask. Use this subtask to pinpoint the location of a document image containing information that supports the data you are entering.