This screen is one of the three major points of data entry for Costpoint Travel. Use this screen to create vendor invoices for your company-paid expenses. Invoices are assigned a voucher number, just as they are in the Enter A/P Vouchers screen in Costpoint Accounts Payable, and are posted as travel vouchers in the Create/Post AP Vouchers screen. Because of its relationship to A/P vouchers, the Enter Company Paid Expenses screen closely resembles the Enter A/P Vouchers screen. You can create only one voucher from each company-paid invoice.
This screen uses data from a number of maintenance screens, listed in the Timing section. You must also set up the listed screens before using the Enter Company Paid Expenses screen. You will not be able to save the invoice if required information is missing. All information entered in this screen is stored in the Company Paid Header and Company Paid Line tables. The system uses these tables to update the Voucher Header History, Voucher Line History, and Voucher Line Account tables.
Use this screen only after you have you have defined your initial settings in the following screens:
Travel Settings
Vendor Travel Info
Maintain Travel Account Groups
Maintain Expense Types
Transportation Info
The system assign voucher numbers according to the method you selected in the A/P Voucher Settings screen in Costpoint Accounts Payable. If you chose manual numbering, enter the 10-character voucher number here. When you save, the system validates that the number is unique. If the voucher number already exists, the system retrieves the highest voucher number already saved, adds one, and asks if you would like to use this number instead. You can decline the system's new number, but if you enter another number of your own, it must be unique.
If you chose system-wide numbering, leave this field blank. The field remains blank until you save the invoice. When you save, the system retrieves the maximum number already assigned to a voucher, adds one, and assigns this new number to the Voucher No field.
Use the drop-down list to select a year, or enter the year to which you want to assign the invoice. The drop-down list displays only open fiscal years from the Fiscal Years table in Costpoint General Ledger. You cannot assign invoices to closed fiscal years.
Use the drop-down list to select a period from the list or enter the period to which you want to assign the invoice. The drop-down list displays only open accounting periods from the Accounting Periods table in Costpoint General Ledger. You cannot assign invoices to closed accounting periods.
Use the drop-down list to select a subperiod from the list, or enter the subperiod to which you want to assign the invoice. The drop-down list displays only open subperiods from the Subperiods table in Costpoint General Ledger. You cannot assign invoices to subperiods that are not available.
Select the appropriate payment terms from the drop-down list. Available options default from the Vendor Terms screen in Costpoint Accounts Payable.
For purposes of recording travel expenses, a vendor can be an employee or an outside vendor. In order to use a vendor in a company-paid invoice, you must first enter the vendor in the Maintain Vendors screen in the Costpoint Accounts Payable. When you enter a vendor in that screen, you will receive a prompt asking if the vendor will also be used in Costpoint Travel. When you answer Yes, the vendor will automatically be added to the Vendor Travel Info table. If you have an A/P vendor that will now become a travel vendor, enter the vendor in the Vendor Travel Info screen. The Lookup function will search the smaller, more manageable list of vendors in the Vendor Travel Info table, rather than the thousands of other A/P vendors you may have.
If you know the vendor ID without using 
, enter it. Because
Vendor is a required
field, you will not be able to save if you do not enter a vendor ID. Once
you have entered the vendor ID, the two display-only fields beside it
will populate with the vendor's 25-character name and six-character location.
An invoice can have Selected or Unselected status. This field defaults to Selected. An invoice with this status cannot become an A/P Voucher. In order to make the invoice available for A/P voucher creation, choose Selected from the drop-down list or enter the word Selected in the blank. Change Selected status to Unselected in the same way. S and U are used in the Query table to represent Selected and Unselected.
The Approved check box is currently disabled, so it will appear grayed out on your screen.
Enter a number for this invoice, up to 15 characters long, in this required field. Although the system does not validate this field, assigning unique invoice numbers will help you track your company-paid expenses.
Today's date displays in this required field by default. If you want to change the date, enter the new date. Each date must have eight digits.
This is the total amount of the invoice. This field is required and must match the sum of the Cost Amount column in the Table Window. If the two amounts are not the same, you will not be able to save the invoice.
The discount percentage defaults based on the Terms field, but you can edit this field. The system calculates the discount amount by multiplying the discount percentage by the invoice amount.
The system calculates the discount date based on the method you selected in the Terms drop-down list. You can change the discount date if you choose.
The potential discount amount is calculated based on the invoice amount and the discount percentage.
Because there are no separate vendor terms for Costpoint Travel, the system calculates due date based on the method you selected in the Vendor Terms screen in Costpoint Accounts Payable. The invoice date must be entered (either automatically or according to your own dating system) before the system can calculate the due date. The calculated due date is the default due date, but you can always change it. If you change the due date of an invoice, the system asks if you want to keep assigning due dates based on vendor terms, or if you want to default the last voucher's due date into the next voucher's Due Date field. A due date is always required and must contain six digits.
This non-editable field displays the total amount due. The system calculates this amount by subtracting the discount amount from the invoice amount.
The system automatically increments line numbers with each new line. This is a display-only field.
The expense type determines the rate used to calculate the amount of
the invoice, and represents the kind of travel (for example, Airfare,
Per Diem, Unallowable Travel) the invoice line documents. You must first
define expense types in the Maintain Expense Types screen, where you link
them to specific travel account codes. You can enter the expense type
manually, or use to select an expense type. After you
enter an expense type, the system checks that the expense type exists
in the Travel Expense Type table.
Enter an account number in this required field, or use to select one. If you set up a default expense account for
this vendor in the Maintain Vendors screen in Costpoint Accounts Payable,
the account number will already be displayed here. If you do not want
to use the default account, enter another account number. After you enter
the account number and move out of the field, the system validates that
the account is not a summary account, that the account is active, and
that the fiscal year, period, and subperiod are open for charging to the
account. If the account fails any of these validations, the system displays
a message asking you to correct the account number. If the system finds
the account number valid, it automatically enters the account name in
the Account Name
field.
If you set up project account abbreviation codes in the Project Account Groups screen in Costpoint Project Setup, you should move the Project and Project Acct Abbrev fields before Account and save the new table order. Entering the project number and project account abbreviation code first automatically defaults the account number assigned to the project account abbreviation in the Project Account Groups screen.
Enter an organization number in this required field, or use to display a list of organizations from which to choose.
If you set up a default account/organization/project combination for this
vendor in the Maintain Vendors screen in Costpoint Accounts Payable, the
organization number will already be displayed here. If you do not want
to use the default organization, enter another organization number. After
you enter the organization number and move out of the field, the system
validates that the organization is active and that the fiscal year, period,
and subperiod are open for charging to the organization. If the organization
fails any of these validations, the system displays a message asking you
to correct the organization number. If the system finds the organization
number valid, it automatically populates the Organization
Name and Org
Abbrev fields.
If you selected the Default to Owning Org check box in the Basic Info screen in Costpoint Project Setup, you should move the Project field before this field and save the new table order. Entering the project number automatically fills the Organization field with the number of the organization that owns the project. (This is the organization to which all the project's revenues and profits go. The Owning Org is also set up in the Basic Info screen). You can edit this organization as necessary.
If you plan to use project account abbreviation codes or if you want
the Owning Org of the project to default into the Organization
field, you should move the Project
and Project Acct Abbrev
fields before the Account
and Organization
fields and save the new table order. Enter a project number or use to select one. If you set up a default project for this vendor,
it will be displayed automatically on the first line. As you move to the
next field, the system will validate that the fiscal year, period and
subperiod ending date is not greater than the project end date. You will
receive a warning if the project fails this validation.
If you selected the Default to Owning Org check box in the Basic Info screen in Costpoint Project Setup, the number of the organization that owns this project will default into the Organization field. (This is the organization to which all the project's revenues and profits go. The Owning Org is also set up in the Basic Info screen).
The project of the previous line defaults to all new and inserted lines.
Enter the project account abbreviation code (up to six digits long),
if any, or use to select one. You establish project account
abbreviations in the Project Account Groups screen in Costpoint Project
Setup. Every project-required account is assigned to a particular project
account group in this screen, such as GOV for government projects, or
INV for inventory projects. When you set up projects in the Basic Info
screen in Costpoint Project Setup, you also assign them to these account
groups. After you enter the project number and the project account abbreviation
here, the system finds the account group linked to the project and looks
for the account number designated by the project account abbreviation
code. When it finds the account, it defaults the account number into the
Account field. If
you change the default account, the system warns you that the account
has changed when you add a new line, but you can still save. If you change
the project number or the project account abbreviation code, the system
will default the new account number into the Account
field as well. If the project account abbreviation does not exist in the
project account group to which the project is assigned, you will not be
able to save.
The project account abbreviation of the previous line defaults to all new and inserted lines.
Enter the number of units, if any, that will be multiplied by the rate to determine the amount of the travel voucher. If there are no units, enter a zero in this field. Changes in this field will lead to the recalculation of both the Total Amount and the Sales Tax Amount.
If a rate was associated with an expense type, this non-editable field will already be populated with that rate. If the expense type was not associated with a rate, this field will contain zeroes.
Enter the cost amount manually or, if you are using rate per unit, let the system calculate it for you. The cost amount is the total cost of the line before any sales tax is added. This is a required field.
Enter the number of the trip, up to 10 characters long, in this required field. Trip numbers are not auto-assigned in this screen or validated, but the automatic matching program uses this field to match company-paid expenses to expense report lines. The trip number from the previous line defaults into new and inserted lines.
If you entered a traveler name, this field will already be filled in
for you. To change the ID, enter a new one or use . Changing
the Traveler ID automatically changes
the traveler name.
retrieves names and
IDs from those entered in the Vendor Travel Info screen, the vendor is
valid as long as it is entered in the Maintain Vendors screen in Costpoint
Accounts Payable.The vendor name defaults into this required field. If you want to change
the traveler name from the default, enter the name in manually or use
. If you leave this field blank and enter the Traveler ID, the system will fill
in the traveler name for you. If you enter a Traveler
Name, the system will fill in the Traveler
ID for you.
retrieves names and
IDs from those entered in the Vendor Travel Info screen, the vendor is
valid as long as it is entered in the Maintain Vendors screen in Costpoint
Accounts Payable. Enter the trip's start date here. The start date of the previous line defaults into new and inserted lines.
Enter the trip's end date here. If you entered the trip number first, the date will already be entered for you. The system will make sure the end date does not come before the start date. If it does, the system will display an error message. The end date of the previous line defaults into new and inserted lines.
Enter the trip destination in this optional field. The destination of the previous line defaults as the destination for new and inserted lines.
Enter a transportation code up to six characters in length from those
you defined in the Transportation Info screen, or use to
select one. If you enter the code in lower-case letters, they will be
displayed in upper-case on the screen. This field is required.
Enter a ticket number, if applicable. The ticket number can be any combination of numbers and letters up to 30 characters long.
This field is the same as the Taxability field on the Enter A/P Vouchers screen in Costpoint Accounts Payable. It defaults to N (Non-Taxable). If the invoice line is taxable and the vendor has charged sales tax, enter an S. If the invoice line is taxable but the vendor did not charge sales tax, the company still owes tax to the state. This tax is called use tax. The company, rather than the vendor, pays this directly to the state, but it is otherwise no different from sales tax. To designate use tax for an item, enter a U in this field. The system then accrues the applicable use tax by multiplying the Cost Amount by the Tax Rate. The Tax Rate is determined by the tax code entered in the Sales Tax Code field. When a voucher is created from this invoice, the Use Tax Amount will be posted to the General Ledger as an accrual.
Tax code status defaults from the Maintain Vendors screen in Costpoint Accounts Payable. To override the default, enter a valid code. You can maintain these codes in Costpoint System Administration. If you entered an N in the Sales/Use Non Taxable field and attempt to enter a sales tax code as well, the system displays an error message when you tab out of the field.
The system uses this rate to calculate the sales or use tax amount. This non-editable field is automatically filled when you enter a Sales Tax Code. If you entered an N in the Sales/Use Non Taxable field, the Tax Rate field will display 0.00%.
The system calculates this number based on the Sales/Use Non Taxable and the Sales Tax Code fields. If there is an S in the Sales/Use Non Taxable field, the system multiplies the Cost Amount by the rate determined by the Sales Tax Code. If the Sales Tax Amount field differs from the sales tax amount actually charged because of differences in rounding, you can override this field by entering the correct amount.
The system calculates the value in this display-only field by adding the Cost Amount and the Sales Tax Amount. It is the amount of the invoice before any discounts have been taken.
The system calculates this value by multiplying the discount Percent (on the header) by the Total Before Discount. If you edit this field, the changed discount amount must equal the discount Amount in the header, or you will not be able to save.
The system calculates the total amount of the invoice by subtracting the Discount Amount from the Total Before Discount. The sum of this column must equal the Due Amount in the invoice header or you will not be able to save.
If the Sales/Use Non Taxable field is U, the system calculates the use tax amount by multiplying the value in the Cost Amount field by the Tax Rate. The system automatically generates a use tax accrual when the Voucher Distribution is posted.
Use this optional field to provide a description of the transaction up to 30 characters long. If you entered a valid Account number, the description for that account defaults into this field. You can change the description by typing the new description in the field manually. The description of the previous line defaults to new and inserted lines.
Enter an abbreviated code for the organization number, up to six characters
in length, or use to select one. If you enter transactions
by organization abbreviation, you should move this field before Organization
to simplify data entry. When you enter the Org
Abbrev code first, the system automatically adds the Organization
number.
Enter an abbreviated code for the project number, up to six characters
in length, or use to view and select a code. If you enter
transactions by project abbreviation, you should move this field before
Project to simplify data entry. When
you enter the Project Abbrev
code first, the system automatically adds the Project
number. The project abbreviation of the previous line defaults into new
and inserted lines.
Enter a reference number for this charge line. If you have designated a label for this field, it will display as the field heading.
Enter a reference number for this charge line. If you have designated a label for this field, it will display as the field heading.
This field displays the account name when you enter the Account.
This field displays the organization name when you enter the Organization.
This field displays the project name when you enter the Project.
This field displays the reference 1 name when you enter the Ref 1.
This field displays the reference 2 name when you enter the Ref 2.
This field determines whether or not the line is stored as 1099 income. A Y (Yes) defaults into this field. If the line is not 1099 income, enter an N (No). This flag is used in Costpoint Accounts Payable for processing 1099s.
Enter any desired notes concerning the invoice line.
This field determines whether or not the Create/Post AP Vouchers program will copy the line into the Match Table. Lines copied to the Match Table are automatically reconciled with expense report lines with the Match Company Paid Expenses routine. The default for this field is checked, but if you do not want to copy this line to the Match Table, clear this check box.
Select this check box to indicate that the line contains a relocation item.
Enter, or use to select, a reimbursement code for this
relocation item. To save this reimbursement code, select the check box
in the Relocation
column. These codes are maintained in the Maintain Relocation Reimbursements
screen.
This column displays the calculated sales tax for this item (Cost Amount multiplied by Tax Rate). The tax rate is determined by your selection in the Sales Tax Code column. An S must be displayed in the Sales/Use Non Taxable column to activate the sales tax calculation.
The remaining balance is the difference between the header amount and the sum of the lines (for example, the sum of the net amounts). The system calculates this running balance so you can easily see if the invoice has lines missing or transactions for which you have not accounted. Because this field is automatically calculated by the system, you will not be able to edit it. You cannot save the invoice unless the Remaining Balance field is 0.
Click this button to open the Header Info subtask.
Click this button to open the Address subtask.