Use this screen to enter historical checks that were entered on your previous system that have been paid and posted. Any check entered in the Print/Void A/P Checks screen or the Record Manual Checks screen is posted into this screen automatically.
You cannot edit system-generated records in this screen. You can edit only manually entered records.
Use this optional screen to initialize check history when you first install Costpoint. You must initialize the voucher history before you can enter data in this screen. If you have access to historical records in your old system, consider whether you should devote the effort to creating this duplicate data in Costpoint.
The system will automatically update this screen for those checks that are recorded in Costpoint through the Print/Void A/P Checks screen or the Record Manual Checks screen.
Can I use this screen to examine payment history?
No, you should not. Use the A/P Check History Inquiry screen instead.
Use the fields in this block to enter historical check data or to view or edit existing check data.
Enter the number (up to nine characters) of the check for which you are creating a record.
If a check number for the Cash Acct/Org you specify in this screen already exists, the system will display a warning when you attempt to save the records.
Enter, or use Lookup to select, a valid cash account.
Enter, or use Lookup to select, a valid organization.
Use the fields in this block to specify information about your vendor and bank.
Enter, or use Lookup to select, the fiscal year in which the check was posted in your old system.
Enter, or use Lookup to select, the accounting period in which the check was posted in your old system.
Enter, or use Lookup to select, the subperiod in which the check was posted in your old system.
This field is non-editable for records that are manually entered.
The system automatically displays the ID of the user entering the record.
Enter, or use Lookup to select, a valid pay vendor ID.
Once you have entered the pay vendor ID, the system will automatically fill in the pay vendor name and location in the non-editable fields to the right.
Use this field to add a joint payee (up to 40 characters) to the check record.
Enter, or use Lookup to select, the valid REF 1 number associated with the cash account and organization for entering vouchers, as applicable.
Enter, or use Lookup to select, the valid REF 2 number associated with the cash account and organization for entering vouchers, as applicable.
Use the fields in this group box to view the check approval data.
The system displays the user ID and the date on which the check was approved. These fields are non-editable. They are blank for manually entered records.
Use the fields in this group box to view pertinent information about your bank.
Enter, or use Lookup to select, a bank abbreviation of up to six characters. This code abbreviates a bank account, rather than bank name. The bank abbreviation should be meaningful for the bank account from which the check was written.
The system performs a cross-field validation to ensure that the bank abbreviation and cash account/cash organization entered on the screen exist together in the Cash Accounts screen. The system records the bank abbreviation in the Vendor Check table when you save the settings for this screen.
Enter, or use Lookup to select, an address code of up to 10 characters. The address code identifies the address to which the check was issued.
Vendors can have multiple addresses for multiple billing sites; you can use the address code to set up one vendor with multiple addresses.
Use the radio buttons in this group box to specify more information about the check.
This group box contains radio buttons for each of the statuses available for the check, as follows:
Select the Outstanding radio button if the check has not cleared the bank.
Select the Cleared radio button if the check has cleared the bank.
Select the Void radio button if the check was voided. Enter the check amount and the date the check was voided in the Void group box.
Select the Stop Pmt radio button if you have placed a stop payment on the check. Enter the check amount and the date on which the check the stop payment was made in the Void group box.
Use the fields in this group box to enter the check's amount, its date, and its pay currency.
Enter the amount of the check.
Date *
Enter, or use the Calendar Lookup to select, the check date.
Pay Curr *
Enter, or use Lookup to select, a pay currency.
Use the fields in this group box to enter the date and the amount of the void check.
For voided checks, enter the amount of the check.
For voided checks, enter, or use the Calendar Lookup to select, the date of the voided check.
Use the fields in this table window to enter all the vouchers that the check paid. You must initialize the vouchers before you can enter data. Use a different row for each voucher that was paid on the check.
Form view is not available for this data.
Enter, or use Lookup to select, a valid vendor ID. The system displays the default pay vendor ID in this field, but you should change it if the check was cut to a third party (e.g., to a credit card company or bank).
The system will automatically display the vendor name and location, once you have entered the vendor ID.
Enter, or use Lookup to select, the voucher number assigned to the invoice. The voucher number must exist in the Edit Vendor History screen before you can use it in this table. The Lookup for this field displays only manual vouchers.
Vouchers entered (not system-assigned) in the Edit Vendor History screen are marked as "Manual." This allows the Edit Check History screen to restrict payment to only those vouchers that are marked as "Manual."
Enter the fiscal year in which the voucher was posted.
Enter the accounting period in which the voucher was posted.
Enter the subperiod in which the voucher was posted.
Enter the sequence number in which the voucher was posted.
You should leave this field blank for vouchers that were manually added in the Edit Vendor History screen.
Enter the invoice number assigned to the voucher.
Enter the date of the invoice assigned to the voucher.
Enter, or use Lookup to select, the transaction currency.
Enter the invoice total.
Enter the discount date. This date must be the same as the invoice date or later.
Enter the discount amount that was available to be taken on the voucher.
Enter the date on which the voucher was due to be paid.
The system calculates this non-editable field by subtracting the discount amount from the invoice amount.
This field displays the anticipated pay date in the system when the checks were printed.
This field displays the amount of the check that pertained to this individual voucher. The sum of this column should total the check amount in the header.
Enter the amount of discount that was taken for this invoice when the check was cut. This amount was not included in the check but will reduce the outstanding balance of the voucher.
Pay Curr *
Enter, or use Lookup to select, the pay currency.
Enter the pay currency amount paid.
Enter the pay currency discount taken.
Enter the functional currency amount paid.
Enter the functional currency discount taken.
* A red asterisk denotes a required field.
Select this subtask link to open the Exchange Rates subtask. You must select a row on the table before doing this.
Changes in this screen update the VEND_CHK and VEND_CHK_VCHR tables.