Edit Voucher Payment Status

Enter, or use Lookup to select, a valid pay vendor ID. The vendor name and location will display in the unnamed fields to the right.

Once you have a valid ID, select the Execute pushbutton and the table will display the vouchers for this vendor.

Note: If your vendor is a subcontractor, he may be covered by insurance or bonds. If his insurance/bond coverage is unsatisfactory or subject to a lien, his vouchers may not be selected for payment. Please view the Subcontractor Information Report to determine which subcontractors may be in contract default status.

This field displays the description associated with the AP account/organization combination. This AP account description defaulted from the vendor when you entered the voucher but it can be changed until you post the voucher.

Use Lookup to find valid AP account descriptions.

This field displays the pay vendor. You associated the pay vendor with the vendor in the Vendor User Flow screen (Accounting\Maintain\Vendors). You can change the pay vendor when entering vouchers if the Allow Edits to Pay Vendor on Voucher checkbox is selected in the Defaults subtask of the Vendor User Flow screen (Accounting\Maintain\Vendors).

This field displays the AP account description from the Enter AP Vouchers screen (Accounting\Transactions\Vouchers). This description defaults from the Vendor User Flow screen (Accounting\Maintain\Vendors) and can be changed by the user when entering vouchers until the voucher is posted.

This non-editable field displays the voucher number that was assigned when the voucher was entered.

The status of the voucher defaults in this field to "HOLD," unless the voucher was flagged as a "PAYWPD" (Pay When Paid) voucher. You can use the pay-when-paid feature to hold a voucher for payment until the invoice containing costs from this voucher is paid. The valid statuses follow:

HOLD - Hold for payment. You cannot pay a voucher when it is on "HOLD" status.

DEFER - Defer from payment. Any voucher on "DEFER" status will not be selected for payment in the Select Vouchers screen. Use this status so that a voucher that you do not want to pay will not continue to be selected in the Select Vouchers process. You can change a "DEFER" status to a "PAY" status in this screen. Also, the "DEFER" status can be changed to "HOLD" in the Select Vouchers process by selecting the option to "Clear Deferrals." The vouchers will then be set to a "HOLD" status and can then be selected to pay as a normal voucher.

PAY - Pay the voucher. If a voucher has this status, and the voucher is included in the selection process in the  Print/Void AP Checks screen (Accounting\Process\Pay), a check will print for it the next time the Print Checks routine is run.

PAYWPD (Pay When Paid) - This designates a voucher that will not be released for payment until a specific, designated A/R bill has been paid in full. You can use the Pay When Paid subtask to identify the A/R item(s) that are linked to this "PAYWPD" voucher. In order for a voucher to qualify for "PAYWPD" status, the vendor and project charged on the voucher must have a status of "PAYWPD." When using Pay When Paid functionality, you must run the Update Pay When Paid Voucher History screen before executing the Select Vouchers process. If the voucher has been billed and fully paid, select either "Validate Pay When Paid" or "Select" from the Process drop-down box in the Select Vouchers screen to have the system validate that the voucher is ready to be paid and have its status changed to "PAY".

PPHOLD (Part Pay/Hold) - The status of a voucher with this status is a partially paid voucher with a remaining balance on hold. You can manually change the status from "PPHOLD" to "PAY" in this screen, or you can use the Select Vouchers process to select the voucher for payment.

This field displays the transaction currency for this voucher line and cannot be changed. This currency defaulted from the vendor and can be changed in the Exchange Rates subtask of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) until you post the voucher.

This field displays the amount calculated by the Select Vouchers routine. The system determines the amount with the following calculation:

Invoice Amount - Amount Paid

- Discount Rate * (Invoice Amount - Amount Paid) if today's date is later than the discount date

- (Retainage Percent * Invoice Amount)

= Amount to Pay

When you change the status of the voucher from "HOLD" to "PAY," this field automatically populates with the calculated amount.

If, for some reason, the displayed amount is not the amount that should be paid for this voucher, enter a different amount in this field. However, the amount cannot be greater than the original invoice amount, less any previous payments, and less the retainage amount.

If you want to adjust the Amount To Pay to completely pay off a voucher that previously had a retainage percentage, you must change the Retainage Rate to zero before you can adjust the Amount To Pay field to pay off the voucher.

The value in this editable field should be the amount of discount you are taking on the next check/EFT to be prepared. The system calculates this value when you run the Select Vouchers screen (Accounting\Process\Pay). The value in this field and the Amount To Pay field are added to the balance in the Amount Paid field after the check is printed, then zeroed-out.

This field will contain a value other than zero only if a discount is being taken on the check that is about to be printed. If you edit this field, it cannot exceed the value in the Discount Amount field, which is the total potential discount amount available to be taken.

If no discount is being taken, this field should be zero.

Enter, or use Lookup to select a valid address code. The address code is assigned to the voucher when it is entered. It must be a valid address code set up in the Vendor User Flow screen (Accounting\Maintain\Vendors). A valid address code is one where the payment address is "D" (Default) or "Y" in the Vendor User Flow screen (Accounting\Maintain\Vendors).

You can edit the code in this screen to a valid payment address code.

This field displays the vendor payment method: Check or EFT.

If each voucher for this vendor must be paid on a separate check, select this checkbox. In addition, if any voucher has a pay vendor ID that is different from the vendor ID and cannot be changed, this checkbox will be selected.

This field displays the description associated with the cash account/organization combination to which the voucher was assigned when entered. You can change this description.

Use Lookup to find valid cash account descriptions.

This field displays the retainage rate, but it can be edited. You specified the retainage rate in the Details subtask of the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

If a voucher had a retainage rate when it was entered and is ready to be fully paid, you should change the rate to zero. Once the rate is zero and the voucher is selected for payment, a check for the retainage amount previously withheld will be printed the next time you run the Print/Void A/P Checks process with this voucher as part of the selection.

This field displays the total voucher amount that has been retained, but it can be edited. You can set this field to zero when the voucher is ready to be fully paid.

If a voucher has had no previous payments, the Amount Retained field will be zero even if the Retainage Rate field is not equal to zero.

This field is not updated until you run the Print/Void A/P Checks process. You originally entered the retainage amount in the Details subtask of the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

This non-editable field displays the amount paid, if the voucher has had a partial payment; otherwise, the value in this field is zero.

This non-editable field displays the remaining amount due if the voucher has had a partial payment; otherwise, the value will be zero.

This non-editable field displays the name assigned to the pay vendor ID when the vendor was entered.

The value in this field comes from the location set up by vendor in the Vendor User Flow screen (Accounting\Maintain\Vendors).

This non-editable field displays the voucher vendor ID that was assigned to the voucher when it was entered. This will usually be the same as the pay vendor ID.

If you select the Allow Different Pay Vendor checkbox in the Vendor Settings screen, the pay vendor ID can be different from the voucher vendor ID. This feature is useful for third party payments, i.e., for vendors that factor their receivables.

This non-editable field displays the name you assigned to the vendor ID when you entered the vendor.

This field displays the voucher type - AP or PO.

This non-editable field displays the number assigned to the voucher when it was entered. Invoice Number is not a required field when entering a voucher.

This non-editable field displays the date of the invoice assigned to the voucher.  This is an optional field in the voucher and can be blank in this screen.

This non-editable field displays the amount of the invoice assigned to the voucher. You originally entered this value in the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers). The invoice amount entered must equal the sum of the lines of the voucher entered.

This non-editable field displays the date that was assigned to the voucher when it was entered.

The default date is calculated according to the terms for the vendor but, because this field can be edited in the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or Enter PO Vouchers screens (Accounting\Transactions\Vouchers), the date in this screen may be inconsistent with the terms assigned to the vendor.

This non-editable field displays the discount amount that was assigned to the voucher when it was entered.

The default amount is calculated according to the terms for the vendor but, because this field can be edited in the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or Enter PO Vouchers screens (Accounting\Transactions\Vouchers), the amount in this screen may be inconsistent with the terms assigned to the vendor.

This field displays the date that was assigned to the voucher when it was entered. The due date was calculated according to the terms for the vendor but, since this field can be edited in the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or Enter PO Vouchers screens (Accounting\Transactions\Vouchers), the date in this screen may be inconsistent with the terms assigned to the vendor.

You can edit this field after the posting the voucher but before making payment.

This non -editable field displays the Invoice Amount minus the Discount Amount.

This field displays the fiscal year in which this voucher was posted to the General Ledger.

This field displays the period in which this voucher was posted to the General Ledger.

This field displays the subperiod in which this voucher was posted to the General Ledger.

This field displays the sequence number used when the voucher was posted to the General Ledger. The post sequence number is set by the system when the Voucher Distribution Journal is printed before posting the vouchers.

This field displays the due date that was entered into or calculated by the system in the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) when the A/P voucher was entered.

You can change this field any time before paying the voucher. You can also change it in the following screens before the voucher is paid: Header Info tab in the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) and the Vouchers subtask in the Vendor History Inquiry screen (Accounting\Review\Vendors).

This field displays the invoice period of performance date from the Header Info tab of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers). This date is used for vendors that have been identified as subcontractors.

This field displays the PO number that the voucher was assigned to in the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

This field displays the release number to which the voucher was assigned in the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

Use this field to add a joint check payee to the voucher after it has been posted to the General Ledger.

This non-editable field displays the pay currency code for the voucher. You can change this value in the Exchange Rates subtask.

This field displays the amount to pay expressed in terms of the pay currency.

Use this field to identify the EFT file format for all payments for this vendor address. This information is for non-U.S. EFT only. You must enter a payment type here if you are using a custom version of the Create EFT File screen that uses EFT payment types.

This field displays the voucher vendor location associated with this voucher.

This non-editable field displays whether or not this voucher is subject to Pay When Paid. The vendor and project charged must be set up as Pay When Paid in order for the voucher to be subject to the Pay When Paid rules.

This non-editable field displays the amount that is eligible for payment on a Pay When Paid voucher. A Pay When Paid voucher is not eligible for payment until the invoice containing costs from this voucher has been fully paid by the customer.

The Update Pay When Paid Voucher History process must be executed and the voucher must have a status of "PAY" before it can be paid.

Use this case-sensitive field to enter the valid password if you are enforcing security on vendors in the A/P Settings screen (Administration\Configure\Accounting).

This non-editable field displays the amount of the invoice assigned to the voucher, expressed in terms of your company's functional currency.

This non-editable field displays the discount amount that was assigned to the voucher when it was entered, expressed in terms of your company's functional currency.

The default amount is calculated according to the terms for the vendor but, because this field can be edited in the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or Enter PO Vouchers (Accounting\Transactions\Vouchers) screens, the amount in this screen may be inconsistent with the terms assigned to the vendor.

This non-editable field displays the invoice amount minus the discount amount, expressed in terms of your company's functional currency.

This non-editable field displays the amount paid, expressed in terms of your company's functional currency, if the voucher has had a partial payment; otherwise, the value in this field will be zero.

This field displays the amount calculated by the Select Vouchers routine, expressed in terms of your company's functional currency. The system determines the amount with the following calculation:

Invoice Amount - Amount Paid

- Discount Rate or (Invoice Amount - Amount Paid) if today's date is later than the discount date

- (Retainage Percent * Invoice Amount)

= Amount to Pay

When you change the status of the voucher from "HOLD" to "PAY," this field automatically populates with the calculated amount.

If, for some reason, the displayed amount is not the amount that should be paid for this voucher, enter a different amount in this field. However, the amount cannot be greater than the original invoice amount, less any previous payments, and less the retainage amount.

If you want to adjust the Amount To Pay to completely pay off a voucher that previously had a retainage percentage, you must change the Retainage Rate to zero before you can adjust the Amount To Pay field to pay off the voucher.

This field displays the total voucher amount that has been retained, but it can be edited. You can set this field to zero when the voucher is ready to be fully paid.

If a voucher has had no previous payments, the Amount Retained field will be zero even if the Retainage Rate field is not equal to zero.

This field is not updated until you run the Print/Void A/P Checks routine. The retainage amount is entered in the Details subtask of the Enter A/P Vouchers (Accounting\Transactions\Vouchers) or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

The value in this editable field should be the amount of discount you are taking on the next check/EFT to be prepared. The system calculates this value when you run the Select Vouchers screen. The value in this field and the Amount To Pay field are added to the balance in the Amount Paid field after the check is printed, then zeroed-out.

This field will contain a value only if a discount is being taken on the check that is about to be printed. If you edit this field, it cannot exceed the value in the Discount Amount field, which is the total potential discount amount available to be taken.

If no discount is being taken, this field should be zero.

This non-editable field displays the remaining amount due if the voucher has had a partial payment; otherwise, the value will be zero.