Enter A/P Vouchers

1. Vouchers that have not yet been paid and will be posted as an outstanding open A/P record.

2. Vouchers that were paid before they entered the A/P system. The expense and the disbursement of cash are posted directly to A/P and are never presented as an outstanding open A/P record.

3. Recurring vouchers that are due on the same day every month and are set up as templates for recalling in the future.

4. Vouchers generated from the recurring voucher template in the Create Recurring A/P Vouchers screen.

5. Travel expense (TE) vouchers.

Yes. Go to the Tax Code Defaults group box in the A/P Voucher Settings screen. From the drop-down list, select a tax code default.

Go to the Recurtab in this screen, and correct the Date Range. Update the Ending Fiscal Year, Period, and Subperiod fields with the appropriate end date.

If the recurring voucher was created for the current month, remember to delete the recurring voucher record. If the recurring voucher template is no longer valid, you can delete it as well.

Yes. Because you have already prepared and sent the checks to your vendor from your legacy system, you can associate a manual check with the voucher when you enter the A/P voucher in Costpoint. Make this association in the Check tab in this screen. You can assign only one manual check to a voucher.

If more than one manual check was issued for this voucher, you can enter it in the Check tab of this screen; record the other check(s) in the Record Manual Checks screen.

Conversely, if a voucher is associated with more than one check, post the voucher and record all manual checks using the Record Manual Checks screen.

Yes, it can be a .tif image. To specify the location in this screen, go to the Notes/DocLoc tab and select the file from your network or workstation.

Go to the Defaultstab of the Vendor User Flow screen and make sure that the Pay When Paid check box is selected. If this check box is selected, the vendor will have the Pay When Paid check box on the voucher selected by default. If necessary, you can clear this box as needed.

If the Pay When Paid check box in the Defaultstab of the Vendor User Flow screen is not selected, the vouchers for that vendor cannot be Pay When Paid, and the check box on the Header tab of the Enter AP/PO Vouchers screen is disabled.

In addition, a project in one voucher line must be set up for Pay When Paid.

Enter the voucher as you would any other voucher, but also complete the Vendor Laborsubtask. Enter the hours and amount by either GLC or PLC.

The total amount on the Vendor Labor subtask must agree with the line amount on the main page of the voucher, or the amount can be left blank.

No, template voucher data never posts.

In order to change the Pay Vendor in either the Enter A/P Vouchers or the Enter PO Vouchers screen, do the following:

1. Select the Allow Different Pay Vendor check box in the Vendor Settings screen.

2. Select the Allow Edits to Pay Vendor on Voucher check box for the voucher vendor in the Defaults tab of the Maintain Vendors screen.

Make sure a starting and/or ending date has been set up in the following screens:

Maintain Accounts

Maintain Acct/Org Links

Maintain Org Elements

You can either modify or delete the dates, then save the record in the Enter A/P Vouchers screen.

You can apply retainage amounts to vendors. Retainage percents can vary from 0% to 100%. You can update this amount in the Header tab of the Enter A/P Vouchers or the Enter PO Vouchers screen.  

If you need to enter a voucher and post it, but not pay it until a future date, you can enter the retainage percentage at 100%.

Once you post the voucher, it has a status of HOLDand a retainage amount of 100%. If you execute the Select Vouchers process and this voucher meets all of the criteria for selecting vouchers, the voucher status changes to PAY. However, the amount to pay remains at 0.00 and a check does not print for this voucher. To pay this voucher, you must query the vendor in the Edit Voucher Payment Status screen and edit the Retainage Rate field.

You can also query the A/P account in the Edit Voucher Payment Status screen, edit the Retainage Rate, ensure that the status is PAY, and ensure that the amount to pay is correct.

Or, after posting the voucher, you can go to the Edit Voucher Payment Status screen and change the voucher status from HOLD to DEFER. Once you do this, the voucher is not selected for payment until you return to the Edit Voucher Payment Status screen and update the status to PAY. This is the preferred method.

You should enter outstanding vouchers in the Enter A/P Vouchers screen - not in the Maintain Vendor History screen.

Because the open voucher was previously expensed in your old system, you should enter these vouchers against the clearing account using a journal entry in the Maintain Non-Project Beginning Balances screen.

Once you post the open vouchers, they will zero-out the balance in the clearing account.

You can accomplish this by giving the vouchers a Hold Voucher status in the Detailstab of this screen. This prevents the voucher from being posted.

When you determine that the voucher is correct and is ready for posting, clear the Hold Voucher check box and perform the normal approval process for vouchers.

To store charge numbers related to a specific vendor:

1. Go to the Vendor User Flow screen and select the Defaulttab. List the desired expense distribution in the table window.

2. Return to this screen and select New Line>New Record. The information from the Account Charge Distribution defaults into the voucher line. If you need to, you can change it.

Setting up your vouchers as Recurring Vouchers might be a good option if you have transactions that recur on a regular cycle.

Select the Active check box of the account/org combination in the Account/Organization Links screen. If the account/org combination is correct and the Active check box is not selected, then select it.

If the account/org combination is already active, try entering the voucher again.

To do a correcting voucher, enter the information the same way that you would enter a regular voucher, but enter the invoice amount as a zero.

On the expense distribution lines, enter a negative cost amount in the Cost Amount field for the incorrect expense distribution lines. Then enter a positive cost amount for the correct expense distribution lines.

Use a scanner to scan checks, credit card receipts, and so on into Microsoft® Word. Attach these documents to a voucher in the Document Location group box of the Notes/Doc Loctab of this screen. Scan the document, and save it to a path so that you can map the path to the voucher within the Document Location group box.

When you open the subtask, you can then launch the document that you scanned.

Process POs and A/P vouchers to the original vendor.

In the Enter A/P or Enter PO Vouchers screen, select the voucher to be paid by the credit card. Select the Address tab and change the Pay Vendor to the credit card vendor.  When you pay the credit card vendor, select these vouchers to pay.

Enter an Expense Report ID on the Details tab, and select the Save as TE Voucher check box on the Entry Defaults tab. Then enter the rest of the voucher information in the usual way. It will be saved as a TE voucher rather than an A/P voucher.

Enter a voucher number of up to nine digits, if the voucher setting is set to manual numbering, or leave blank if it is system-assigned (in the A/P Voucher Settings screen).

If you chose the system-wide method of numbering vouchers, the system assigns the next voucher number when you save the voucher. If you enter a voucher number, the last voucher number is not updated in the A/P Voucher Settings screen.

To start a new voucher number on a system-wide basis, you must change the last voucher number in the A/P Voucher Settings screen. If you chose the manual method, you must enter the voucher number. Before saving, the system verifies that you have entered a unique number. If the number has already been used, you will get an error message stating that this voucher/FY combination already exists and you must select a new voucher number.

Because of the way Costpoint auto-numbering works, the vouchers you enter in one session cannot have consecutive voucher numbers. For instance, if you begin your session with voucher number 100, expecting to enter five vouchers (100-104), but 103 is already taken and the highest voucher number already entered is 150, your five invoices will be numbered 100, 101, 102, 151, and 152.

After you save the voucher, you cannot edit or change the Voucher number. The only way to change a voucher's number once it has been saved is to clone the existing voucher, save the new voucher, delete the old voucher, and manually assign the correct voucher number to the new voucher. This new number is subject to the standard voucher number validations.

Enter, or use Lookup to select, a fiscal year. Lookup displays only open fiscal years.  

The FYLookup is disabled in query mode because the system does not re-evaluate the uniqueness of a voucher number within a fiscal year. However, you can use Clone if you need to make a change to the fiscal year.

Enter, or use Lookup to select, a period. Lookup displays only open periods.

Enter, or use Lookup to select, a subperiod. Lookup displays only open subperiods.   

This field displays the currency code for this voucher's transaction currency. This value comes from the Currencies subtask of the Vendor User Flow screen. To change the transaction currency code for this voucher, use the Exchange Rates subtask.

This field displays the currency code for this voucher's pay currency. This is the currency you will use to pay the voucher. This value comes from the Currencies subtask of the Vendor User Flow screen.

To change the transaction currency code for this voucher, use the Exchange Ratessubtask.

Enter, or use Lookup to select, the vendor ID (up to 12 characters). After you enter or select a vendor, the vendor name and extension display in the unlabeled fields to the right.

You cannot change the vendor name or extension, but you can select different terms for the voucher. If you have placed the vendor on Hold Payments status in the Vendors screen, the system provides a warning, but you can continue.

After you save the voucher, you cannot edit or change the vendor ID. The only way to change a voucher's vendor ID once it has been saved is to clone the existing voucher, save the new voucher, delete the old voucher, and enter the correct vendor ID on the new voucher.

This field displays the default terms for the selected vendor. To edit this field, use Lookup to view the valid terms set up in the Vendor Terms screen and highlight the one you want to select.

If there is a discount percentage associated with the terms you have selected, the system displays it in the Percent field in the Discount group box.

After the vouchers are approved, the Approved check box is selected.

Vouchers that are subject to approval are approved in the Approve Vouchers screen.

If the voucher does not require approval, because you either elected not to approve vouchers or because the invoice amount on the voucher is below the required approval amount in the A/P Voucher Settings or PO Voucher Settings screens, the system automatically selects this check box when you save the voucher.

Select this check box to indicate that the voucher is a recurring voucher template.

After selecting the Template check box, enter a recurring voucher code in the Recurring Code field of the Recur tab.

If you select this check box, the system does not post this voucher. The system includes the vouchers in the Voucher Edit Report only if you selected the A/P Template option in the Voucher Type group box in the Voucher Edit Report screen.

Click this button to insert the vendor line defaults in the table window. If the system does not find any defaults, it returns an error message.

Line number. As you insert lines in this table, the system automatically increments this field.

Enter, or use Lookup to select, an account number. If you set up a default expense account for this vendor, it automatically displays on the first line. As you move to the next field, the system validates that the account number is not a summary account, that the account is active, and that the account allows charging for the fiscal year, period, and subperiod on this voucher. You will receive a message if the account fails any of the above validations. You should then correct the account.

If you set up project account abbreviation codes in the Project Account Groups screen (Projects » Configure » Project), you should complete the Project and Proj Acct Abbrev fields before the Account field. Entering the Project number and Proj Acct Abbrev code first automatically defaults the account number assigned to the project account abbreviation in the Project Account Groups screen.

Projects are assigned to project account groups in the Basic Info screen. When you enter the Project number and Proj Acct Abbrev code in this screen, the system finds the project account group to which the project belongs and then searches for the project abbreviation code and the account assigned to it, within that project account group. The system defaults the account number for you. This allows you to assign accounts from different account groups to the same Proj Acct Abbrev code. For instance, you could set up a project account group called GOV and another called WIP. Both of these groups could contain the same project account abbreviation code (DL, for example). You can map the DL code in the GOV group to account 0100.01.1, but still map the DL code in the WIP group to account 0900.01.1. If project 4000 was assigned to the GOV project account group, entering DL in the Proj Acct Abbrev field automatically defaults the account designated as DL in the GOV group, rather than the account designated DL in the WIP group.

Enter, or use Lookup to select, an organization number. If you set up a default organization for this vendor, it automatically displays on the first line, if you click the Line Default button. As you move to the next field, the system validates that the organization is active and the organization allows charging for the fiscal year, period, and subperiod on this voucher. You will receive a message if the organization fails any of the above validations, and you should then correct the organization.

Entering the project number automatically defaults the Organization field with the number of the organization that "owns" the project if you selected the Default to Owning Org check box in the Basic Project Info screen.

You can edit this organization as necessary.

Enter, or use Lookup to select, a project number. If you set up a default project for this vendor, it automatically displays on the first line, if you click the Line Default button. As you move to the next field, the system validates 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 Project Info screen in Project User Flow, the number of the organization that "owns" this project defaults in the Organization field. (The Owning Organization is also established in the Basic Project Info screen.)

Enter, or use Lookup to select, the Proj Acct Abbrev code (up to six digits), if any.

Project account abbreviations are established in the Project Account Groups screen. 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 Project Info screen, you also assign them to these project 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 in 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 in 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.

Enter a cost amount for this charge line without sales tax, and the system calculates a percentage of the invoice amount from the voucher header.

Alternatively, you can enter a percentage in the Percent field, and the system multiplies the percentage by the invoice amount on the voucher header to derive the cost amount for this detail line.

Enter a percentage of up to two decimal places, and the system multiplies the percentage by the invoice amount on the voucher header to derive the cost amount for this detail line.

Alternatively, you can use the Cost Amount field to enter a cost amount for this charge line without sales tax, and the system calculates a percentage of the invoice amount from the voucher header.

The line of the voucher being entered is either taxable or not taxable.

• Enter S (sales tax/VAT) if the item on this line is taxable and the vendor has charged sales tax or Value Added Tax (VAT) on the invoice.

• Enter U (use/reverse tax) if the item is subject to tax, and the vendor did not charge sales tax on the invoice. You are still responsible for paying the tax to the state or province. The only difference between sales (VAT) tax and use or reverse tax is who pays it to the state or province. The company pays the sales (VAT) tax to the vendor, who then remits it to the state or province. The company pays use or reverse tax directly to the state or province.

If you enter U here, the system accrues the use or reverse tax applicable to the line item by multiplying the Cost Amount by the tax rate associated with the tax code entered.

The Use/Reverse Tax Amount is posted as an accrual when the Voucher Distribution Journal is posted to the GL, or if you have selected the Post Use Tax Accrual checkbox in the A/P Voucher Settings screen (Administration » Configure » Accounting).

• Enter N (non-taxable) if this voucher line is non-taxable.

The Tax/VAT Code defaults from the Vendors screen. To change the default, or if no default was entered for this vendor, enter, or use Lookup to select, a valid code.

You can maintain Tax/VAT Codes in the Sales/Value Added Tax screen.

This field displays the tax rate that applies to the code in the Tax/VAT Code column.

The system calculates this value by multiplying the Cost Amount column by the Tax Rate column if the Taxability column is set to S for Sales/VAT.

You may need to edit this field if the sales tax amount is different from your invoice because of small rounding differences.

If you change the Sales/VAT Tax Amt, the system prompts you to use the recalculation buttons in the Recalculate Lines tab to correct the information.

The system calculates this amount by adding the Cost Amount column to the Sales/VAT Tax Amt column.

The system calculates this amount by multiplying the Discount Percent field on the voucher header by the Tot Before Disc column.

You can change this field, but when you save the voucher, the system validates that the total discount amount on the voucher detail equals the discount amount in the voucher header.

If you change this amount, the system prompts you to use the recalculation buttons in the Recalculate Lines tab to correct the information.

The system calculates this field by subtracting the Discount amount from the Tot Before Disc amount. This amount should always equal the due amount on the voucher header.

The system calculates this amount by multiplying the Cost Amount field by the Tax Rate if the Taxability column is set to U.

You can choose whether or not to post use tax to the General Ledger in the A/P Voucher Settings screen (Administration » Configure » Accounting).

Enter the recovery percentage rate for the tax amount paid on this voucher line.

The amount of recovery for the tax amount paid on this voucher line displays in this column. The system calculates this amount by multiplying the Sales/VAT Tax Amt by the Recovery Rate percentage.

This value is determined by whether or not you selected the Print 1099-Misc Form check box for this vendor in the Vendors screen. If you selected the Print 1099-Misc Form check box for this vendor, the check box in this field is checked. If you did not select the Print 1099-Misc Form check box for this vendor, the check box in this field is clear.

However, you can select this check box when entering the voucher or in history after you have posted it. When you pay the voucher, the lines that you designated with the selected check box are used to calculate the 1099 payments for this vendor.

Enter, or use Lookup to select, a 1099 Type. If you selected the Print 1099-MISC Form check box in the Vendors screen, the 1099-MISC Type that displays there defaults into this field.

Enter a description, up to 30 characters, for this detail line.

Enter, or use Lookup to select, a valid org code for an organization abbreviation.

Enter, or use Lookup to select, an abbreviated code, up to six characters, for a project abbreviation. If you enter a code, the system looks up the code and automatically populates the project number related to the abbreviated code.

Enter a reference number for this charge line. The heading for reference 1 displays your label for this field.

Enter a reference number for this charge line. The heading for reference 2 displays your label for this field.

This field is non-editable.

This field is non-editable.

This field is non-editable.

This field is non-editable.

This field is non-editable.

When you access this field, a pop-up box displays. You may enter up to 256 characters of text.

If you selected a valid CIS Code that has a withholding requirement in the Details tab of this screen, this check box is selected by default.

You originally specified the CIS Code in the CIS Info subtask of the Vendors screen. Otherwise, this check box is uneditable.

For the CISW/H and CIS Rpt check boxes to be operational, both the pay currency and the transaction currency must be British pounds.

 

This check box is selected for those voucher lines that are required for CIS reporting. If you selected a valid CIS Code in the Details tab of this screen, this check box is selected by default.

Otherwise, this check box is uneditable.

For the CISW/H and CIS Rpt check boxes to be operational, both the pay currency and the transaction currency must be British pounds.

The template function (Asset Template) is associated exclusively with Costpoint Fixed Assets. You should leave this column blank if you are not thoroughly familiar with this feature. This column is not active if you have not purchased Costpoint Fixed Assets.

Even if you are not licensed for Costpoint Purchasing/Receiving, you can use this column to assign Asset Template identifiers to voucher lines for use during the autocreation of Asset Master records. To specify a template or to edit an existing template number, enter, or use Lookup to select, a valid template number in this optional column.

Remember that it may be more appropriate to assign or edit template/revision numbers directly in Costpoint Fixed Assets.

If you are licensed for Costpoint Purchasing/Receiving, you can optionally assign template/revision numbers during the Receiving function for each unit accepted. Because there is no automatic direct relationship between a unit received and a voucher line, a template/revision number assigned at time of receipt does not display in this field. If this happens, the Asset Template that you enter in this column takes precedence.

Use the optional Asset Template feature in Costpoint Fixed Assets to set up one or more templates in which you can establish "standard" default data for property. The Asset Template reduces the need for redundant manual data entry among assets that share common data.

You can set up templates in Costpoint Fixed Assets with many default fields. Some fields are purely informational, such as manufacturer, location, etc. Other template fields provide processing information, such as depreciation methods, posting accounts, etc. When you assign a template to a voucher line by entering data in this column, the system automatically copies data from the template to Costpoint Fixed Assets screens during the autocreation process.

Because template data can overwrite captured data and can affect functionality in Costpoint Fixed Assets, it is very important to use the template functionality with caution.  

The Template No, together with the Rev No field, supplies the unique identifier for an Asset Template record. A revision number is not required when you set up asset templates. If you have set up a template number with an associated revision number, however, you must enter the revision number in this column for an Asset Template to be valid.

The template function (Asset Template) is associated exclusively with Costpoint Fixed Assets. You should leave this column blank if you are not thoroughly familiar with this feature. This column is not active if you have not purchased Costpoint Fixed Assets.

If applicable, enter, or use Lookup to select, up to three numeric characters in this column to designate the appropriate revision number or to change the revision number. The revision number, together with the Template No field, supplies the unique identifier for an Asset Template record.

A revision number is not required when you set up asset templates. If, however, you have set up a template number with an associated revision number, you must enter the revision number in this column for an Asset Template to be valid.  

Because the revision number is part of and an extension to the template number, all the rules and conditions that apply to templates also apply to revision numbers.

Enter, or use Lookup to select, the supply code, if any, for this voucher line. You can maintain supply types in the VAT Supply Codes screen. This field is applicable only to certain tax situations.

Enter, or use Calendar Lookup to select, the date for this supply code. This field is applicable only to certain tax situations.