Use this screen to post all approved vouchers to the G/L and the A/P history tables. The A/P history tables include the Open A/P table and the Vendor History tables. Once they are posted, vouchers are removed from the Voucher tables and are no longer accessible through the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).
You can view posted vouchers that have not been paid in the Edit Voucher Payment Status screen (Accounting\Process\Pay). You can view both paid and unpaid vouchers in the Vendor History Inquiry screen (Accounting\Review\Vendors) once they have been posted.
If you entered a zero amount voucher (or vouchers) in the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers), you can use this screen to process a zero amount vendor payment. This will eliminate the outstanding vouchers from the Open A/P Report.
Use the Options drop-down boxes to choose which records you will post. Each Selection range works in conjunction with all the others on the screen. For example, if you specify A/P voucher type and identify a range of user IDs, only those vouchers entered in the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) by the users specified will be posted. Any vouchers entered by the specified users in the Enter PO Vouchers screen (Accounting\Transactions\Vouchers) will NOT be posted. In other words, the voucher must pass BOTH selection criteria established in this screen. Because of this, you can be very specific about which vouchers to post.
This screen also checks the project's account group functions. You set up the account group for the project in the Project User Flow screen (Projects\Maintain\Project). The account functions are assigned to the account group in the Project Account Groups screen. In order for a transaction to be copied to the Open Billing Detail table, one of the project account group's functions must be either "Labor" or "Non-Labor."
The Post Vouchers screen consists of three blocks that can be used as follows:
Use the Identification block to enter a parameter ID and description.
Use the Selection Ranges block to specify the selection ranges of the vouchers that you wish to post.
Use the Options block to select the type of vouchers to include in the posting.
Run this process once you have reviewed the vouchers for errors and have approved them. You cannot edit the vouchers once you have posted them to the G/L and the A/P tables.
This means that the vouchers have not been approved or that the vouchers are not in the period selected for posting.
Go to the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers).
Execute a Query.
If the vouchers are still in this screen, this means that they have not been posted.
Make sure that the Approved checkbox has been selected.
Make sure that the fiscal year, period, and subperiod on the voucher are the same fiscal year, period, and subperiod that you are selecting in the Post Vouchers screen (Accounting\Process\Post). If they aren't, you can either change the period on the voucher or post to the fiscal year, period, or subperiod in which the voucher was entered.
Verify in the Enter A/P Vouchers screen (Details subtask) that the Hold Vouchers checkbox has not been selected.
Also make sure that: you are selecting the correct voucher type, you have rights to post the vouchers, you have rights to the org, the voucher number is correct, the user is correct, and the specified A/P account and A/P org are correct for these vouchers.
The problem is that none of the newly-created vouchers was approved.
Select and approve the vouchers in the Approve Vouchers screen (Accounting\Transactions\Vouchers) before attempting to post.
Use the fields in this block to create a new parameter ID or to retrieve a previously-saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously-saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen.
When you save your record, all the selections you made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously-defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Use this block to specify the selection ranges of the vouchers that you wish to post.
Period to Post
Each voucher, that you entered, was assigned to a fiscal year, period, and subperiod. Enter, or use Lookup to specify, the fiscal year, period, and starting and ending subperiods you want to post.
Any voucher assigned to the fiscal year, period, and range of subperiods you specify here will be included in the posting, provided it meets the other selection criteria.
Enter, or use the drop-down box to select, the range of subperiods to include in the posting process.
Valid options are "All," "One," "Range," "From Beginning," and "To End." The default for this field is "All."
Enter, or use Lookup to select, the starting fiscal year of the vouchers you wanted included on the listing.
Enter, or use Lookup to select, the starting period of the vouchers you want included on the listing.
Enter, or use Lookup to select, the starting subperiod of the vouchers you want included on the listing. This field will be disabled if you selected "All" or "From Beginning" as the Option.
The unidentified field to the right displays the complete starting date based on the fiscal year, period, and subperiod that you selected.
Enter, or use Lookup to select, the ending subperiod of the vouchers you want included on the listing. This field will be disabled if you selected "All," "One," or "To End" as the Option.
The unidentified field to the right displays the complete ending date based on the fiscal year, period, and subperiod that you selected.
A/P Account
Use this drop-down box to select the range of A/P accounts to be included.
Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting A/P account for the range you want to include.
If you select "All" or "From Beginning" in the Options field, this field will be inactive.
Enter, or use Lookup to select, the ending A/P account for the range you want to include.
If you select "All," "One," or "To End" in the Options field, this field will be inactive.
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Note: Any voucher assigned to the A/P account description linked to the A/P Account you specify here will be included in the posting, providing it passes the criteria specified in the other Options drop-down boxes. If the default is used, the vouchers for all the Account descriptions will post if they pass the other select criteria. |
Organization
Use this drop-down box to select the range of organizations to be included.
Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting organization for the range you want to include.
If you select "All" or "From Beginning" in the Options field, this field will be inactive.
Enter, or use Lookup to select, the ending organization for the range you want to include.
If you select "All," "One," or "To End" in the Options field, this field will be inactive.
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Note: Any voucher assigned to the A/P account description that is linked to the organization(s) you specify here will be included in the posting, providing it passes the criteria specified in the other Options drop-down boxes. If the default is used, the vouchers for all the Organization(s) will post if they pass the other select criteria. |
User
Use this drop-down box to select the range of user IDs to be included.
Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting user ID for the range you want to include.
If you select "All" or "From Beginning" in the Options field, this field will be inactive.
Enter, or use Lookup to select, the ending user ID for the range you want to include.
If you select "All," "One," or "To End" in the Options field, this field will be inactive.
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Note: Any voucher entered by the user ID you specify here will be included in the posting, providing it passes the criteria specified in the other Options drop-down boxes. If the default is used, the vouchers for the User will post if they pass the other select criteria. |
Vendor
Use this drop-down box to select the range of Vendor IDs to be included.
Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting vendor ID for the range you want to include.
If you select "All" or "From Beginning" in the Options field, this field will be inactive.
Enter, or use Lookup to select, the ending vendor ID for the range you want to include.
If you select "All," "One," or "To End" in the Options field, this field will be inactive.
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Note: Any voucher assigned to the Vendor ID you specify here will be included in the posting, providing it passes the criteria specified in the other Options drop-down boxes. If the default is used, the vouchers for all the vendors will post if they pass the other select criteria. |
Voucher No
Use this drop-down box to select the range of voucher numbers to be included. The voucher numbers can be system-assigned or manually entered by the user.
If the voucher is system-assigned, the system will track the last voucher number used in the A/P Voucher Settings screen (Administration\Configure\Accounting). Each time a voucher is saved, the system voucher number will increment by one.
If the voucher is manually-entered, the user must enter a voucher number before saving the voucher. Each voucher number must be unique within the system.
Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting vouchers for the range you want to include.
If you select "All" or "From Beginning" in the Options field, this field will be inactive.
Enter, or use Lookup to select, the ending vouchers for the range you want to include.
If you select "All," "One," or "To End" in the Options field, this field will be inactive.
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Note: Any voucher number included in the range you specify here will be included in the posting, providing it passes the criteria specified in the other Options drop-down boxes. If the default is used, all the vouchers will post if they pass the other select criteria. |
Use this block to select the type of vouchers to include in the posting.
Select the type of vouchers to include in the posting. To select a voucher type to be included in the posting, select the checkbox for that voucher type. You can post all five types at once, individually, or in any combination.
These vouchers were entered in the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) and are not recurring vouchers.
These vouchers were entered in the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).
These vouchers were created from Costpoint Payroll.
You can link vendors to deductions, contributions, and taxes so that you can create A/P Vouchers based on employee payroll records.
These vouchers were designated by the Recurred Voucher checkbox in the Details tab of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers).
Recurring vouchers are created from a template voucher that is entered in the Enter A/P Vouchers screen, marked as a template, and has the Recur subtask completed. You do not post template vouchers.
These vouchers were created by the TE Expense Report Preprocessor when it uploads expense reports into Costpoint from Time and Expense.
You must select the Print icon on the toolbar to print the Voucher Distribution Journal before you can post the selected vouchers.
If the report is correct, select the Action button on the toolbar, to post the approved vouchers you have selected to the G/L and A/P history tables. By right-clicking in the screen, you can also activate the Action (Post) icon.
Select the Action button on the toolbar, then choose the Print/Post Vouchers selection. By right-clicking in the screen, you can also activate the Action (Post) icon.
We do not recommend this method of posting vouchers. If you have printer problems, the voucher may post and you will not have an audit trail.
If you select this button on the toolbar, the approved vouchers you have chosen will print and then immediately post to the G/L and A/P History tables.
* A red asterisk denotes a required field.
Changes in this screen update the VCHR_HDR_HS, VCHR_LN_HS, VCHR_LN_ACCT_HS, VCHR_LAB_VEND_HS, VCHR_LN_CHG_HS, OPEN_AP, VEND_CHK, VEND_CHK_VCHR, and the PAYWPD_VCHR_HS tables.
