Note: You cannot access records that are being printed while this screen is open.
Use this screen to select groups of vouchers for payment. You can use this screen to specify vouchers by A/P account/ organization, cash account/organization, bank ID, range of due dates, range of voucher numbers, and/or range of pay vendors.
You can also clear the "Pay" status of groups of vouchers and put them back on "Hold," or put them on or off "Defer" status.
If you need to update the status of an individual voucher, you can use this screen or make changes on a voucher-by-voucher basis in the Edit Voucher Payment Status screen (Accounting\Process\Pay).
The system calculates the values of the fields that will be used to print the check, such as amount to pay and discount taken. If you need to adjust the amounts, you can change them in the Edit Voucher Payment Status screen (Accounting\Process\Pay).
This 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 be included in the selection process.
Use the Options block to further limit your voucher selection.
Use this screen to select vouchers for payment immediately before printing the checks.
The system calculates the values of the fields (i.e., amount to pay and discount taken) that will be used to print the check amounts during this process. Because discounts are date sensitive, the amounts calculated in this process could be incorrect if the checks are actually cut on a different date.
If the vouchers are selected for payment, but the check run is delayed, you should clear the vouchers using the "Deselect" option (see the Process drop-down box) and reselect them when you print the checks.
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Note: You cannot access records that are being printed while this screen is open. |
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.
Select Account (Not in Web but should be.)
Select By (Not in Web but should be.)
Use this drop-down box to specify which vouchers you want included in the selection process.
The options available for selection are "Cash Account," "A/P Account," or "Bank Abbreviation."
Use this drop-down box to select the range of 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 value for the range you want to include.
If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select the ending value for the range you want to include.
If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Use the drop-down box to choose the organization for the account you specified in the "Select Account" drop-down box.
The field chosen in the "Select Account" drop-down box drives which organization is necessary in this row.
For example, if you selected "A/P Account" in the "Select Account" drop-down box, you must select a valid A/P organization.
If you select "All" or "From Beginning" in the Option drop-down box, the Start field will be inactive.
If you select "All," "One," or "To End" in the Option drop-down box, the End field will be inactive.
Use the drop-down box to specify the due dates, of the vouchers that should be included in the selection process.
For example, if one invoice has a due date of 10/31/2005 and another invoice has a due date of 11/20/2005, only the first invoice will be selected if the due dates entered are from 10/01/2005 to 10/31/2005.
If the second invoice has a discount date of 10/31/2005 and you select the Include Vouchers Eligible for Discount checkbox, that voucher will be selected also, if it meets the other selection criteria in this screen.
For the starting and ending dates, you can either enter the date itself or click on the Calendar icon to select one.
If you select "All" or "From Beginning" in the Option drop-down box, the Start field will be inactive.
If you select "All," "One," or "To End" in the Option drop-down box, the End field will be inactive.
Use the drop-down box to specify the range of vouchers, including the starting and ending ones, which you wish to select for payment.
The default is set to "All." If you do not want to further restrict the selection process, leave the Option set to "All."
If you select "All" or "From Beginning" in the Option drop-down box, the Start field will be inactive.
If you select "All," "One," or "To End" in the Option drop-down box, the End field will be inactive.
Use the drop-down box to specify the range of pay vendors to further limit the vouchers that will be included in the selection routine. If you do not want to further restrict the selection process, leave the Option set to "All."
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Note: If your vendor is a subcontractor, they may be covered by insurance or bonds. If their insurance/bond coverage is unsatisfactory or they are subject to a lien, their vouchers may not be selected for payment. You can view the Subcontractor Information Report to determine which subcontractors may be in contract default status. |
If you select "All" or "From Beginning" in the Option drop-down box, the Start field will be inactive.
If you select "All," "One," or "To End" in the Option drop-down box, the End field will be inactive.
Use the drop-down box to specify a range of pay currency codes.
The default is set to "All." If you do not want to further restrict the selection process, leave the Option set to "All."
If you select "All" or "From Beginning" in the Option drop-down box, the Start field will be inactive.
Only those currencies you saved in the Currencies screen (Administration\Maintain\Multicurrency) will be available in Lookup.
If you select "All," "One," or "To End" in the Option drop-down box, the End field will be inactive.
Only those currencies saved in the Currencies screen (Administration\Maintain\Multicurrency) will be available in Lookup.
Process *
Select the process you want to execute in this screen. The options available from this drop-down box are:
"Select" - This will change the status of the vouchers specified in this screen to a status of "Pay." Only those vouchers that have a status of "Pay" and are approved will be included on the next check run.
"Deselect" - This will change the status of vouchers that were set to "Pay" back to "Hold."
Select this option if you are taking discounts and selected the vouchers, but delayed the check run to another day. The Amount to Pay and Discount Taken fields are calculated when the vouchers are changed to "Pay." This can result in an expired discount being taken.
"Defer" - This option will change the status of the vouchers specified in the screen to "Defer."
Any voucher with a status of "Defer" will not be included in the selection process in this screen. This allows you to defer a voucher from payment without having to manually put it back on "Hold" each time you run this screen.
Conversely, once you have decided to pay a voucher, you must take it off "Defer" status before you can update it to "Hold" in this screen. To adjust it manually, use the Edit Voucher Payment Status screen (Accounting\Process\Pay).
"Clear Deferrals" - This option will change the status of any vouchers that were set to "Defer" back to "Hold."
Any voucher that was set to "Defer" that is now ready to be paid must be changed to "Hold" before this screen will update the status to "Pay." To adjust the status manually, use either the Edit Voucher Payment Status screen (Accounting\Process\Pay).
"Validate Pay When Paid" - This option is for Costpoint users who are using the Pay When Paid function. Before executing the Select Vouchers screen with the "Validate Pay When Paid" option, please make sure you have run the Update Pay When Paid Voucher History screen.
Use System Date To Calculate Discount
Select this checkbox to use the system date to calculate discounts.
Include Vouchers Eligible For Discount
Select this checkbox to include those vouchers that are eligible for discount.
* A red asterisk denotes a required field.
Changes in this screen update the VCHR_HDR_HS and the OPEN_AP tables.