Use this screen to view check date, number, and amount information for checks that you have printed in Costpoint or manually entered into the system. When you print a check in the Print/Void A/P Checks screen, you will be prompted if you want to update the history tables when leaving the screen. If you answer OK, the checks will be in the history tables and will be available in this inquiry. There are two ways to enter a manual check in the system. If you enter manual checks in the Check subtask of the Enter A/P (Accounting\Transactions\Vouchers) or Enter PO Vouchers screens (Accounting\Transactions\Vouchers), upon posting, the check history will be updated and will be available in this inquiry.
You can also enter manual checks against posted vouchers in the Record Manual Checks screen (Accounting\Transactions\Checks). Upon saving the record, the checks will update the history tables and will be available in this inquiry.
You can limit this information by cash account, cash organization, or use this screen to view information for only one posted check. If you want to further narrow the information selection, you can use the Query tool to filter by selections such as "Pay Vendor" or "Check Date." Query also allows you to sort the information by selections such as "Pay Vendor" or "Check Date." In addition, Query allows you to sort the information by selections such as "Cash Account," "Cash Organization," "Pay Vendor," "Check Date," or "Check Number."
Use the subtasks in this screen to "drill-down" to obtain information regarding the vouchers paid by a particular check, the voucher detail for both A/P and PO vouchers, as well as vendor addresses and contacts. You can also view voided checks and stop payment checks in this inquiry screen.
Use the File Upload Manager button on the toolbar to export data from this screen to other files (e.g., Excel).
This screen is blank when you enter it. If you want to view information for a particular cash account, organization, or check number, enter that information in the proper field or use Lookup before executing the inquiry. If these fields are insufficient, use Query to pull check information.
The A/P Check History screen consists of one block, a table window, and thirteen subtasks that can be used as follows:
Use the Selection Criteria block to specify the cash account, cash organization, check number, address code, fiscal year, and period of your inquiry. The fiscal year, period, and subperiod used in this inquiry are entered in the screens where the manual checks are entered [Check subtask of the Enter A/P (Accounting\Transactions\Vouchers), the Enter PO Vouchers (Accounting\Transactions\Vouchers), or the Record Manual Checks screens (Accounting\Transactions\Checks)] or where checks are printed in the system (the Print/Void A/P Checks screen).
Use the table window to examine the results of your inquiry. You can select a row to obtain additional information in the following subtasks:
Use the Vendor subtask to view the pay vendor address and phone information.
Use the Contacts subtask to view contact information specific to the pay vendor address code on the selected line.
Use the Vouchers subtask to view summary information for the vouchers paid by the selected check.
Use the Exchange Rates subtask to view the transaction and pay currencies, the exchange rate group, the exchange rate date, and the exchange rates used to value the voucher and pay currencies.
Use the AP Voucher Detail subtask to view detail voucher line information for the selected voucher. You entered this information in the Enter A/P Vouchers screen.
Use the Vendor Labor subtask to view labor information for the selected AP Voucher Detail line. You entered AP Vendor Labor information in the Vendor Labor subtask of the Enter A/P Vouchers screen.
Use the Currency Line subtask to view transaction, pay, and functional currency for key voucher detail line fields.
Use the Voucher Totals subtask to view a columnar presentation of AP voucher total amounts in the transaction, pay, and functional currencies.
Use the PO Voucher Detail subtask to view detail line information for the selected PO voucher. You entered this information in the Enter PO Vouchers screen.
Use the Accounts subtask to view the tax, cost, and discount by accounts, organizations, and projects on the selected PO Voucher Detail line.
Use the Currency Line subtask to view transaction, pay, and functional currency for key voucher detail line fields.
Use the PO Voucher Totals subtask to view a columnar presentation of PO Voucher total amounts in the transaction, pay, and functional currencies.
Use the PO Detail subtask to view the source PO from which you entered the selected voucher. Information, such as discrepancy amount and ordered quantity can be seen.
Use this screen to view check date, number, and amount information for checks that have been printed in Costpoint or that you have manually entered into the system. When a check is printed in the Print/Void A/P Checks screen, you will be asked if you want to update the history tables when leaving the screen.
If you answer OK, the checks will be written to the history tables and will be available in this inquiry. There are two ways to enter a manual check in the system. If you enter manual checks in the Check subtask of the Enter A/P (Accounting\Transactions\Vouchers) or the Enter PO Voucher screens (Accounting\Transactions\Vouchers), when the voucher is posted, the check history will be updated and will be available in this inquiry. You can also enter manual checks against posted vouchers in the Record Manual Checks screen (Accounting\Transactions\Checks). Upon saving the record, the checks will update the history tables and will be available in this inquiry. You do not have to post checks to the General Ledger for them to be available in this inquiry.
|
|
Note: You can apply organization security to this inquiry. Use this optional feature to grant or remove rights to view and/or update specific organizations to users. You must first select the Apply Organization Security checkbox in the System Settings screen (Administration\Configure\System). Next, you must set up Organization Security Profiles and link those to Organization Security Groups. You can then activate organization security by assigning users to Org Security Groups in the Users screen (Administration\Maintain\Users) and executing Update Org Security Profiles. |
Once you have printed a check and accepted it by clicking OK during the Print/Void A/P Checksprocess, the A/P history files are updated, including the Check History tables.
When the Post Cash Disbursementsjournal is executed, it updates the General Ledger tables.
In the A/P Check History Inquiry screen (Accounting\Review\Accounts Payable), what does a status of "S" mean?
Once you have printed a check and accepted it by clicking OK during the Print/Void Checksprocess, the A/P history files are updated, including the Check History tables.
When the Post Cash Disbursementsjournal is executed, it updates the General Ledger tables.
A status of "S" means Stop Payment. In the Print/Void A/P Checks screen, if you choose "Void Check" or "Void EFT Advice," you are then able to select the Stop Payment checkbox. When you void the checks or advices, the status of the check becomes "S" rather than "V."
How do I find out where the voucher distribution of a check was charged?
In this screen, specify the check information, highlight the line and select the Voucher subtask. Find the voucher of interest, highlight that line, then select the A/P or PO Voucher Detail subtask depending on the type of voucher.
If you select the A/P Voucher Detail, the account/org/project cost distribution will display.
If you selected the PO Voucher Detail, you must then select the line you are interested in and select the Accounts subtask to view the account\org\project cost distribution.
Use this block to specify the selection criteria of your inquiry.
Enter, or use Lookup to select, the cash account number in this field, if you want to view checks and the paid vouchers for a particular cash account.
The name of the cash account displays in the non-editable field to the right. If you execute without entering a cash organization or a check number, the table window will display information for all cash accounts and check numbers associated with all cash accounts, unless the selection is further refined.
To view checks for all cash accounts and organizations, leave all the header fields blank and execute the inquiry.
If you leave this field blank, the table window will include a Cash Account field.
Enter, or use Lookup to select, the cash organization number in this field if you want to view check information for a particular organization. The name of the cash organization displays in the non-editable field to the right.
If you enter the cash organization without entering a cash account number or a check number, the check information for all cash accounts associated with the cash organization displays in the table window unless the selection is further refined.
If you have already entered a cash account number, the information in the table window will be limited to that particular cash account/organization combination.
To view checks for all cash accounts and organizations, leave all the header fields blank and execute the inquiry.
If you leave this field blank, the table window will include a Cash Organization field.
If you want to limit the information in the table window to a particular check, enter that check's number here.
Although you can execute the inquiry based on check number alone, it will be easier to locate a specific check by also entering cash account, cash organization, fiscal year, and/or period information.
If you enter a check number here, the Check Number field will not be included in the table window.
Enter, or use Lookup to select, a valid payment address code.
The address codes are linked to vendors in the Vendor User Flow Address table. You must have one address code established as a default payment address code that will default into the Address subtask of the Enter A/P and the Enter PO Vouchers screens (Accounting\Transactions\Vouchers).
If other payment address codes are available to use for the vendor ("Y" in the Payment Address field in the Vendor User Flow Address table), you can change the address code until you post the voucher.
The address code can be up to 10 alphanumeric characters long and is stored in the Vendor Check table.
If you want to view check information for a particular fiscal year, enter the fiscal year here or select one from Lookup.
You can execute the inquiry based solely on fiscal year, or you can use the Fiscal Year field to further limit the check information displayed.
If you want to view check information for a particular period, enter the number of the period here or select one from Lookup.
Although you can execute the inquiry based solely on the period, we recommend that you also limit the inquiry by fiscal year, because you may have identically-numbered periods in different fiscal years.
Total Func Currency Check Amount
This non-editable field displays the total amount of all checks in the table window in your functional currency.
If the Cash Account, Cash Organization, Address Code, Check Number, Fiscal Year, or Period fields are selected as part of the Selection Criteria, the table window fields for those selections will be hidden. For example, if the Cash Account field is selected as part of the Selection Criteria, the Cash Account field will not display in the table window.
If you did not limit your inquiry by cash account, this field will display the number of the cash account from which the check on this line was paid.
If you did not limit your inquiry by cash organization, this field will display the number of the cash organization from which the check on this line was paid.
If you did not limit your inquiry by check number, this field displays the number of the check on this line.
If the Check Number field was part of the selection criteria, this field will not display.
This field displays the date on which the check was issued.
This field displays the currency code for this check's pay currency.
This is the currency in which the voucher was paid which may or may not be the same as the functional currency (the currency in which you maintain your General Ledger) or the transaction currency (the currency of the invoice you received from your vendor).
This field displays the total amount of the check. This amount displays in the currency in which the check was paid.
This field displays the total amount of the check. This amount displays in your functional currency (the currency in which the General Ledger is stated).
This field displays the check status from the history tables.
There are five possible statuses: "O" (Outstanding), "C" (Cleared), "V" (Void), "S" (Stop Payment), or "P" (Purged). The "Cleared Status" is not a system-generated status from the Bank Reconciliation module at this time.
This field displays the 25-character name of the pay vendor to whom the check was issued.
This field displays the name of the joint payee to whom the check was issued.
You can add a joint payee to the Address subtask of the Enter A/P Vouchers screen.
This field displays the pay vendor's location.
You assigned this location to a vendor in the Identification block of the Vendor User Flow screen.
This field displays the code for the pay vendor's payment address.
The address codes are linked to vendors in the Vendor User Flow Address table. You must have one address code established as a default payment address code that will default into the Address subtask of the Enter A/P or the Enter PO Vouchers screens (Accounting\Transactions\Vouchers).
If other payment address codes are available to use for the vendor (a "Y" displays in the Payment Address field in the Vendor User Flow Address table), the address code can be changed until you post the voucher.
If the Address Code field is completed as part of the Selection Criteria, this field will not display.
This field displays the pay vendor's ID.
When you set up a new vendor in the Vendor User Flow screen (Accounting\Maintain\Vendors), the pay vendor will have the same ID as the vendor. You will be able to change that to a different pay vendor if the Allow Different Pay Vendor checkbox is selected in the Vendor Settings screen.
In addition, you can change the pay vendor on a voucher in the Address subtask 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 reference number 1 assigned to this check, if there is one.
Reference numbers should only exist here if you are using them in data entry rather than for reporting.
This field displays the reference number 2 assigned to this check, if there is one.
Reference numbers should only exist here if you are using them in data entry rather than for reporting.
This field displays the name of the cash account.
This field is included in the table window regardless of whether or not you enter an account number in the Cash Account field.
This field displays the name of the cash organization.
This field is included in the table window regardless of whether or not you enter an organization number in the Cash Organization field.
This field displays the fiscal year to which the check was posted.
When checks are printed in the system, the fiscal year you entered in the Selection Ranges block in the Print/Void A/P Checks screen will determine the fiscal year that is used to post the check.
This field is held in the check history tables for selection.
If you limited the inquiry by fiscal year before executing, this field will not be included in the table window.
This field displays the period to which the check was posted.
When checks are printed in the system, the period you entered in the Selection Ranges block in the Print/Void A/P Checks screen will determine the period that is used to post the check.
This field is held in the check history tables for selection.
If you limited the inquiry by period before executing, this field will not be included in the table window.
This field displays the subperiod to which the check was posted.
For void checks, this field displays the date on which the check was voided.
If the check status is not "V", this field will be blank. You can void checks in the Print/Void A/P Checks screen.
For void checks, this field displays the fiscal year in which the check was voided.
If the check status is not "V", this field will be blank. You can void checks in the Print/Void A/P Checks screen.
For void checks, this field displays the period in which the check was voided.
If the check status is not "V", this field will be blank. You can void checks in the Print/Void A/P Checks screen.
For void checks, this field displays the subperiod in which the check was voided.
If the check status is not "V", this field will be blank. You can void checks in the Print/Void A/P Checks screen.
If the check was manually entered, this field displays an "M." If the check was system-created, an "S" displays in this field.
This field displays the description of the currency in which the check was paid.
Use the Vendor subtask to view the pay vendor address and phone information.
Use the Contacts subtask to view contact information specific to the pay vendor address code on the selected line.
Use the Vouchers subtask to view summary information for the vouchers paid by the selected check.
Accounts (ACCT): Account descriptions in all subtasks come from this table.
Billable Labor Category (BILL_LAB_CAT): This table contains project labor categories (PLCs) and their descriptions.
Organizations (ORG): Organization names and abbreviations in all subtasks come from this table.
Purchase Order Line (PO_LN): This table contains purchase order information. These fields display quantity and cost amount information from the purchase order.
Projects (PROJ): Project names and abbreviations in all subtasks come from this table.
Reference Structure (REF_STRUC): Reference number names in all subtasks come from this table.
Voucher Header History (VCHR_HDR_HS): The Voucher Header History table stores header information (i.e., information that is not included in the table window) for all posted vouchers. This table provides information for all the fields relating to voucher information in the Vouchers subtask (except for the Discount Taken and Amt Paid fields), as well as the voucher header information for the Voucher Detail subtasks (both A/P and PO). It also provides all the voucher header information for the Vendor Labor subtask.
Voucher Labor Vendor History (VCHR_LAB_VEND_HS): After an A/P or PO voucher has been posted, this table stores the data you entered in the Vendor Labor subtask of the Enter A/P or Enter PO Vouchers screens (Accounting\Transactions\Vouchers). It also contains a Billable Labor Category Code, which is linked to a PLC description in the Billable Labor Category table.
Voucher Line Account History (VCHR_LN_ACCT_HS): This table stores account, organization, project, cost, and tax information for each voucher line after the voucher has been posted.
Voucher Line History (VCHR_LN_HS): This table stores discrepancy, tax, and amount information for each PO voucher line after the voucher has been posted. It also stores line notes and line numbers for all vouchers after they have been posted.
Vendor (VEND): The Vendor table contains information you entered for vendors. The pay vendor's name and location in all Inquiry screens come from this table.
Vendor Address (VEND_ADDR): This table stores vendor address information.
Vendor Address Contacts (VEND_ADDR_CNTACT): This table stores contact information. It provides all the information for the Contacts table window.
Vendor Check History (VEND_CHK): The Vendor Check History stores check number, date, posting, and cash account and organization information for checks printed in the system or entered manually. It provides all the information for the main screen's table window, as well as the check header information for all the subtasks in the AP Check History Inquiry screen.
Vendor Check History Voucher Detail (VEND_CHK_VCHR): The Vendor Check History Detail contains information that links checks to particular vouchers. This information includes the voucher vendor ID, the amount of the check that was applied to the voucher (because many vouchers may be paid by the same check), and the discount taken on posted vouchers.
