Voucher History Inquiry

If you have converted from System1 or another legacy system, you will find that you cannot access the Voucher detail lines from Voucher History Inquiry. During this type of conversion, the Voucher detail data does not usually migrate.

As a result, this information will not be accessible. The header information should be accessible.

This means that your company uses the Organizational Security feature and that the Org Security profile is not complete or updated. It was originally set up for the new organization, but the Update Org Security Profiles function was not executed.

Once you complete the Updateprocess, the information should appear correctly in the Maintain Vendor History screen.

In the Vendor History Inquiry screen, specify the vendor information and highlight the transaction you need. Then open the AP Voucher Detailsubtask.

Enter, or use Lookup to select, the vendor (up to 12 characters).

Enter, or use Lookup to select, the vendor name.

Enter the invoice number of up to 10 characters When you finish with this screen and select the Save button on the toolbar, Costpoint performs a validation to check this invoice number against numbers existing in either the Voucher Header History table or the Voucher Header table.

You can leave this field blank.

This field displays the PO (Purchase Order) number of the voucher.  You entered the PO in the Enter PO Vouchers screen.

Select this radio button to view data by pay vendor.

This radio button is the Costpoint default.

Select this radio button to display data by vendor. If you choose this radio button, or accept the default, the table window displays the Vendor and Location columns instead of the Pay Vendor, Pay Vendor Name, and Pay Vendor Location columns.

Enter the voucher number in this field.

Enter, or use Lookup to select, the fiscal year of the vouchers you want to include on the listing.

This field displays the vendor name from the Vendors screen when you select the Vendor radio button in the Select Voucher Detail Based On group box.

This field displays the vendor name from the Vendors screen when you select the Vendor radio button in the Select Voucher Detail Based On group box.

This field displays the vendor's location code, up to six digits long.  This column displays only if you select the Vendor radio button.

This field displays the pay vendor name from the Vendors screen when you select the Pay Vendor radio button in the Select Voucher Detail Based On group box in this screen.

This field displays the pay vendor's location code, up to six digits long.

This column displays only if you select the Pay Vendor radio button in the Select Voucher Detail Based On group box in this screen.

This field displays the vendor's invoice number.

This field displays the vendor's voucher number.

This field displays the invoice date in the MM/DD/YYYY format.

The system calculates this field based on the vendor's terms.  The due date is used on the aging report to keep track of the voucher.

This field displays the date that defaulted (based on the vendor terms and due date), or that you entered in the Enter A/P Vouchers screen.

You can change this field at any time before making the final payment. You can edit this field in the Edit Payment Status by AP Account and Edit Payment Status by Vendor screens.

This field displays the transaction currency code used on the voucher.

This field displays the invoice amount. The total amount for all the lines in the voucher detail, before discounts and including sales tax, must be the same as the invoice amount.

This field displays the discount amount of the voucher.  The system calculates the discount amount based on the discount percent applied to the Inv Amt.

This field displays the amount due. The system calculates the due amount by subtracting the Discount Amount from the Inv Amount.

This field displays the amount already paid on the voucher.

This field displays the total discount taken on this voucher.

This field displays the amount that remains on the voucher, after the Amount Paid is subtracted from the Amount Due.

This field displays the voucher payment status. A voucher can have one of six possible statuses: "HOLD," "DEFER," "PAY," "PAYWPD" (Pay when Paid), "PPHOLD" (Part Pay/Hold), and "PAID."

This field displays the name of the Costpoint user who entered the voucher.

This field displays the type of voucher, either AP (Accounts Payable) or PO.

This field displays the PO number of the voucher. You entered POs in the Enter PO Vouchers screen.

This field displays the release number of the purchase order against which you are invoicing.

If you used Lookup to select the purchase order, the release number associated with the purchase order that you selected will automatically display.

If the purchase order entered is not a release order, the release number will be "0" and cannot be maintained.

This field displays the subcontractor payment code.

This field displays the invoice period of performance.

This field displays the Pay-When-Paid status of the voucher.

The two possibilities are "Y" or "N." If a  "Y" displays in this column, voucher payments will be held until you enter cash receipts for this vendor.

This field displays any notes that you may have entered for this voucher.

This field displays the document location.

This column displays a "Y" (Yes) if a note will print on the check or "N" (No) if a note will not print.

This field displays the AP account to which the voucher was charged.

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

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

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

This field displays the sequence number of the voucher.  When you post vouchers, they receive a posting sequence number that indicates the number of times a voucher distribution is posted to the G/L within a given accounting period.

This field displays the transaction currency name.

This field displays the entry date of the voucher.

This field displays the payment terms of the voucher.

This field displays the pay currency code of the voucher.