Vouchers

This non-editable field displays the vendor ID.

This non-editable field displays the vendor name.

This non-editable field displays the vendor's location.

This field displays the unique identifier you assigned to this voucher in the Enter A/P Vouchers screen or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

This field displays the number your supplier assigned to the invoice. Because this field is optional in the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers), not every voucher number will have an invoice number.

This field displays the date that defaulted or that you entered in the Enter A/P Vouchers screen or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

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

You can change this field at any time before making the final payment. You can edit this field in the Edit Voucher Payment Status screen (Accounting\Process\Pay).

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 (Accounting\Transactions\Vouchers).

You can change this field at any time before making the final payment. You can edit this field in the Edit Voucher Payment Status screen (Accounting\Process\Pay).

This field displays the transaction currency code used on the voucher. The transaction currency is the currency on the voucher that the vendor sent you.

This non-editable field displays the cost amount of the invoice, including taxes, but not recognizing any discount for early payment. The cost amount is stated in the transaction currency.

This field displays the amount that defaulted via a discount percentage and discount date in the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers).  This amount displays in the transaction currency.

This field displays the amount of the voucher in the transaction currency, minus any discount for early payment.

This field displays the amount already paid on the voucher in the transaction currency.  If nothing has been paid on the voucher, this field will display a zero.

This field displays the amount of the discount that was actually taken on the voucher, stated in the transaction currency.

This field displays the amount that remains on the voucher, after the amount paid is subtracted from the amount due, in the transaction currency.

The status of the voucher defaults in this field to "Hold," unless the voucher was flagged as a "PAYWPD" (Pay When Paid) voucher. You can use the pay-when-paid feature to hold a voucher for payment until the invoice containing costs from this voucher is paid.

The valid statuses follow:

HOLD - (Hold for payment) A voucher cannot be paid when it is on Hold status.

DEFER - (Defer from payment) Any voucher on "DEFER" status will not be selected for payment in the Select Vouchers screen (Accounting\Process\Pay). This status is used so that a voucher you do not want to pay will not continue to be selected during the select voucher process. A "DEFER" status can be changed to "PAY" in this screen. Also, the "DEFER" status can be changed to "HOLD" in the Select Voucher process by selecting the option to clear deferrals. The vouchers will then be set to hold status and can then be selected to pay as a normal voucher.

PAY - (Pay the voucher) If a voucher has this status and the voucher is included in the selection process in the Print/Void AP Checks screen, a check will print for it the next time you run the print checks routine.

PAYWPD - (Pay When Paid) This designates a voucher that will not be released for payment until a specific, designated A/R bill has been paid in full.

You can use "PAY WHEN PAID" to identify the A/R item(s) that are linked to this pay-when-paid voucher. In order for a voucher to qualify for "PAY WHEN PAID" status, the vendor and project charged on the voucher must have a status of "PAY WHEN PAID."  When using this functionality, you must run the Update Pay When Paid Voucher History application before executing the Select Vouchers process. If the voucher has been billed and fully paid, select the Validate Pay When Paid option or the Select option in the Select Vouchers process. The system will validate that the voucher is ready to be paid and will change the status to pay.  

PPHOLD - (Part Pay/Hold) This status indicates a partially paid voucher with a remaining balance on hold. You can manually change the status from "PPHOLD" to "PAY" in this screen, or you can use the Select Vouchers screen (Accounting\Process\Pay) to select the voucher for payment.

This field displays the voucher type. There are five voucher types: "A/P," "PO," "ADV" (Travel advances), "CO" (Travel company-paid invoices), and "EXP" (Travel expense reports).

If the voucher is a PO voucher, this field displays the purchase order against which the voucher was applied.

If the voucher is a PO voucher, this field will display the blanket order release number against which the voucher was applied.

This field displays the subcontractor status of the payee.

"N" (No) indicates that the vendor is not a subcontractor. "Y" (Yes) indicates that the vendor is a subcontractor.

This field displays the invoice period of performance of the selected voucher.

If you use subcontractors, they may be covered by insurance and/or bonds. You can enter insurance and/or bonding coverage information in the Subcontractor Insurance Types screen or the Subcontractor Bond Types screen. If your company does not use subcontractors, this field will be blank.

If you identified a vendor as a subcontractor in the Vendor User Flow screen (Accounting\Maintain\Vendors), you chose a date to use for comparison with the insurance and/or bond coverage dates. Two of the possible choices are tied to A/P processing: the invoice date and the payment selection date. The third choice is invoice period of performance. When you choose the invoice period of performance date, you can enter the date here, or the system (today's) date will default. If the subcontractor was not covered during this time, the system will display a warning before it allows payment of any invoices.

If a vendor has been identified as a "Pay When Paid" vendor (you selected the Pay When Paid checkbox in the Defaults tab of the Vendor User Flow screen (Accounting\Maintain\Vendors)) and the project charged is also identified as a "Pay When Paid" billing project, a "Y" will display in this field. This voucher cannot be paid until the vouchered costs are billed and fully paid.

If there is no "Pay When Paid" status, "N" (No) will display.

You can use the Header Info tab of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers) and the Enter PO Vouchers (Accounting\Transactions\Vouchers) screen to assign "Pay When Paid" status to vouchers on an individual basis as long as the project charged on the voucher is also designated as a "Pay When Paid" project.

This field displays the notes that you entered in the Header Info tab of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers).

In the Header Info tab, you can enter description text for the voucher header up to 254 characters. Once you post the voucher, the description displays in this field.

This field displays the document location. When you enter vouchers, you can scan documents and save them to the location displayed here.

This field displays a "Y" or "N," indicating whether or not you selected the Print Notes on Check checkbox in the Notes/Doc Loc tab of the Enter A/P Vouchers screen (Accounting\Transactions\Vouchers).

If a "Y" displays in this field, you can print notes on blank laser checks.

This field displays the vendor ID.

This field displays the vendor name.

This field displays the vendor location that you assigned to the vendor in the Vendor User Flow screen (Accounting\Maintain\Vendors).

This field displays the description associated with the AP account/organization combination.

This field displays the fiscal year to which the voucher was posted.

This field displays the period to which the voucher was posted.

This field displays the subperiod to which the voucher was posted.

When vouchers are posted, they receive a posting sequence number.  This sequence number identifies how many times a voucher distribution is posted to the G/L within a given accounting period.

This field displays the name of the currency used to enter the voucher.

This field displays the currency code used to pay the voucher.

You originally linked the pay currency to a vendor in the Currencies subtask of the Vendor User Flow screen (Accounting\Maintain\Vendors). You can change the pay currency in the Exchange Rates subtask of either the Enter AP Vouchers screen (Accounting\Transactions\Vouchers) or the Enter PO Vouchers screen (Accounting\Transactions\Vouchers).

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

This field displays the date on which the voucher was entered .

This field displays the terms of payment of the voucher. The terms of payment default from the Vendor User Flow screen (Accounting\Maintain\Vendors) but they can be changed until you post the voucher.