Costpoint Online Help

Using the Help Search

Details Tab

Use this tab on the Manage Accounts Payable Vouchers screen at any time during voucher entry.

This tab contains information used for the voucher, but the fields are either seldom changed from the default or are not required for voucher processing.

If you want to produce an Accounts Payable voucher with only VAT (Value Added Tax) amounts on it, see Accounts Payable Voucher With VAT Amount for guidelines.

VAT Info

Field	Description
Tax ID	Enter, or click to select, the tax identifier for this vendor's VAT. The only items available via lookup are those entered for the vendor on the VAT Info subtask of the Manage Vendors screen.
Taxing Date	Costpoint uses this date as the reference date for VAT transactions. The default taxing date is the date the voucher is entered, but can be the receipt date for goods purchased. This field is applicable only to certain tax situations.
Tax Location	This field displays the tax location. The tax location is linked to the Tax ID and was entered on the VAT Info subtask of the Manage Vendors screen.

Retainage

Field	Description
Rate	Enter the retainage rate for this voucher. To pay the voucher in full, enter a rate of zero.
Amount	This field displays the percentage of the voucher being paid.

Reference Only

Field	Description
PO	If you are not using Purchasing, you can enter a purchase order number relating to this voucher as a reference only. The purchase order number that you enter does not affect the calculation of commitments.
PO Release	If you are not using Purchasing, you can enter a purchase order release number for the purchase order relating to this voucher as a reference only. The purchase order release number that you enter does not affect the calculation of commitments.

Recurred Vchr Info

Field	Description
Recurred Voucher	This non-editable check box is selected automatically for all recurring vouchers when you run the Create Recurring Accounts Payable Vouchers process. When you save a regular voucher or a template, this check box remains cleared. See Recurring Vouchers for related information.
Template	This field displays the voucher number of the template voucher from which the recurred voucher was created.
Hold Voucher	Select this check box to place this voucher on hold. Vouchers on hold can neither be posted nor paid.
Pay When Paid	Select this option to place all vouchers from a chosen vendor on hold until the vouchers are billed and you are paid. This check box is not enabled until the vendor has been designated as a pay-when-paid vendor on the Manage Vendor screen. If you want to make a voucher with the status of Pay When Paid on this tab but the check box is unavailable, go to the Defaults tab of the Manage Vendors screen and make sure that the Pay When Paid check box is selected. If the Pay When Paid check box on the Defaults tab of the Manage Vendors screen is selected, the vendor will have the Pay When Paid check box on the voucher selected by default. If necessary, you can clear this box as needed. If the Pay When Paid check box on the Defaults tab of the Manage Vendors screen is not selected, the vouchers for that vendor cannot be Pay When Paid, and the check box on this tab is disabled. In addition, a project in one voucher line must be set up for Pay When Paid. A vendor designated as a pay-when paid-vendor must also have a billable project assigned to the voucher item. See Pay When Paid Items for related information.
Over Budget	Select this option to place disallowed transactions on "over budget" status. A check mark in this box identifies a transaction that, if posted, will cause you to exceed the line item ceiling placed on the project. If any line on this transaction causes an overrun on a line item ceiling, the entire voucher is flagged as over budget.
Separate Check	Select this option to have Costpoint print a separate check for each voucher entered.
Expense Report ID/Advance ID	This editable field displays the ID of the expense report or advance ID. The label of this field changes accordingly. You can manually enter an expense report ID, which creates a Travel Expense (TE) voucher, but a Travel Advance voucher can only be imported from Deltek Time & Expense through the Import TE Expenses/Advances application. Note: If you manually enter an expense report ID, Costpoint displays a warning message alerting you that the voucher type will be changed from an Accounts Payable voucher to a TE voucher. Also, the Vendor Labor, Check, and Recur subtasks become unavailable.
CIS Code	Enter, or click the drop-down list to select, a valid CIS code. You set up these codes on the Manage Construction Industry Scheme Codes screen. Note: If you change an existing CIS code to a blank or to a different code that has a withholding rate of zero, Costpoint displays a warning message. Changing an existing CIS code to a blank results in a cleared check box in the CIS W/H and CIS Rpt columns in the table window on the main screen.
Anticipated Pay Date	Use this field to keep track of scheduled payment dates. When you enter the Accounts Payable voucher, the Anticipated Pay Date field defaults to the value in the Due Date field that was entered or calculated by Costpoint. You can change the Anticipated Pay Date on this screen or the Edit Voucher Payment Status screen at any time before paying the voucher.
Approver	This field displays the identifier of the approver.

Entry Info

Field	Description
User/Date	These fields display the User ID and Date and cannot be edited anywhere on the voucher. User ID identifies the person who logged into Costpoint and Date is Costpoint date.

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Details Tab

Use this tab on the Manage Accounts Payable Vouchers screen at any time during voucher entry.

This tab contains information used for the voucher, but the fields are either seldom changed from the default or are not required for voucher processing.

If you want to produce an Accounts Payable voucher with only VAT (Value Added Tax) amounts on it, see Accounts Payable Voucher With VAT Amount for guidelines.

VAT Info

Field	Description
Tax ID	Enter, or click to select, the tax identifier for this vendor's VAT. The only items available via lookup are those entered for the vendor on the VAT Info subtask of the Manage Vendors screen.
Taxing Date	Costpoint uses this date as the reference date for VAT transactions. The default taxing date is the date the voucher is entered, but can be the receipt date for goods purchased. This field is applicable only to certain tax situations.
Tax Location	This field displays the tax location. The tax location is linked to the Tax ID and was entered on the VAT Info subtask of the Manage Vendors screen.

Retainage

Field	Description
Rate	Enter the retainage rate for this voucher. To pay the voucher in full, enter a rate of zero.
Amount	This field displays the percentage of the voucher being paid.

Reference Only

Field	Description
PO	If you are not using Purchasing, you can enter a purchase order number relating to this voucher as a reference only. The purchase order number that you enter does not affect the calculation of commitments.
PO Release	If you are not using Purchasing, you can enter a purchase order release number for the purchase order relating to this voucher as a reference only. The purchase order release number that you enter does not affect the calculation of commitments.

Recurred Vchr Info

Field	Description
Recurred Voucher	This non-editable check box is selected automatically for all recurring vouchers when you run the Create Recurring Accounts Payable Vouchers process. When you save a regular voucher or a template, this check box remains cleared. See Recurring Vouchers for related information.
Template	This field displays the voucher number of the template voucher from which the recurred voucher was created.
Hold Voucher	Select this check box to place this voucher on hold. Vouchers on hold can neither be posted nor paid.
Pay When Paid	Select this option to place all vouchers from a chosen vendor on hold until the vouchers are billed and you are paid. This check box is not enabled until the vendor has been designated as a pay-when-paid vendor on the Manage Vendor screen. If you want to make a voucher with the status of Pay When Paid on this tab but the check box is unavailable, go to the Defaults tab of the Manage Vendors screen and make sure that the Pay When Paid check box is selected. If the Pay When Paid check box on the Defaults tab of the Manage Vendors screen is selected, the vendor will have the Pay When Paid check box on the voucher selected by default. If necessary, you can clear this box as needed. If the Pay When Paid check box on the Defaults tab of the Manage Vendors screen is not selected, the vouchers for that vendor cannot be Pay When Paid, and the check box on this tab is disabled. In addition, a project in one voucher line must be set up for Pay When Paid. A vendor designated as a pay-when paid-vendor must also have a billable project assigned to the voucher item. See Pay When Paid Items for related information.
Over Budget	Select this option to place disallowed transactions on "over budget" status. A check mark in this box identifies a transaction that, if posted, will cause you to exceed the line item ceiling placed on the project. If any line on this transaction causes an overrun on a line item ceiling, the entire voucher is flagged as over budget.
Separate Check	Select this option to have Costpoint print a separate check for each voucher entered.
Expense Report ID/Advance ID	This editable field displays the ID of the expense report or advance ID. The label of this field changes accordingly. You can manually enter an expense report ID, which creates a Travel Expense (TE) voucher, but a Travel Advance voucher can only be imported from Deltek Time & Expense through the Import TE Expenses/Advances application. Note: If you manually enter an expense report ID, Costpoint displays a warning message alerting you that the voucher type will be changed from an Accounts Payable voucher to a TE voucher. Also, the Vendor Labor, Check, and Recur subtasks become unavailable.
CIS Code	Enter, or click the drop-down list to select, a valid CIS code. You set up these codes on the Manage Construction Industry Scheme Codes screen. Note: If you change an existing CIS code to a blank or to a different code that has a withholding rate of zero, Costpoint displays a warning message. Changing an existing CIS code to a blank results in a cleared check box in the CIS W/H and CIS Rpt columns in the table window on the main screen.
Anticipated Pay Date	Use this field to keep track of scheduled payment dates. When you enter the Accounts Payable voucher, the Anticipated Pay Date field defaults to the value in the Due Date field that was entered or calculated by Costpoint. You can change the Anticipated Pay Date on this screen or the Edit Voucher Payment Status screen at any time before paying the voucher.
Approver	This field displays the identifier of the approver.

Entry Info

Field	Description
User/Date	These fields display the User ID and Date and cannot be edited anywhere on the voucher. User ID identifies the person who logged into Costpoint and Date is Costpoint date.