Header Info Tab

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

This screen contains information used for the voucher, but the fields that you can edit are either seldom changed from the default, or are not required for voucher processing.

Invoice

Use the fields in this group box to enter information specific to the voucher being entered. This information should come from the vendor invoice that is being entered.

Field	Description
Number	Enter the vendor invoice number. If the invoice number already exists and the Allow Duplicate Invoice Numbers check box is selected on the Configure Accounts Payable Voucher Settings screen, a warning message displays. You can continue with the entered invoice number or enter a unique invoice number. If the invoice number already exists and the Allow Duplicate Invoice Numbers check box is cleared on the Configure Accounts Payable Voucher Settings screen, an error message displays. You must enter a unique invoice number before the record can be saved. Note: For A/P Vouchers that were automatically created for Inter-Company Work Orders (IWO), this field will show the invoice number with the format: IW<IWO Project ID><sequential number for multiple projects if applicable>
Date	By default, this field displays today's date (Costpoint date). To specify a different date, enter a new date in the format MM/ DD/YYYY or use the Calendar lookup. If you change this date to blanks, Costpoint does not calculate the Discount Date or the Due Date.
Amount	Enter the invoice amount. The total amount for all the lines in the voucher detail, before discounts but including sales tax, must be the same as the invoice amount. You can also enter a zero invoice amount.

Discount

Field	Description
Percent	This field displays the discount percentage associated with the Terms field. You can change this percentage. Costpoint applies this percentage to the Invoice Amount to calculate the Discount Amount. You set terms for each vendor on the Manage Vendor screen. Note: There are no discounts for A/P Vouchers that were automatically created for Inter-Company Work Orders.
Date	Costpoint calculates this date using the settings in the Terms and Invoice Date fields. You can enter a new date or use the Calendar lookup to select a different date.
Amount	Costpoint calculates this amount by applying the percent in the Discount Percent field to the amount in the InvoiceAmount field. You can change this amount.

Account Descriptions

Field	Description
A/P	This field displays the default Accounts Payable account for the selected vendor. To change the account, enter, or click to select, an Accounts Payable account.
Cash	This field displays the default cash account for the selected vendor. To change the account, enter, or click to select, an Accounts Payable account.

Due

Field	Description
Date	Costpoint calculates this date using the vendor's terms. If you change this date, Costpoint displays a prompt asking if you want to continue calculating the due date based on vendor terms for future vouchers in the session or always default to the due date on the previous voucher. To change this date after the voucher has been posted, use the Edit Voucher Payment Status screen. This field is required because the due date is used on the Aging Report to keep track of the voucher. If you remove the date from the Invoice Date field, Costpoint automatically removes the date in the Due Date field and you must specify a new due date. You cannot save this screen without specifying a due date.
Amount	Costpoint calculates the Due Amount by subtracting the Discount Amount from the Invoice Amount. This field is non-editable. Sample Terms Setup: Disc. % Disc. Days Date of Invoice Days Method Day of Month Rangeof Days Day Due Curr/Next 1% 10 30 15 1st to 15th 16th to 31st 20th 5th Curr Next Example of Calculation Based on Terms: Invoice Date = 8/14 Invoice Amount = 1,000.00 Days Method  Day of Month Range of Days Calculated Discount Date 8/24 8/24 8/24 Discount Amount 10.00 10.00 10.00 Due Date 9/13 8/15 8/20 Due Amount 990.00 990.00 990.00
Voucher Type	This non-editable field displays the type of voucher entered.
Voucher Line Distribution Recalculation Method	From the drop-down list, select the method by which Costpoint calculates voucher lines: Recalculate Cost Recalculate Percent
Recalculate	Click this button to recalculate the voucher line distribution.
When Calculated Sales Tax is Changed	From the drop-down list, select whether Costpoint should recalculate the total before discount or recalculate the costs of the voucher lines when the calculated sales tax is overridden. Valid choices are: Recalculate Tot Before Disc: Use this to keep current cost amount and recalculate the total amount before discount. Recalculate Cost: Use this to keep total before discount amount and recalculate the cost. If the Sales/Use Tax Amount is zero and the cost amount has changed, the Sales/Use Tax is recalculated. If the Taxability changes, the amounts are recalculated and fields will be blank as necessary as follows: If the line distribution has changed to Non-taxable (N), the Sales/Use Tax amount will be zero and the tax code will be cleared. If the line distribution has changed to Use/Reverse taxable (U), any Sales Tax amount or recovery amount will be zero, and the Use Tax amount will be calculated. If the line distribution has changed to Sales/VAT taxable (S), any Use Tax amount will be zero, and the Sales Tax/Recovery amount will be calculated. If the Tax code changes, the Sales/Use Tax is recalculated.
Recalculate	Click this button to recalculate the line distribution when the calculated Sales Tax has changed.
Total Tax	This field displays the total of the Sales/VAT Tax Amt column from the table window. Costpoint calculates the sales tax amounts by using the sales tax rate for the voucher lines. Occasionally, rounding errors can occur that may require you to adjust a voucher line to correct the difference between the calculated amount and the amount on the invoice. This non-editable field is provided to allow you to see at a glance if the sales tax calculation ties to your invoice, or if there is a rounding error that requires correction. When you save, Costpoint checks the sales tax amount for rounding errors and, if necessary, displays a prompt asking if the difference should be applied to one of these lines. If you click Yes, Costpoint adds the rounding error to the first line of the voucher. You also have the option of updating it manually.
Remaining Balance	Remaining Balance shows the undistributed invoice amount for individual line items in the voucher detail. Costpoint calculates the amount for this non-editable field by adding the amounts in the Cost Amount and Sales/VAT Tax Amount fields, for all line items in the voucher detail, and then subtracting the total from the Invoice Amount in the voucher header.