Costpoint Online Help

Using the Help Search
Using the Help Search
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Post Vouchers

Use this screen to post all approved vouchers to the General Ledger and Accounts Payable history tables.

The Accounts Payable history tables include the Open Accounts Payable table and the Vendor History tables.

After you post vouchers, they are removed from the Voucher tables and are no longer accessible through the Manage Accounts Payable Vouchers screen or the Manage Purchase Order Vouchers screen.

You cannot edit posted vouchers but you can view them on the following screens:

  • View unpaid posted vouchers on the Edit Voucher Payment Status screen.
  • View both paid and unpaid posted vouchers on the View Vendor History Inquiry screen.

If you entered a zero amount voucher (or vouchers) on the Manage Accounts Payable Vouchers screen, you can use this screen to process a zero amount vendor payment. This eliminates the outstanding vouchers from the Open Accounts Payable Report.

If you entered a voucher with sales tax on the Manage Accounts Payable Vouchers screen and deactivated the sales tax account for that voucher, Costpoint will still post to the deactivated account when you post that voucher.

Use the options in the Options block to select which records you will post.

Each Selection range works in conjunction with all the others on the screen. For example, if you specify an Accounts Payable voucher type and identify a range of user IDs, only those vouchers entered on the Manage Accounts Payable Vouchers screen by the users specified are posted. Any vouchers entered by the specified users on the Manage Purchase Order Vouchers screen are not posted. In other words, the voucher must meet both selection criteria established in this screen. Because of this, you can be very specific about which vouchers to post.

This screen also checks the project's account group functions.

  • You set up the account group for the project on the Manage Project User Flow screen.
  • You assign the account functions to the account group on the Manage Project Account Groups screen.

In order for a transaction to be copied to the Open Billing Detail table, one of the project account group's functions must be either Labor or Non-Labor.

Run this process to post vouchers after the vouchers have been reviewed for errors and approved. You cannot edit the vouchers after they are posted to the General Ledger and Accounts Payable tables.

Reconciliation

After you post the vouchers, they are recorded concurrently in the Open Accounts Payable files and the General Ledger. The entry made by the posting is:

  • A debit to the expense accounts entered on the voucher and
  • A credit to the A/P Account/Organization/Ref1/Ref2 combination assigned to the voucher.

See Reconciliation of A/P to G/L for more information.