Contents of the Post Vouchers Screen
Use the fields and options to configure the Post Vouchers screen.
Identification
Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.
Field | Description |
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Parameter ID |
Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY. When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults. |
Description |
Enter, or click to select, a parameter description of up to 30 alphanumeric characters. |
Selection Ranges
Period to Post
Each voucher, when entered, was assigned to a fiscal year, period, and subperiod. Use the drop-down lists to specify the fiscal year, period, and starting and ending subperiods that you want to post. Any voucher assigned to the fiscal year, period, and range of subperiods you specify here is included in the posting.
Field | Description |
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Options |
From the drop-down list, select one of the following settings:
|
Start Fiscal Year |
Enter, or click to select, the fiscal year of the vouchers to post. |
Start Period |
Enter, or click to select, the period of the vouchers to post. |
Start Subperiod |
Enter, or click to select, the starting subperiod of the vouchers to post. The adjacent field displays the starting date based on the fiscal year, period, and subperiod that you selected. |
End Subperiod |
Enter, or click to select, the ending subperiod of the vouchers to post. The adjacent field displays the ending date based on the fiscal year, period, and subperiod that you selected. |
A/P Account
Field | Description |
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Option |
Use this option to select the range of Accounts Payable accounts to be included. Valid options are:
|
Start |
Enter, or click to select, the starting Accounts Payable account for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive. |
End |
Enter, or click to select, the ending Accounts Payable account for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive. Note: Any voucher assigned to the Accounts Payable account(s) that you specify here is included in the posting, provided that it meets the criteria specified in the other
Selection Ranges rows. If the default is used, the vouchers for all the Accounts Payable accounts are posted if they meet the other selection criteria.
|
Organization
Field | Description |
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Option |
Use this drop-down list to select the range of organizations to be included. Valid options are:
|
Start |
Enter, or click to select, the starting organization for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive. |
End |
Enter, or click to select, the ending organization for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive. Note: Any voucher assigned to the organization(s) you specify here is included in the posting, provided that it meets the criteria specified in the other
Selection Ranges rows. If the default is used, the vouchers for all the organization(s) are posted if they meet the other selection criteria.
|
User
Field | Description |
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Option |
Use this drop-down list to select the range of user IDs to be included. Valid options are:
|
Start |
Enter, or click to select, the starting user ID for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive. |
End |
Enter, or click to select, the ending user ID for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive. Note: Any voucher entered by the user ID(s) you specify here is included in the posting, provided that it meets the criteria specified in the other
Selection Ranges rows. If the default is used, the vouchers for all the users are posted if they meet the other selection criteria.
|
Vendor
Field | Description |
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Option |
Use this drop-down list to select the range of vendors to be included. Valid options are:
|
Start |
Enter, or click to select, the starting vendor for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive. |
End |
Enter, or click to select, the ending vendor for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive. Note: Any voucher assigned to the vendor you specify here is included in the posting, provided that it meets the criteria specified in the other
Selection Ranges rows. If the default is used, the vouchers for all the vendors are posted if they meet the other select criteria.
|
Voucher No
Field | Description |
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Option |
Use this drop-down list to select the range of vouchers to be included. Valid options are:
|
Start |
Enter, or click to select, the starting voucher for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive. |
End |
Enter, or click to select, the ending voucher for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive. Note: Any voucher included in the range you specify here is included in the posting, provided that it meets the criteria specified in the other
Selection Ranges rows. If the default is used, all the vouchers are posted if they meet the other selection criteria.
|
Options
Select Voucher Type
Select the type(s) of vouchers to include in the posting. Costpoint uses your settings in this group box in conjunction with your settings for the other Selection Ranges rows to determine which vouchers are posted.
To select a voucher type to be included in the posting, select the check box for that type. You can post all five types at once, a single type, or any combination:
- Accounts Payable: Vouchers entered on the Manage Accounts Payable Vouchers screen that are not recurring vouchers.
- Purchase Order: Vouchers entered on the Manage Purchase Order Vouchers screen.
- Payroll: Vouchers created via Payroll.
- Recurring: Vouchers designated by the Recurred Voucher option on the Recur tab of the Manage Accounts Payable Vouchers screen.
- TE - Expense: Vouchers that were entered on the Manage Accounts Payable Vouchers screen or created by importing expense reports into Costpoint through the Import TE Expenses/Advances screen.
- TE - Advance: Vouchers that were created by importing advances into Costpoint through the Import TE Expenses/Advances screen.
Field | Description |
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Post Vouchers |
Click the arrow to the right of and select this option to post the approved vouchers you selected to the General Ledger and Accounts Payable files. |
Print/Post Vouchers |
Click the arrow to the right of and select this option to print the approved vouchers you selected and then immediately post them to the General Ledger and Accounts Payable files. |