Costpoint Online Help

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Set Up the Pay-When-Paid Functionality

The pay-when-paid function uses Projects, Billing, Accounts Payable, and Accounts Receivable.

Note: Deltek recommends that you meet with the employees of your company that are responsible for these sections to ensure that the pay-when-paid functions work together correctly.

To set up the pay-when-paid functionality:

  1. Begin with the Manage Project Account Groups screen. Review settings to ensure that the project account that will be used in your customer bill was selected as either labor or non-labor.

    Labor and non-labor items allow the account information to be stored in the Open Billing Detail table.

  2. On the Manage Project User Flow screen, retrieve the project that you will use for your pay-when-paid bill.
  3. Select the Billable Project check box for this project.
  4. The Manage Project Billing Information screen shows which customer(s) will be billed on the project.
  5. On the Other Info tab of this screen, select the Pay When Paid check box for this project.
  6. For Accounts Payable vendors that are subject to pay-when-paid, go to the Defaults tab of the Manage Vendor screen and select the Pay When Paid check box.

    This will not set previous vouchers for this vendor to pay-when-paid status, but vouchers entered after you update this screen will default to pay-when-paid status. Individual vouchers for a pay-when-paid vendor can be disabled for pay-when-paid status by clearing the Pay When Paid check box on the Details tab of the Manage Accounts Payable Vouchers screen. To review the pay-when-paid status of all your vendors, print a report from the Print Vendor Information Reports screen.

  7. On the Manage Accounts Payable Vouchers screen, enter and post an Accounts Payable voucher for the vendor.
  8. Select the Pay When Paid check box on the Details tab of this screen.

    At least one line of this voucher must contain a billable project that is flagged as pay-when-paid. (To enter any non-pay-when-paid items for this vendor, use a different voucher number and clear the Pay When Paid check box.)

  9. To review the pay-when-paid status of a voucher, go to the Edit Voucher Payment Status screen and retrieve the payable information for your pay-when-paid vendor (or A/P account).

    On the Pay When Paid subtask, review the pay-when-paid item(s). If the subtask is not available, there are no pay-when-paid transactions for this vendor or Accounts Payable Account.

  10. When preparing to pay your Accounts Payable vouchers, first run the Update Pay When Paid Voucher History screen to retrieve voucher information from the Billing and Accounts Receivable modules.

    You must then select Validate Pay When Paid from the Process drop-down list on the Select Vouchers for Payment screen and run this process before actually selecting vouchers. This process updates the status of pay-when-paid items have been billed and fully settled from PAYWPD to HOLD so they can be selected for payment. Then, select vouchers for payment via the Select Vouchers for Payment screen.

  11. Run the Update Pay When Paid Voucher History screen before the Select Vouchers procedure each time that you prepare Accounts Payable payments.

    The Update Pay When Paid Voucher history process goes to Billing and Accounts Payable to see whether the pay-when-paid vouchers have been billed. It also looks in Cash Receipts to determine whether any invoice that has pay-when-paid vouchers has received any posted cash payments.

  12. After a pay-when-paid voucher is billed (the total amount of the pay-when-paid voucher) and these bills are paid in total (via the Post Cash Receipts screen in Accounts Receivable), you can select the pay-when-paid voucher for payment.

    The Select Vouchers for Payment screen then includes all vouchers on Hold that meet the criteria you entered for payment.

    Note: Any partial payments made to your pay-when-paid bill will not release the Accounts Payable voucher, but you can override the pay-when-paid function on the Edit Voucher Payment Status screen by changing the Status field to PAY. Costpoint issues a warning when you save, but you can override the pay-when-paid function.