Account Distribution Subtask
Use this subtask of the Manage Purchase Order Vouchers screen to allocate the voucher line costs to various accounts, organizations, and projects.
It also allows for multiple Ref No 1 and Ref No 2 charges.
You can change the allocation from the purchase order, if necessary, provided that you selected the Charge Code Change check box on the Configure Purchase Order Voucher Settings screen. If this check box is left blank, the subtask is non-editable for voucher lines that are associated with purchase order lines.
When you enter a purchase order voucher on the main screen, if a project is linked to a lien waiver document code on the Manage Project Waiver Information screen, Costpoint validates that there are no additional projects for the voucher, and that the project is linked to the pay vendor. Costpoint displays an error message if there is a lien waiver document for more than one project for this voucher.
You can access this subtask whenever you need to add or view account, organization, and project information for the voucher line.
Table Window
If the Charge Code Change check box is selected on the Configure Purchase Order Voucher Settings screen, you can maintain the selected voucher line's account distribution information in this table window. If the Charge Code Change check box is cleared, all fields in this table window are disabled and you cannot add new lines.
| Field | Description |
|---|---|
| Account | This field displays the account assigned to this purchase order line on the Account Distribution subtask of the Manage Purchase Orders screen. The account must be active, cannot be a summary account, and must allow charging for this voucher's fiscal year, period, and subperiod. This account is debited when voucher distribution is posted for this voucher. |
| Acct Name | This non-editable field displays the name of the account selected. |
| Organization | This field displays the organization assigned to this purchase order line on the Account Distribution subtask of the Manage Purchase Orders screen. The organization must be active. It must also be a valid organization/account combination that allows charging for this voucher's fiscal year, period, and subperiod. This organization is debited when voucher distribution is posted for this voucher. |
| Org Name | This non-editable field displays the name of the organization selected. |
| Project | This field displays the project assigned to this purchase order line on the Account Distribution subtask of the Manage Purchase Orders screen. The project must be active. This project will be debited when voucher distribution is posted for this voucher. |
| Proj Name | This non-editable field displays the name of the project selected. |
| Allocation | This field displays the allocation percentage assigned to this purchase order line account/organization/project combination on the Account Distribution subtask of the Manage Purchase Orders screen. |
| Total Before Discount Amount | Costpoint automatically calculates the total before discount amount allocated to each account distribution line. The calculation follows: Total Before Discount Amount (from the main screen - voucher line) times Allocation Percentage. You can change this amount. |
| Discount Amount | Costpoint automatically calculates the discount amount allocated to each account distribution line. The calculation follows: Discount Amount (from the main screen - voucher line) times Allocation Percentage. You can change this amount. |
| Total Amount | Costpoint automatically calculates the total amount allocated to each account distribution line. The calculation follows: Total Amount (from the main screen - voucher line) times Allocation Percentage. You can change this amount. |
| Use/Reverse Tax Amount | This non-editable field displays the Line Charge Use/Reverse Tax Amt plus Use/Reverse Tax Amount for the selected voucher line. |
| 1099 | Whether or not this check box is selected is determined by whether or not you selected the Print 1099 Form checkbox for this vendor in the 1099s group box on the Header tab of the Manage Vendor screen. If the Print 1099 Form checkbox is selected and a Type is entered for this vendor, this checkbox defaults as selected and the 1099 Type field is automatically populated. Both the 1099 checkbox and 1099 Type field in this table window are null if they are not selected for the vendor via the Vendor User Flow screen. You can manually change both fields regardless of their settings. When the voucher is paid, the lines that have this check box selected are used in the calculation of the 1099 payments for this vendor. |
| Org Abbrev | This field displays the organization abbreviation assigned to this purchase order line on the Account Distribution subtask of the Manage Purchase Orders screen. Changing the organization abbreviation automatically changes the organization, and vice versa. |
| Proj Abbrev | This field displays the project abbreviation assigned to this purchase order line on the Account Distribution subtask of the Manage Purchase Orders screen. Changing the project abbreviation automatically changes the project, and vice versa. |
| Proj Acct Abbrev | Enter, or click |
| Ref 1, Name | This field displays the Ref 1 assigned to this purchase order line on the Account Distribution subtask of the Manage Purchase Orders screen. |
| Ref 2, Name | This field displays the Ref 2 assigned to this purchase order line on the Account Distribution subtask of the Manage Purchase Orders screen. |
| Template | This field displays the number of the template voucher from which the recurred voucher was created. |
| Template Revision | This field displays the revision number of the template. |
| VAT Recovery Amt | This field displays the Value Added Tax (VAT) recovery amount, if any. |
| 1099 Type | If you selected the 1099 checkbox for the record, enter, or click If the Print 1099 Form checkbox is selected and aType is selected for this vendor on the Header tab of the Manage Vendors screen, this field defaults with the Type. You can change this field. |
| Sales/VAT Tax Amount | Enter the Sales/VAT Tax amount. |
| Trans Curr | This field displays the transaction currency of this voucher. |
| Unallocated Amount | Costpoint automatically calculates an unallocated amount. You cannot save the account distribution unless this amount is zero. The calculation follows: Total Before Discount (from the header portion of this subtask) minus Total Before Discount Amount (for all account distribution lines). This field is non-editable. |
| Load Accounts | Click this button to load the account distribution from the purchase order line accounts. |
| Recalculate TBD Amts | Click this button to recalculate the account distribution total before discount amounts from the line amount. Costpoint calculates as follows: Invoice Extended Amount plus Line Charge Cost Amount. |
| Recalc Use Tax | Click this button to recalculate the account distribution use tax amounts from the line amount. |
| Load Default Account | Click this button to load the default account. |
to select, a valid project account code for a project number.