Header Info Tab

Use this tab on the Manage Purchase Order Vouchers screen to establish information that pertains to the entire purchase order voucher.

Complete the fields on this tab whenever you add a purchase order voucher and update the fields whenever you need to make changes. You can use this tab at any time during voucher entry.

Invoice

Field	Description
Number	Enter an invoice number. When you save this screen, Costpoint performs a validation to check whether there is already a vendor with this invoice number in either the Voucher Header History table or the Voucher Header table. 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 may continue with the entered invoice number or enter a unique invoice number. If the invoice number 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 you can enter data in another field. For Subcontractor Management, this field is the subcontractor's invoice number. You can edit this field for new invoice but not for previously saved ones.
Date	Enter, or click to select, the vendor invoice date. Costpoint defaults this date from the previous voucher or uses the system date. This date is used, along with the Terms, to calculate the Date fields in both the Due and Discount group boxes. For Subcontractor Management, this field is the subcontractor's invoice date. You can edit this field for new invoice but not for previously saved ones.
Amount	Enter the amount of this invoice. Before you can save the voucher, the Remaining Bal must be zero. The remaining balance is the invoice amount minus the Total Before Discount Amount for all lines.
Original Voucher	If the PO voucher has been reversed, this non-editable field displays the original voucher number before reversal. Note: Vouchers reversed prior to Costpoint 8.0 do not have their original voucher number stored. Original voucher numbers will only be stored for vouchers that you reverse in Costpoint 8.0 or later versions.

Discount

The fields in this group box display the information used to calculate any discounts to be applied to this voucher.

• Use the Recalculate header discount amount option to adjust the header discount amount to equal the sum of the voucher lines discount. This does not recalculate the discount rate.
• Use the Recalculate line discount amounts option to adjust the line discount amounts (if applicable) to synchronize with the header discount amount.

Field	Description
Percent	The discount percentage defaults from the vendor terms selected; you can change the percentage if necessary. Costpoint applies this percentage to the Invoice Amount to calculate the Discount Amount. Any change to the default percentage recalculate the Discount Amount and the total amount for all voucher lines.
Date	Costpoint automatically calculates the discount date. The calculation is based on the Invoice Date and the terms specified. You can change this date if necessary.
Amount	Costpoint calculates the discount amount by applying the vendor terms to the Invoice Amount, but you can change this amount if necessary. Any change to the default amount recalculate the Discount Percent and the total amount for all voucher lines. The calculation is Invoice Amount multiplied by the Discount Percent.

Account Descriptions

The fields in this group box contain the accounts payable and cash account descriptions used for the general ledger postings of this voucher.

Field	Description
A/P	Enter, or click to select, the Accounts Payable account against which this voucher is applied. The associated account must be an active Accounts Payable account. It must allow charging for the fiscal year, period, and subperiod of this voucher, and it cannot be a summary account. The Accounts Payable account defaults from the Defaults tab of the Manage Vendor screen. You can change the account.
Cash	Enter, or click to select, the cash account against which this voucher will be applied. The associated account must be an active cash account. It must allow charging for the fiscal year, period, and subperiod of this voucher, and it cannot be a summary account. The cash account defaults from the Defaults tab of the Manage Vendors screen. You can change the account.

Due

The fields in this group box display the due date and net amount due for this voucher.

Field	Description
Date	Costpoint automatically calculates the due date. The calculation is based on the Invoice Date and the terms specified. You can change this date if necessary. If you change this date, Costpoint displays a prompt asking if you want to continue calculating the due date based on the vendor terms for future vouchers in this session or always default to the due date of the previous voucher.
Amount	Costpoint automatically calculates the due amount. The calculation is Invoice Amount minus Discount Amount. You cannot edit this field.

Default Receiving Info

Use the fields in this group box to enter the default information for the receipt associated with this purchase order voucher. You enter Purchase Order receipt information on the Manage Purchase Order Receipts screen. Enter the packing slip ID and or receipt ID to calculate the discount and due date based on the receipt date.

Field	Description
Packing Slip	Enter, or click to select, a default packing slip for the purchase order receipt associated with this voucher.
Receipt ID	Enter, or click to select, a default receipt associated with this voucher. If this receipt already exists in Costpoint, it will be the first one Costpoint matches automatically if you are matching receipts.
Material Handler	Enter, or click to select, the default material handle for any receipts that will be associated with the invoice. This is the employee ID of the material handler that will be used to automatically create receipt header and lines when an invoice for a 3-way match PO line is approved.
Warehouse	Enter, or click to select, a valid default inventory warehouse for the purchase order receipt associated with this voucher. You can use a warehouse only if you have Inventory. If you enter a warehouse, it must already be established on the Manage Warehouses screen.
Total Sales/VAT	Costpoint automatically calculates the total sales tax or Value Added Tax (VAT) for this voucher. The calculation is as follows: sales/VAT tax amount for all voucher lines plus sales/VAT line charge tax amount for all voucher lines. This field is non-editable.
Remaining Bal	Costpoint automatically calculates the remaining balance for this voucher. The calculation is as follows: invoice amount minus the sum of all voucher lines total before discount amount. You cannot save the voucher until this field displays a zero. If you try to save when they do not balance, Costpoint gives you the ability to change the invoice amount to make it equal to the total before discount amount for all voucher lines. To do this, go to the Actions tab and select the Adjust Header Invoice Amount check box. This allows you to reset the invoice amount on the header to the sum of the voucher line amounts. This field is non-editable.
Unvouchered PO Bal	Costpoint calculates the unvouchered purchase order balance. The calculation is purchase order total amount minus the sum of all vouchers' invoice amount.  This field is non-editable.