Use this screen to do the following:
Approve/reject invoices created by a payer in Costpoint using the Create Subcontractor Invoices and Manage Subcontractor Invoices. This applies to invoices for Subcontractor Agreement or Subcontractor Agreement Release PO type. To help the you decide whether to approve or reject the invoice, the screen will display information for invoices submitted for approval by the payer. For invoices created by the payer, the supplier can choose to approve or add notes to the invoices. From fully approved invoices, vouchers will then be created and further changes will not be allowed for it based on the following settings:
If supplier approval is required, then when the payer creates the invoice and submits for approval, the supplier has to approve it using the Require Subcontractor Approval check box in Configure Subcontractor Management Settings or digital signature, whichever applies.
If supplier approval is not required, then when the payer creates the invoice, the Approved check box is automatically selected upon submission for approval.
If the invoice is created by the supplier, and the Require Subcontractor Approval check box is cleared, the supplier still needs to approve the invoice by selecting the Approved check box in order to submit it for further approval by the payer.
For invoices created by the supplier, the invoice will automatically be submitted to Costpoint Accounts Payable (AP) for approval, and if approved, it turns into a voucher for payment. For an invoice that has not been fully approved, and a supplier withdraws approval to a previously approved invoice by clearing the Approved check box in the Supplier Approval group box, the Approver and Date/Time fields will be blank, and the action will be recorded into the invoice approval history and an email will be sent to the payer.
Manually enter a new invoice directly or based on shipments made against the PO/lines. This applies to invoices for all PO types, except Subcontract Retainage PO, Blanket Order, GFM/GFE Order, and Subcontractor Agreement Blanket.
For PO type Subcontractor Agreement or Subcontractor Agreement Release, you need to enter the labor hours and labor rates manually, with labor hours being optional. New supplier invoice amounts will be used at nominal value and charged to the provided project/account/organization. Costpoint will not determine whether this amount is either regular or impermissible.
For PO type Purchase Order or Release Order, if you enter a PO/Release with a valid shipment number and clicked Autoload to load the PO line details, loaded shipped lines will be invoiced and cannot be deleted. For a PO line with delivery schedule lines associated with the PO/Release/PO line/Shipment, the invoice quantity is equal to the shipped quantity and will have a voucher header subcontractor Time and Expense (TE) indicator based on the shipment information. If you have not entered the shipment details, you can enter the invoice line quantity and it will be saved as invoice pending approval.
When you query manually entered invoices submitted for approval which have not been fully approved, you can make changes to the notes, and other fields as well as delete the invoice or invoice line. For fully approved invoices, you can only edit the notes and delete the invoice or invoice line.
Use the labor hours from Deltek Time & Expense, and automatically generate an invoice, with applicable sales/VAT tax, based on exported work assignments and timesheets by clicking Autoload. Costpoint creates invoices limited to the PO/Rlse entered on the screen, and applies the values from Time & Expense to invoices for Subcontractor Agreement or Subcontractor Agreement Release PO type. In order to avoid duplication of invoices for the same T&E row for a particular PO/PO release, Costpoint validates the records upon save and displays a message to alert the user. After autoload, the labor and expense information will be displayed on the invoice lines as well as the Vendor Labor and Vendor Expense Reports subtask. Records that were excluded will be displayed in the Expense Exclusions subtask. You can query subcontractor agreement invoices created through this process and perform the following:
Delete previously saved invoice and invoice line and Costpoint automatically updates all related tables with the quantity and amounts from the deleted row. Associated timesheet records will also be updated. When digital signature is enabled for the PO vendor associated with the invoice and digitally signed by the supplier, you can still withdraw the previous approval.
Modify the Supplier Approval information if the Digital Signature option is enabled for the PO vendor associated with the invoice, the Approved check box on the screen cannot be edited.
Query approved invoices of all PO types with vendor ID that matches the vendor ID on the company where the user is logged in.
If a new invoice results in the PO line being fully invoiced/vouchered, Costpoint updates the PO line status from Open to System Closed. This applies to updated PO line/invoiced quantity/amount, regardless of the approval status. If an update to the PO line results to the PO line not being fully invoiced/vouchered, the PO line status changes from System Closed to Open.
If an invoice approval creates a condition where both parties (payer/supplier) have approved the invoice, and the invoice vouchered, Costpoint updates the PO line status to System Closed, and make the PO line close date equal to the transaction date of the receipt associated with the autocreated invoice/voucher. A new invoice or update to an invoice will not impact the PO line status because this application does not create receipts, which happens when the invoice is fully approved.
If the digital signature option is enabled for the PO vendor associated with the invoice, the Approved check box cannot be edited. The approval will have to be done by using the digital signature menu options at the top of the screen.
This application ensures data security by matching the PO vendor ID with the vendor ID on the company where the user is logged in and will only display POs that pass the vendor ID validation. For organization security, the new screen will only show data from POs with a buyer’s organization ID that the user is authorized for based on the organization security profile linked to the organization security group associated with the user ID. Once this organization security has been established, Costpoint will display all PO lines/delivery lines regardless of rights to projects and organization rights at the account distribution level.
This application sends an email notification to the payer whenever a supplier approves an existing invoice, adds a note to an existing invoice, or modifies an invoice, and Invoice Email Notification is selected on the Configure Purchase Order Voucher Settings screen. Costpoint sends one email per invoice number/voucher number combination, and within the email is a link that takes payer approver to the Approve Subcontractor Invoices screen (for unappoved invoice) or the Manage Purchase Order Vouchers (for approved invoice). The email notification also contains the approval history for the invoice.
This field displays the invoice control number. The invoice control number is the unique identifier of the invoice. It must be unique by fiscal year across all invoices. After approval, this becomes the voucher number. For the new invoice you entered as a supplier or new invoice created based on Time & Expense data, this number is system assigned.
This field displays the accounting fiscal year in which this invoice will be posted. The value in this field is the fiscal year corresponding to the current date.
This field displays the accounting period in which this invoice will be posted. The value in this field is the period corresponding to the current date.
This field displays the accounting subperiod in which this invoice will be posted. The value in this field is the subperiod corresponding to the current date.
This field displays the transaction currency for the invoice. The value in this field is the PO header transaction currency code corresponding to the PO/Rlse.
This field displays the terms used for the invoice.
Enter, or click 
to select, the shipment number for which the invoice is being created. This field is only used to load the PO lines associated with the shipment into the voucher lines. This field is available for new invoices and will be unavailable for previously saved invoices.
Enter, or click to select, the purchase order associated with the invoice. For previously saved invoice, this field displays the subcontract purchase order associated with the invoice.
Enter, or click to select, the release number of the subcontract purchase order associated with the invoice. For previously saved invoice, this field displays the release number of the subcontract PO associated with the invoice.
This field is used to display the type of change order number associated with the PO/Release.
This field displays the type of PO associated with the PO/Release.
Enter the invoice number associated with the supplier invoice.
Enter, or click 
to select, the invoice date referenced in the supplier's invoice. The initial value of this field is the current date.
This field displays the sum of the invoice amounts of all the invoice lines. The initial value of this field is the sum of invoice amounts from all the invoice lines.
Click this button to load the voucher lines. The autoload function is applicable only to new invoices you entered as a supplier or new invoices created based on Time & Expense data. For manually entered invoice, the function loads the voucher lines based on PO lines. This loads PO lines with a status of Open, Closed, or System Closed. If a Shipment is entered in the header, only load PO lines linked to the shipment. For invoices created based on labor and expense information calculated from staging tables, the voucher lines are loaded.
This screen has the following tabs:
Invoice Approvals: Use this tab to create approval action on previously saved invoices created using the Create Subcontractor Invoices and Manage Subcontractor Invoices screens, invoices created by the supplier manually with or without shipment number, or created automatically on the Manage Invoices screen.
Details: Use this tab to display the invoice details.
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Subtask |
Description |
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Timesheet Information |
Click this link to display the timesheet information that has been exported from Deltek Time & Expense and stored in Costpoint staging tables. |
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Expense Information |
Click this link to display the expense information that has been exported from Time & Expense and stored in Costpoint staging tables. |
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Timesheet Exclusions |
Click this link to open the Timesheet Exclusions subtask. |
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Expense Exclusions |
Click this link to display expense rows that were excluded from the invoice. |
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Invoice Approval History |
Click this link to display a history of approval action changes made to the invoice by the supplier. |
The invoice line number is the Costpoint identifier for a line on the invoice. It is a sequential number assigned by Costpoint to track the line items of the subcontractor invoice. You can have an unlimited number of lines on an invoice. Costpoint increments this field automatically. As you insert or delete lines from the invoice, line numbers renumber sequentially.
Enter, or click to select, the purchase order line number against which you are invoicing. After you enter a purchase order line, existing purchase order and receipt information display on the invoice line. Leave this field blank if you are invoicing for miscellaneous costs not identified on the purchase order or work assignment.
This field displays the entered item of the purchase order line.
This field displays the entered item revision of the purchase order line.
Enter, or click to select, a valid miscellaneous charge type. The type must already be established on the Manage Line Charge Types screen. This indicates the type of charge that is being invoiced. Examples include freight, tooling, and training. You should enter and charge a miscellaneous type only when a purchase order line has not been entered, indicating that a miscellaneous charge is being invoiced. An invoice line against a purchase order line of type M has a miscellaneous type, but it cannot be changed.
The item description of the work assignment charge line entered displays in this field. If you have entered a purchase order line, this field cannot be changed. For miscellaneous lines that are not tied to the purchase order, you can enter a description of up to 30 alphanumeric characters.
This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the assembly part is subject to data security restrictions, as defined in the International Traffic in Arms Regulations or the Export Administration Regulations.
If enabled, this field displays one of the following values to indicate if the part you are accessing is subject to part data security restrictions and if you have the necessary authorization to access information for that part:
Unrestricted: This indicates that the part is not subject to data security restrictions.
Restricted: This indicates that the part is subject to data security restrictions and you are authorized to access detailed part information.
***UNAUTHORIZED***: This indicates that the part is subject to data security restrictions and you are not authorized to access or view part information. This value displays with a red background color.
The line type of the purchase order line entered displays in this field. The line type is based on the type of part that was ordered for this purchase order line. The Costpoint-defined types are:
P : This indicates that the item invoiced is a part that exists on the Manage Parts screen.
G: This indicates that the item invoiced is a good that exists on the Manage Goods screen.
S: This indicates that the item invoiced is a service that exists on the Manage Services screen.
M: This indicates that the item invoiced is a miscellaneous item. It is not a part, good, or service. The Item field is left blank and only a Description and a Misc Type display.
Enter, or click to select, the work assignment for the purchase order line for which this invoice line is being created.
This field displays the work assignment description.
Enter, or click to select, the work assignment charge line for the purchase order line for which this invoice line is being created.
Costpoint calculates the quantity to pay not vouchered automatically. It is the unvouchered quantity for this purchase order line. The calculation follows: Purchase order line Accepted Quantity plus purchase order line Rejected Quantity Pay minus purchase order line Vouchered Quantity indicated on the PO Voucher Lines subtask of the Approve Vouchers screen. This field cannot be edited.
Costpoint automatically calculates the amount to pay not vouchered. It is the unvouchered quantity for this purchase order line times the purchase order Unit Cost. The calculation follows: (purchase order line Accepted Quantity plus purchase order line Rejected Quantity Pay minus purchase order line Vouchered Quantity) times purchase order line Net Unit Cost from the Manage Purchase Orders screen. This field cannot be edited.
Enter the quantity, in ordering units of measure, being invoiced. This field is required when a purchase order line has been entered where the quantity ordered for that purchase order line is greater than zero. If the purchase order line for this invoice line had a zero quantity ordered, this field can be zero. If you enter a negative quantity on a three-way individual matched line, a warning displays if you attempt to leave the line without matching receipts on the Receipts subtask. After you load the Receipts subtask, all receipts for that purchase order line display, including those that have already been matched.
Enter the unit cost for the item being invoiced. This is the actual cost of one unit of the item. The net unit cost from the purchase order line will default, but it can be changed if necessary. If the purchase order line Ordered Quantity is zero, this field cannot be edited.
If the purchase order line does not have a quantity ordered, you must enter the amount being invoiced for this invoice line. If the Invoice Quantity is greater than zero, Costpoint calculates the invoice extended amount automatically. The calculation is Invoice Quantity times Invoice Unit Cost.
The amount of all line charges applied to this invoice line, through the Line Charges subtask, displays in this field and can only be maintained via the Line Charges subtask. This amount does not include any sales or use tax applied to the charge type. Charge type examples include freight, tooling, and training. These costs become part of the total cost of this invoice line.
Costpoint automatically calculates the total sales tax or VAT amount. The calculation follows: Sales/VAT Tax Amount plus Line Charge Sales/VAT Tax
Amount.
Costpoint automatically calculates the total amount. The calculation follows: Total After Discount Amount plus Total Sales/VAT Tax Amount plus Total Use/Reverse Tax Amt.
This field displays the vendor labor total hours.
This field displays vendor labor total amount.
Costpoint automatically calculates the total before discount amount. The calculation follows: Invoice Ext Amount plus Sales/VAT Tax Amount plus Line Charge Cost Amount plus Line Charge Sales/VAT Tax Amount. This field does not include any applicable use tax amounts and cannot be edited.
Costpoint automatically calculates the discount amount. The calculation follows: Total Before Discount Amt times the Percent field in the Discount group box from the Header Info tab. This field cannot be edited.
Costpoint automatically calculates the total after discount amount. The calculation is Total Before Discount Amt less Discount Amount.
This field displays the Quantity for this purchase order line, from the Manage Purchase Orders screen.
This field displays the U/M (unit of measure) for this purchase order line from the Manage Purchase Orders screen.
This field displays the Net Unit Cost for this purchase order line from the Manage Purchase Orders screen.
This field displays the Ext Cost Amount for this purchase order line from the Manage Purchase Orders screen.
This field displays the total received quantity for this purchase order line.
This field displays the total received amount for this purchase order line.
This field displays the total accepted quantity for this purchase order line.
This field displays the total accepted amount for this purchase order line.
The following Rejected Quantity and Rejected Amount fields are calculated based on the Rejected Quantity for the purchase order line and the rejection order/payment disposition value from one of the following screens in Receiving:
The Rej Order/Pmt Disposition field on the Manage Purchase Order Receipts screen
The Order/Pmt Disposition field on the Manage Vendor Returns screen
The Order/Pmt Disposition field on the Rejection Info subtask of the Manage Quality Control Inspections screen
The inventory abbreviation displays if a purchase order line was entered for an inventory part and the purchase order line had an inventory abbreviation. This field defaults from the purchase order line and cannot be edited.
This field displays the Desired Date from the Manage Purchase Orders screen for this purchase order line.
This field displays the Due Date from the Manage Purchase Orders screen for this purchase order line.
The type of matching required for this invoice line displays in this field and cannot be edited. The matching type was determined when the purchase order line was added, based on the type of item ordered. On the Configure Purchase Order Voucher Settings screen, each type of item (Goods, Services, Misc, or Parts) is assigned a match type:
2: This indicates that there will be two-way matching between the purchase order quantity and the invoice quantity.
3: This indicates that there will be three-way matching between the purchase order quantity, the accepted quantity, and the invoice quantity.
For miscellaneous purchase order lines, you can change the match type at the purchase order line.
This field displays the Status from the purchase order line on the Manage Purchase Orders screen. Possible values are:
C (Closed): This indicates that this line has been closed and no further processing will occur.
O (Open): This indicates that this line is open and ready for receipts and invoices to be entered against it.
S (System Closed): This indicates that this line has been closed by Costpoint, either fully received or fully vouchered, depending on the type of matching.
After you save the invoice, Costpoint updates this status on the purchase order line. (If the invoice is retrieved and viewed again, the status may have changed.)
This check box reflects the setting for the Voucher Received from the Manage Purchase Orders screen for this purchase order line. When this option is selected, receiving can be performed against this purchase order line on the Receipts subtask. If this option is cleared, receiving will not be allowed on this subtask.
The match option required for this invoice line displays in this field and cannot be edited. The match option was determined when the purchase order line was added, based on the type of item ordered. On the Configure Purchase Order Voucher Settings screen, each type of item (Goods, Services, Misc, or Parts) has been assigned a match option:
INDIV (Individual): This indicates that the invoice quantities will be matched against individual receipt accepted quantities.
TOTAL (Total): This indicates that the invoice quantities will be matched against the total purchase order line accepted quantity.
This match option applies only to the three-way match type. For the two-way match type, the match option is always TOTAL. For miscellaneous purchase order lines, you can change the match option at the purchase order line.
This field displays the Manufacturer Part from the Manage Purchase Orders screen for this purchase order line.
This field displays the Mfg Rev (manufacturer part revision) from the Manage Purchase Orders screen for this purchase order line.
This field displays the Vendor Part from the Manage Purchase Orders screen for this purchase order line.
This field displays the Vend Rev (vendor part revision) from the Manage Purchase Orders screen for this purchase order line.
This field displays the total rejected quantity to pay for this purchase order line. This quantity is added to the Accepted Quantity in the calculation for three-way matching.
This field displays the total rejected quantity to be replaced for this purchase order line.
This field displays the total rejected quantity to be credited for this purchase order line.
This field displays the total rejected amount to pay for this purchase order line. This amount is added to the Accepted Amount in the calculation for three-way matching. This field is calculated as Rejected Quantity – Pay * Order Unit Cost.
This field displays the total rejected amount to be replaced for this purchase order line. This field is calculated as Rejected Quantity – Replace * Order Unit Cost.
This field displays the total rejected amount to be credited for this purchase order line. This field is calculated as Rejected Quantity – Credit * Order Unit Cost.
Enter notes related to the selected purchase order invoice line. (Any purchase order line notes entered on the Manage Purchase Orders screen display in this field.)
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Subtask |
Description |
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Receipts |
Click this link to open the Receipts subtask to match invoice quantities to existing receipts. |
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Vendor Labor |
Click this link to open the Vendor Labor subtask to view and/or edit information relating to the total hours and cost amount charged against the various labor categories for the given invoice line. |
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Vendor Expense Reports |
Click this link to open the Vendor Expense Reports subtask to enter and/or view summary expense report information associated with the selected invoice line. |