Costpoint Online Help

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Import Purchase Order Vouchers

Use this application to import accounts payable vouchers that are linked to Costpoint purchase orders.

Although the primary function of this application is to create vouchers that can be posted to the general ledger, you can also use it to perform purchase order and receipt matching to verify that the amounts invoiced are being paid.

Costpoint reads and validates the specified input file, looks up purchasing information from the purchase order referenced by the invoice, performs 2- and 3-way matching, and generates voucher rows for posting. The application places invoices that contain fatal errors into a suspense file and generates an error report that lists all fatal and matching discrepancy errors.

This preprocessor does not process changes or deletions to existing purchase order vouchers.

  • To view and edit the transactions loaded by this process, use the Manage Purchase Order Vouchers screen. 
  • To review the transactions loaded by this process, use the Print Voucher Edit Report screen.

After specifying your preferences in this screen, click the Action menu to start the importing process. You can use one of the following actions:

  • Import PO Vouchers: Select this action to read the input file, create temporary tables, validate records, and/or print the error report. You can also print or preview the Import PO Vouchers Error Report after you execute the import process to see the appropriate errors for the selected file.
  • Print/Import PO Vouchers: Select this action to import the rows from the temporary tables created by the process into the appropriate tables and print the report.

There are two ways to work with input files in Costpoint:

  • You can access the input file from the network by using Alternate File Locations.
  • You can upload the input file to the Costpoint database; in which case, no further access to network folders is necessary.

If you decide to use the first option, click in the File Location field to select an alternate file location. If you choose the second option, leave the File Location field blank and use the File Upload Manager to upload the input file to the Costpoint database.

On the Configure Purchase Order Voucher Settings screen, you can establish the parameters for adding purchase order vouchers to Costpoint such as the exchange rate. On that screen, the Exchange Rate Source can be set as:

  • Purchase Order: This indicates that the exchange rate information for the vouchers will come from the purchase order.
  • Invoice Date: If this is set, the exchange rate information that falls on the invoice date (from input file) will be used for the vouchers.
  • Current Date: If this is set, the exchange rate information to be used will be for the current date.
Note: For the Invoice Date and Current Date settings, the Transaction Currency and Rate Group will come from the purchase order (PO) and the rate amount will come from the Manage Exchange Rates by Date application. The default Pay Currency is the one that is linked to the PO Vendor.