Contents of the Approve PO Invoices Screen

Identification

Field	Description
Invoice Control No	This field displays the invoice control number, which is the unique identifier of the invoice.
Fiscal Year	This field displays the fiscal year in which this invoice will be posted.
Period	This field displays the period in which this invoice will be posted.
Subperiod	This field displays the subperiod in which this invoice will be posted.
Trans	The transaction currency value of the PO invoice displays in this field.
Auto-created	If selected, this check box indicates that the PO invoice was automatically created by the Create Subcontractor Invoice Process from timesheet records.
Vendor (Vendor Name, Vendor Location)	These fields display the vendor ID, vendor name, and vendor location associated with the PO invoice.
Terms	This field displays the vendor payment terms for this invoice.
PO Number	This field displays the PO number associated with this invoice.
Rlse	This field displays the release number of the PO associated with this invoice.
Change Order	If the purchase order associated with this invoice has had a change order, the latest change order number displays in this field.
PO Type	This field displays the purchase order type.

Invoice

Field	Description
Number	This field displays the invoice number associated with this PO invoice.
Date	This field displays the PO invoice date.
Amount	This field displays the sum of the invoice amounts, in transaction currency, from all the invoice lines.
Amount (Func)	This field displays the sum of the invoice amounts, in functional currency, from all the invoice lines.

Discount

Field	Description
Percent	This field displays the payment discount rate.
Date	This field displays the date when the vendor discount will be applied.
Amount	This field displays the sum of the discount amounts from all the invoice lines.

Due

Field	Description
Date	This field displays the payment due date.
Amount	This field displays the sum of the amount due from all invoice lines.

Entry Info

Field	Description
User	This field displays the user ID of the person who created this invoice.
Date/Time	This field displays the date on which this invoice was created.

Internal Approval

Field	Description
Approved	If digital signature does not apply to the invoice, this check box is enabled and you can select it to internally approve the invoice. After you have approved the invoice and saved the record, you will be able to clear this check box (withdraw the approval) only if the supplier has not yet approved the invoice. If digital signature is applied to the invoice, this check box is disabled and the Sign drop-down list becomes available on the application toolbar. All options in this list are active if digital signature is on, the invoice is a digital signature document, and you are using a Fast ID Online (FIDO) device. You can select from the following options: Sign: Select this option to digitally sign the invoice. Once selected, Costpoint displays a disclosure agreement that you need to acknowledge. After you accepted the disclosure agreement, Costpoint asks you to confirm the displayed data. Upon confirmation, the system saves the invoice data with the digital signature, and the Approved check box will automatically be selected but still disabled. Verify: Select this option to view differences between what was last signed and what is on the screen. This option can be used only on invoices that were signed by either the internal approver or the supplier, but not both. Info: Select this option to view the last information that was digitally signed. Unsign: Select this option to withdraw approval of a previously signed invoice. The Approved check box becomes cleared when you select this option. Note: Digital document types and links must be set up correctly on the Manage Digital Document Types and Manage Digital Document Links screens, respectively. If you have the correct document types but have not set up digital signature links for the Approve PO Invoices application in Manage Digital Document Links, Costpoint displays an error message when you try to digitally sign an invoice.
Approver	After the invoice is digitally approved or the Approved check box is selected, this field automatically loads the approver name, which is the user ID of the person using this screen.
Date/Time	After the invoice is digitally approved or the Approved check box is selected, this field automatically loads the current date and time.
Notes	Enter any notes regarding the invoice approval. This field remains editable even after you digitally signed the invoice (but not yet signed by the supplier) to allow communication between you and the supplier.

Supplier Approval

All fields in this group box are disabled since suppliers can approve invoices via the portal. If the supplier has already approved the invoice, the Approved check box is automatically selected, and all the other fields are populated with information from the supplier.

Field	Description
Approved	Select this check box to make this invoice approved by the supplier.
Approver	Enter the name of the person who approved the PO invoice for the supplier.
Date/Time	After the Approved check box is selected, this field automatically loads the current date and time.
Notes	Enter any notes regarding the invoice approval of the supplier.

Default Receiving Info

You can enter values in the fields in this group box only if Costpoint cannot auto-assign the packing slip or receipt ID.

The default packing slip is determined using the following:

If a default packing slip is provided by the user on the header of the invoice, Costpoint uses that value for creating the receiving information.
If a default packing slip is not provided by the user on the header of the invoice, and the Require Packing Slip and Auto-Assign Packing Slip Numbers check boxes are selected on the Configure Receiving Settings screen, Costpoint defaults the packing slip based on the auto-assign packing slips option selected on the Configure Receiving Settings screen:
PO Voucher Number: The receipts created will have the Packing Slip field auto-assigned with a value equal to the PO voucher number.
Subcontractor Invoice Number - The receipts created will have the Packing Slip field auto-assigned with a value equal to the PO invoice number on the PO voucher.
Last Packing Slip No: Costpoint automatically assigns the next packing slip to the voucher (Last Packing Slip No + 1) based on the Last Packing Slip No in Configure Receiving Settings. If that number has already been used (for example, when manually added), Costpoint retrieves the next number. The Last Packing Slip No in Configure Receiving Settings is also updated with the new value.

Note: If the Auto-Assign Packing Slip Numbers check box is cleared in Configure Receiving settings and you do not manually add a default packing slip when approving an invoice that contains a three-way match PO line, an error will occur.

The default receipt ID is determined using the following:

If a default receipt ID is provided by the user on the header of the invoice, Costpoint uses that value for creating the receiving information.
If a default receipt ID is not provided by the user on the header of the invoice, and the Auto-Assign Receipt IDs check box is selected on the Configure Receiving Settings screen, Costpoint defaults the receipt ID based on the auto-assign receipt ID option selected on the Configure Receiving Settings screen:
- PO Voucher Number: The receipts created will have the Receipt ID field auto-assigned with a value equal to the PO voucher number.
- Subcontractor Invoice Number: The receipts created will have the Receipt ID field auto-assigned with a value equal to the PO invoice number on the PO voucher.
- Last PO Receipt ID: Costpoint automatically assigns the next receipt ID to the voucher (Last PO Receipt ID + 1) based on the Last PO Receipt ID in Configure Receiving Settings. If that number has already been used (for example, when manually added), Costpoint retrieves the next number. The Last PO Receipt ID in Configure Receiving Settings is also updated with the new value.

If the Auto-Assign Receipt IDs check box is cleared in Configure Receiving settings and you do not manually add a default receipt ID when approving an invoice that contains a three-way match PO line, an error will occur.

Note: All fields on this group box must have a value before you can internally approve the invoice.

Field	Description
Packing Slip	Enter, or click to select, a default packing slip for any receipts associated with this invoice. This is the packing slip number that will be used for automatically creating receipt header and lines when an invoice for a three-way match purchase order line is approved.
Receipt ID	Enter, or click to select, a default receipt ID for any receipts associated with this invoice. This is the receipt ID that will be used for automatically creating receipt header and lines when an invoice for a three-way match purchase order line is approved.
Material Handler	Enter, or click to select, a default material handler for any receipts associated with this invoice. This is the employee ID of the material handler that will be used for automatically creating receipt header and lines when an invoice for a three-way match purchase order line is approved.

Table Window

All fields in this table window are non-editable.

Field	Description
Invoice Line	This field displays the invoice line number, which 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 PO 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.
PO Line	This field displays the purchase order line number associated with the invoice.
Item/Item Rev	The item and item revision of the purchase order line display in these fields.
Misc Type	This field displays the miscellaneous charge type.
Description	This field displays the item description from the work assignment charge line.
Part Security	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: Unrestricted, Restricted, and UNAUTHORIZED.
Line Type	This field displays the line type of the purchase order line. 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.
Work Assignment	This field displays the work assignment for which this invoice line was created.
Charge Line	This field displays the work assignment charge line for which this invoice line was created.
Match Type	The type of matching required for this invoice line displays in this field. 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.
Match Option	The match option required for this invoice line displays in this field. 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.
Inv Abbrev	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.
Invoice Quantity	This field displays the quantity of the item being invoiced.
Invoice Unit Cost	This field displays the unit cost for the item being invoiced. This is the actual cost of one unit of the item. The rate from the work assignment defaults.
Invoice Ext Amount	This field displays the extended amount 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.
Line Charge Cost Amount	The amount of all line charges applied to this invoice line, through the Line Charges subtask, displays in this field. 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.
Taxable	If selected, this check box indicates that this invoice line is taxable.
Taxability	This field displays the type of tax calculated for this invoice line: Valid values are: None Sales: This indicates that the item is taxable and the vendor has charged sales tax on the invoice.
Tax Code	This field displays the tax code for this invoice line. The tax code determines the tax rate used to calculate all taxes for this invoice line.
Tax Rate	This field displays the tax rate for the Tax Code.
Sales/VAT Tax Amount	Costpoint automatically calculates the sales tax or value-added tax (VAT) amount when the Taxability option is set to Sales. The calculation of this amount is Invoice Ext Amount multiplied by Tax Rate.
Line Charge Sales/VAT Tax Amt	The sales tax or VAT amount of all line charges applied to this invoice line, through the Line Charges subtask, displays in this field. These costs become part of the total cost of this invoice line.
Recovery Rate	This field indicates the percentage of value-added tax that is recoverable. This percentage is determined by the taxing authority for the selected tax code.
Recovery Amt	The amount of value-added tax that is recoverable displays in this field. Costpoint calculates this amount by multiplying the Line Charge > Sales/VAT Tax Amt by the Recovery Rate.
Total Before Discount Amt	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.
Discount Amount	Costpoint automatically calculates the discount amount. The calculation follows: Total Before Discount Amt times the Percent field in the Discount group box.
Total After Discount Amount	Costpoint automatically calculates the total after discount amount. The calculation is Total Before Discount Amt less Discount Amount.
PO Line Status	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.
Qty to Pay Not Vchrd	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.
Ordered Quantity	This field displays the Quantity for this purchase order line from the Manage Purchase Orders screen.
Order U/M	This field displays the unit of measure (U/M) for this purchase order line from the Manage Purchase Orders screen.
Order Unit Cost	This field displays the Net Unit Cost for this purchase order line from the Manage Purchase Orders screen.
Ordered Amount	This field displays the Ext Cost Amount for this purchase order line from the Manage Purchase Orders screen.
Amt to Pay Not Vchrd	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.
Voucher Received	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.
Received Quantity	This field displays the total received quantity for this purchase order line.
Received Amount	This field displays the total received amount for this purchase order line.
Accepted Quantity	This field displays the total accepted quantity for this purchase order line.
Accepted Amount	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
Rejected Qty To Pay	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.
Rejected Qty To Replace	This field displays the total rejected quantity to be replaced for this purchase order line.
Rejected Qty To Credit	This field displays the total rejected quantity to be credited for this purchase order line.
Rejected Amt To Pay	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.
Rejected Amt To Replace	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.
Rejected Amt To Credit	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.
Desired Date	This field displays the Desired Date from the Manage Purchase Orders screen for this purchase order line.
Due Date	This field displays the Due Date from the Manage Purchase Orders screen for this purchase order line.
Manufacturer Part	This field displays the Manufacturer Part from the Manage Purchase Orders screen for this purchase order line.
Mfg Rev	This field displays the Mfg Rev (manufacturer part revision) from the Manage Purchase Orders screen for this purchase order line.
Vendor Part	This field displays the Vendor Part from the Manage Purchase Orders screen for this purchase order line.
Vend Rev	This field displays the Vend Rev (vendor part revision) from the Manage Purchase Orders screen for this purchase order line.
Notes	This field displays 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.)
Vend Lab Tot Hrs	This field displays the vendor labor total hours.
Vend Lab Tot Amt	This field displays vendor labor total amount.
Charge Line Description	This field displays the description of the work assignment charge line associated with the PO invoice line.
Work Assignment Description	This field displays the description of the work assignment associated with the PO invoice line.
Total Sales/VAT Tax Amount	Costpoint automatically calculates the total sales tax or VAT amount. The calculation follows: Sales/VAT Tax Amount plus Line Charge Sales/VAT Tax Amount.
Total 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.

Subtasks

Subtask	Description
Invoice Approval History	Click this link to open the Invoice Approval History to view approval action changes made to the PO invoice.
Standard Text	Click this link to open the Standard Text subtask to view texts related to the supplier agreement that will print on the PO invoice.
Exchange Rates	Click this link to open the Exchange Rates subtask to view exchange rate information for the PO invoice.
Receipts	Click this link to open the Receipts subtask to view invoice quantities matched to existing receipts.
Line Charges	Click this link to open the Line Charges subtask to view additional charges that apply to the PO invoice line.
Account Distribution	Click this link to open the Account Distribution subtask, which contains information relating to the charge code allocations for the given PO invoice line.
Vendor Labor	Click this link to open the Vendor Labor subtask, which contains information relating to the total hours and cost amount charged against the various labor categories for the given PO invoice line.
Vendor Expense Reports	Click this link to open the Vendor Expense Reports subtask to view summary expense report information associated with the selected PO invoice line.
Currency Line	Click this link to open the Currency Line subtask to view currency line information on the highlighted PO invoice line.
Line Documents	Click this link to open the Line Documents subtask.

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