FAQs for the Manage Accounts Payable Vouchers Screen

The following are frequently asked questions for the Manage Accounts Payable Vouchers screen.

How Do I Enter a Correcting Voucher?

To complete a correcting voucher, enter the information the same way that you would enter a regular voucher, but enter the invoice amount as a zero.

On the expense distribution lines, enter a negative cost amount in the Cost Amount field for the incorrect expense distribution lines. Then enter a positive cost amount for the correct expense distribution lines.

How Do I Enter Subcontractor Labor Hours?

To enter subcontractor labor hours in Accounts Payable, enter the voucher as you would any other voucher, but also complete the Vendor Labor subtask. Enter the hours and amount by either GLC or PLC.

The total amount on the Vendor Labor subtask must agree with the line amount on the main page of the voucher, or the amount can be left blank.

How Do I Initialize Vouchers and Checks Entered and Paid from a Legacy System?

If you initialize vouchers and checks that were entered and paid from a legacy system, but have not been entered and paid in Costpoint, you can enter this information in one process. Because you prepared and sent the checks to your vendor from your legacy system, you can associate a manual check with the voucher when you enter the A/P voucher in Costpoint. Make this association on the Check tab of this screen. You can assign only one manual check to a voucher.

If more than one manual check was issued for this voucher, you can enter it on the Check tab of this screen; record the other check(s) on the Manage Manual Checks screen. Conversely, if a voucher is associated with more than one check, post the voucher and record all manual checks using the Manage Manual Checks screen.

How Do I Attach Documents to Accounts Payable Vouchers?

Use a scanner to scan checks, credit card receipts, and so on into Microsoft Word. Attach these documents to a voucher in the Document Location group box of the Notes/Doc Loc tab of this screen. Scan the document, and save it to a path so that you can map the path to the voucher within the Document Location group box.

When you open the subtask, you can then launch the document that you scanned.

How Do I Stop Payment on an Invoice That Is Not Payable until a Later Date?

If you receive an invoice from a vendor but it is not payable until a later date, you can stop payment on this invoice until it is determined to be payable.

You can apply retainage amounts to vendors. Retainage percents can vary from 0% to 100%. You can update this amount in the Header tab of the Manage Accounts Payable Vouchers or the Manage Purchase Order Vouchers screen. If you need to enter a voucher and post it, but not pay it until a future date, you can enter the retainage percentage at 100%.

After you post the voucher, it has a status of Hold and a retainage amount of 100%. If you execute the Select Vouchers process and this voucher meets all of the criteria for selecting vouchers, the voucher status changes to Pay. However, the amount to pay remains at 0.00 and a check does not print for this voucher. To pay this voucher, you must query the vendor in the Edit Voucher Payment Status screen and edit the Retainage Rate field.

You can also query the A/P account on the Edit Voucher Payment Status screen, edit the Retainage Rate, ensure that the status is Pay, and ensure that the amount to pay is correct.

Or, after posting the voucher, you can go to the Edit Voucher Payment Status screen and change the voucher status from Hold to Defer. After you do this, the voucher is not selected for payment until you return to the Edit Voucher Payment Status screen and update the status to Pay. This is the preferred method.

How Do I Initialize Accounts Payable Vouchers That Are Not Yet Fully Paid?

You should enter outstanding vouchers on the Manage Accounts Payable Vouchers screen, not on the Manage Vendor History screen.

Because the open voucher was previously expensed in your old system, you should enter these vouchers against the clearing account using a journal entry on the Manage Non-Project Beginning Balances screen.

After you post the open vouchers, they will zero out the balance in the clearing account.

How Do I Enter Preliminary Accounts Payable Vouchers and Make Sure That They Are Not Accidentally Posted Until They Are Verified?

You can accomplish this by selecting the Hold Voucher check box on the Details tab of this screen. This prevents the voucher from being posted.

When you determine that the voucher is correct and is ready for posting, clear the Hold Voucher check box and perform the normal approval process for vouchers.

How Do I Store the Charge Numbers on Accounts Payable Vouchers?

To store charge numbers related to a specific vendor:

1. On the Manage Vendor screen, open the Defaults tab. List the desired expense distribution in the table window.
2. Return to this screen and create a new record. The information from the Account Charge Distribution defaults into the voucher line. If you need to, you can change it.

Setting up your vouchers as recurring vouchers might be a good option if you have transactions that recur on a regular cycle.

How Do I Pay Certain Vouchers to a Credit Card Vendor While Keeping the Vouchers to the Real Vendor?

Process vouchers to the original vendor.

On the Manage Accounts Payable Vouchers screen or Manage Purchase Order Vouchers screen, select the voucher to be paid by the credit card. Open the Address tab and change the Pay Vendor to the credit card vendor. When you pay the credit card vendor, select these vouchers to pay.

How Do I Enter a Travel Expense (TE) Voucher?

Enter an Expense Report ID on the Details tab, and select the Save as TE Voucher check box on the Entry Defaults tab. Then enter the rest of the voucher information in the usual way. It will be saved as a TE voucher rather than an A/P voucher.

How Do I Change the Anticipated Pay Date for a Travel Voucher?

For A/P vouchers created from travel vouchers, Costpoint assigns an anticipated pay date that is the same as the due date. You can change this date in the Anticipated Pay Date field on the Details tab of this screen. The due date was assigned on the Manage Vendors screen; you can change the due date on the Edit Voucher Payment Status screen.