Costpoint Online Help

Manage Invoices

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.

Tabs

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.