Enter, or click to select, a valid pay vendor ID. The vendor name and location display in the adjacent fields.

After you specify a valid ID, click to populate the table window with the vouchers for this vendor.

Vendors who are subcontractors may be covered by insurance or bonds. If their insurance/bond coverage is unsatisfactory or they are subject to a lien, the vouchers may not be selected for payment. Review the Print Subcontractor Information Report to determine which subcontractors may be in contract default status.

This field displays the description associated with the Accounts Payable account/organization combination. This Accounts Payable account description defaults from the vendor when you enter the voucher but it can be changed until you post the voucher.

You can click to find valid Accounts Payable account descriptions.

This field displays the pay vendor. You associated the pay vendor with the vendor on the Manage Vendor screen. You can change the pay vendor when entering vouchers if the Allow Edits to Pay Vendor on Voucher check box is selected on the Defaults tab of the Manage Vendors screen.

This field displays the Accounts Payable account description from the Manage Accounts Payable Vouchers screen. You can changes this description until the voucher is posted.

This field displays the voucher number that was assigned when the voucher was entered.

The status of the voucher defaults to Hold unless the voucher was flagged as a PAYWPD (Pay When Paid) voucher. You can use the pay-when-paid feature to hold a voucher for payment until your client pays you.

Enter, or click to select, a setting. The valid status settings are:

• HOLD: Hold for payment.
• DEFER: Defer from payment; the voucher will not be selected for payment on the Select Vouchers for Payment screen.
• PAY: Pay the voucher. If a voucher has this status, a check prints for the voucher the next time the Print Checks routine is run.
• PAYWPD (Pay when paid): The voucher will not be released for payment until a specific, designated Accounts Receivable bill has been paid in full. You can use the Pay When Paid subtask to identify the Accounts Receivable item(s) that are linked to this pay when paid voucher. See Pay When Paid Items for related information.

This field displays the transaction currency for this voucher line.

This field displays the amount calculated by the Select Vouchers for Payment routine. Costpoint determines the amount with the following calculation:

Invoice Amount - Amount Paid - Discount Rate * (Invoice Amount - Amount Paid) if today's date is earlier than the  discount date - (Retainage Percent * Invoice Amount) =   Amount to Pay

When you change the status of the voucher from Hold to Pay, this field automatically populates with the calculated amount. If the displayed amount is not the amount that should be paid for this voucher, enter a different amount in this field. However, note that the amount cannot be greater than the original invoice amount less any previous payments and less the retainage amount.

If you want to adjust the Amount To Pay, to completely pay off a voucher that previously had a retainage percentage, you must change the Retainage Percentage to zero before you can adjust the Amount To Pay field to pay off the voucher.

The value in this field should be the amount of the discount you are taking on the next check or electronic funds transfer (EFT) to be prepared. Costpoint calculates this value when you run the Select Vouchers for Payment screen. The value in this field and the Amount To Pay field are added to the balance in the Amount Paid field after the check is printed, then zeroed out.

This field contains a value only if a discount is being taken on the check that is about to be printed. If you edit this field, it cannot exceed the value in the Discount Amount field, which is the total potential discount amount available to be taken. If no discount is being taken, this field should be zero.

Enter, or click to select, a valid address code. The address code is assigned to the voucher when it is entered. It must be a valid address code set up via the Manage Vendor screen. You can edit the code in this screen.

This field displays the vendor payment method.

If each voucher for this vendor must be paid on a separate check, select this check box.

If any voucher has a pay vendor ID that is different from the vendor ID and cannot be changed, this column is selected.

This field displays the description associated with the cash account/organization combination to which the voucher was assigned when entered.

To change this description you can enter, or click to select, a valid cash account description.

This field displays the retainage rate, but can be edited. If a voucher had a retainage rate when it was entered and is ready to be fully paid, you should change the rate to zero. After the rate is zero and the voucher is selected for payment, a check for the retainage amount previously withheld will print the next time the Print Checks routine is run.

This field displays the total voucher amount that has been retained, but can be edited. You can set this field to zero when the voucher is ready to be fully paid. If a voucher has had no previous payments, the Amount Retained field is zero even if the Retainage Rate field is not equal to zero. This field is not updated until the Print Checks routine is run.

This field displays the amount paid, if the voucher has had a partial payment; otherwise, the value in this field is zero.

This field displays the remaining amount due, if the voucher has had a partial payment; otherwise, the value is zero.

This field displays the name assigned to the vendor ID when the vendor was entered.

This field displays the location of the pay vendor.

This field displays the vendor ID that was assigned to the voucher when it was entered. This will usually be the same as the pay vendor ID. If you select the Allow Different Pay Vendor check box on the Configure Vendor Settings screen, the pay vendor ID can be different from the vendor ID. This feature is useful for third party payments (vendors that factor their receivables).

This field displays the name of the voucher vendor.

This field displays the voucher type, such as AP or PO.

This non-editable field displays the number assigned to the voucher when it was entered.

This non-editable field displays the date of the invoice assigned to the voucher. This is an optional field in the voucher and can be blank on this screen.

This non-editable field displays the amount of the invoice assigned to the voucher.

This non-editable field displays the date that was assigned to the voucher when it was entered. The default date is calculated according to the terms for the vendor but, because this field can be edited on the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens, the date on this screen may be inconsistent with the terms assigned to the vendor.

This non-editable field displays the amount that was assigned to the voucher when it was entered. The default amount is calculated according to the terms for the vendor but, because this field can be edited on the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens, the amount on this screen may be inconsistent with the terms assigned to the vendor.

This field displays the date that was assigned to the voucher when it was entered. The due date was calculated according to the terms for the vendor but, since this field can be edited on the Manage Accounts Payable Vouchers or Manage Purchase Order Vouchers screens, the date on this screen may be inconsistent with the terms assigned to the vendor. You can edit this field after the posting the voucher but before making payment.

This field displays the Invoice Amount minus the Discount Amount. You cannot edit this field.

This field displays the fiscal year in which this voucher was posted to the General Ledger

This field displays the period in which this voucher was posted to the General Ledger.

This field displays the subperiod in which this voucher was posted to the General Ledger.

This field displays the sequence number used when the voucher was posted to the General Ledger. The post sequence number is set by Costpoint.

This field displays the due date that was entered into or calculated by Costpoint on the Manage Accounts Payable Vouchers screen when the Accounts Payable voucher was entered. You can change this field at any time before paying the voucher. You can also change it on the following screens before the voucher is paid: the Header Info tab of the Manage Accounts Payable Vouchers screen or the Vouchers subtask of the View Vendor History Inquiry screen.

This field displays the invoice period of performance date from the Header Info tab of the Manage Accounts Payable Vouchers screen. This date is used for vendors that have been identified as subcontractors.

This field displays either the purchase order number entered on the voucher via the Manage Accounts Payable Vouchers screen or the purchase order number to which the voucher was assigned on the Manage Purchase Order Vouchers screen.

This field displays either the release number that was entered on the voucher via the Manage Accounts Payable Vouchers screen, or the release number to which the voucher was assigned on the Manage Purchase Order Vouchers screen.

Use this field to add a joint check payee to the voucher after it has been posted to the General Ledger.

This non-editable field displays the pay currency for the voucher.

This field displays the amount to pay expressed in terms of the pay currency.

Use this field to identify the electronic funds transfer (EFT) file format for all payments for this vendor address. This information is for non-U.S. EFT only. You must enter a payment type here if you are using a custom version of the Create EFT File screen that uses EFT payment types.

This field displays the voucher vendor location associated with this voucher.

This non-editable field displays whether or not this voucher is subject to Pay When Paid. The vendor and project charged must be set up as Pay When Paid in order for the voucher to be subject to the Pay When Paid rules.

This non-editable field displays the amount that is eligible for payment on a Pay When Paid voucher. A Pay When Paid voucher is not eligible for payment until the invoice containing costs from this voucher has been fully paid by the customer.

The Update Pay When Paid Voucher History process must be executed and the voucher must have a status of PAY before it can be paid.

Use this case-sensitive field to enter the valid password if you are enforcing security on vendors,

This non-editable field displays the amount of the invoice assigned to the voucher, expressed in terms of your company's functional currency.

This non-editable field displays the discount amount that was assigned to the voucher when it was entered, expressed in terms of your company's functional currency.

The default amount is calculated according to the terms for the vendor but, because this field can be edited on the Manage Accounts Payable Vouchers screen or the Manage Purchase Order Vouchers screen, the amount in this screen may be inconsistent with the terms assigned to the vendor.

This non-editable field displays the invoice amount minus the discount amount, expressed in terms of your company's functional currency.

This non-editable field displays the amount paid, expressed in terms of your company's functional currency, if the voucher has had a partial payment; otherwise, the value in this field is zero.

This field displays the amount calculated by the Select Vouchers routine, expressed in terms of your company's functional currency. The system determines the amount with the following calculation:

Invoice Amount - Amount Paid

- Discount Rate or (Invoice Amount - Amount Paid) if today's date is later than the discount date

- (Retainage Percent * Invoice Amount)

= Amount to Pay

When you change the status of the voucher from HOLD to PAY, this field automatically populates with the calculated amount.

If, for some reason, the displayed amount is not the amount that should be paid for this voucher, enter a different amount in this field. However, the amount cannot be greater than the original invoice amount, less any previous payments, and less the retainage amount.

If you want to adjust the Amount To Pay to pay off a voucher completely that previously had a retainage percentage, you must change the Retainage Rate to zero before you can adjust the Amount To Pay field to pay off the voucher.

This field displays the total voucher amount that has been retained, but it can be edited. You can set this field to zero when the voucher is ready to be fully paid.

If a voucher has had no previous payments, the Amount Retained field is zero even if the Retainage Rate field is not equal to zero.

This field is not updated until you run the Print/Void Checks routine.

The value in this editable field should be the amount of discount you are taking on the next check/EFT to be prepared. Costpoint calculates this value when you run the Select Vouchers for Payment screen. The values in this field and the Amount To Pay field are added to the balance in the Amount Paid field after the check is printed, then zeroed-out.

This field contains a value only if a discount is being taken on the check that is about to be printed. If you edit this field, it cannot exceed the value in the Discount Amount field, which is the total potential discount amount available to be taken.

If no discount is being taken, this field should be zero.

This non-editable field displays the remaining amount due if the voucher has had a partial payment; otherwise, the value is zero.