Processing Details
Costpoint follows a series of steps when importing accounts payable vouchers.
Processing Details for Import Accounts Payable Vouchers
- Costpoint checks the voucher temporary tables to ensure that all rows are imported. If any rows have not been imported, Costpoint displays a message and you can continue or cancel the process. If you continue, the temporary tables are cleared.
- Costpoint reads records from the Input File and inserts them into the temporary tables.
- Costpoint applies defaults to fields that are blank in the Input File and that have a "default provided" status.
- Validations are performed.
- After the validations are completed, vouchers with errors are written to the error file. If there is an error on one line of a voucher (header, detail, or vendor labor), Costpoint rejects all lines of the voucher and writes them to the error file. It then deletes these rows from the temporary tables. The temporary tables now have only valid rows in them.
- Costpoint performs field processing and calculations.
- The Error Report prints. If there are errors, Costpoint displays a message on the screen. If there are no errors, the Error Report indicates that no records were found.
Import Details
- When Costpoint uses the voucher numbers from the Input File, the Voucher Header and Voucher Header History are checked again to ensure that the vouchers being imported do not already exist. If duplicates do exist, Costpoint displays a message and will not perform the import.
- When Costpoint assigns voucher numbers, all vouchers in the temporary tables are assigned new and unique voucher numbers.
- Costpoint sets the Voucher Key, Voucher Line Key, Voucher Line Account Key, and Voucher Line Vendor Key.
- Costpoint inserts rows from the temporary tables into the Voucher Header, Voucher Line, Voucher Line Account, and Voucher Labor Vendor tables.
Input File and Error File Layout
You name the Input File. The Error File has the same name with an extension of .ERR and will have the same layout as the Input File.
The Input File must be a fixed format file. You must fill every position with either an appropriate character or space. It is not necessary to zero-fill numbers; you can use spaces to maintain the proper format. Numeric fields must be right-justified and character fields must be left-justified. You do not have to fill the Notes fields with spaces, but every record must end with a carriage return and line feed.
A record in the Input File must be in one of three formats: Header, Detail, or Vendor Labor. Each voucher Header record must have at least one matching voucher Detail record in the Input File. Vendor Labor records are optional. Each Vendor Labor record must match with a Detail record in the Input File.
Header Format (VCHR_HDR Table)
| Type | CP Column/Table | Characters | Required? | Format |
|---|---|---|---|---|
| Record Type | Character 1 | Required | (H) | |
| Input Voucher Number | VCHR_NO | Number 9 | Required | (999999999) |
| Fiscal Year | FY_CD | Character 6 | Default provided | |
| Period Number | PD_NO | Number 2 | Default provided | (99) |
| Subperiod Number | SUB_PD_NO | Number 2 | Default provided | (99) |
| Vendor ID | VEND_ID | Character 12 | Required | |
| Terms | TERMS_DC | Character 15 | Default provided | |
| Invoice Num | INVC_ID | Character 15 | Optional | |
| Invoice Date | INVC_DT | Character 10 | Required | (YYYY-MM-DD) |
| Invoice Amt | INVC_AMT | Number 15 | Required | (-99999999999.99)
(including Sales Tax) |
| Discount Date | DISC_DT | Character 10 | Optional | (YYYY-MM-DD) |
| Discount Pct | DISC_PCT_RT | Number 6 | Optional | (999.99)
(10.00 = 10%) |
| Total Disc Amt | DISC_AMT | Number 15 | Optional | (-99999999999.99) |
| Due Date | DUE_DT | Character 10 | Optional | (YYYY-MM-DD) |
| Hold Voucher | HOLD_VCHR_FL | Character 1 | Required | (Y or N) |
| Pay When Paid Fl | PAY_WHEN_ PAID_FL | Character 1 | Default provided | (Y, N, or blank) |
| Pay Vendor ID | PAY_VEND_ID | Character 12 | Default provided | |
| Payment Add Cd | PAY_ADDR_DC | Character 10 | Default provided | |
| PO Num | EXT_PO_ID | Character 10 | Optional | (For reference only) |
| PO Release Num | EXT_PO_RLSE_NO | Number 3 | Optional | (999)
(for reference only) |
| Retainage Rate | RTN_RT | Number 6 | Optional | (999.99)
(10.00 = 10%) |
| A/P Acct Desc | AP_ACCTS_KEY
(used to derive AP_ACCT_ID, AP_ORG_ID, AP_REF1_ID, and AP_REF2_ID) |
Character 30 | Default provided | |
| Cash Acct Desc | CASH_ACCTS_KEY
(used to derive CASH_ACCT_ID, CASH_ORG_ID, CASH_REF1_ID, and CASH_REF2_ID) |
Character 30 | Default provided | |
| Invoice Type | S_INVC_TYPE | Character 1 | Default provided | (D, P, or N) |
| Delivery Value (Ship Amt) | SHIP_AMT | Number 15 | Default provided | (-99999999999.99) |
| Check Fiscal Year | CHK_FY_CD | Character 6 | Default provided | |
| Check Period Number | CHK_PD_NO | Number 2 | Default provided | (99) |
| Check Subperiod Number | CHK_SUB_PD_NO | Number 2 | Default provided | (99) |
| Check Number | CHK_NO | Number 9 | Optional | (999999999) |
| Check Date | CHK_DT | Character 10 | Default provided | (YYYY-MM-DD) |
| Check Amount | CHK_AMT | Number 15 | Optional (only needed with Check Number) | (-99999999999.99) |
| Discount Taken Amount | DISC_TAKEN_AMT | Number 15 | Default provided | (-99999999999.99) |
| Invoice Period of Performance Date | INVC_POP_DT | Character 10 | Optional | (YYYY-MM-DD) |
| Print Note-Blank Laser Check Flag | PRINT_NOTE_FL | Character 1 | Default provided | (Y, N, or blank) |
| Separate Check Flag | SEP_CK_FL | Character 1 | Default Provided | (Y or N) |
| Joint Payee Name | JNT_PAY_VEND_NAME | Character 40 | Optional | |
| Notes | NOTES | Character 254 | Optional | |
Detail Format (VCHR_LN and VCHR_LN_ACCT tables)
| Type | CP Table/Column | Characters | Required? | Format |
|---|---|---|---|---|
| Record Type | Character 1 | Required | (D) | |
| Input Voucher Number | Number 9 | Required | (999999999) | |
| Fiscal Year | Character 6 | Default provided | ||
| Voucher Line Num | VCHR_LN.VCHR_LN_NO | Number 6 | Required | (999999) |
| Account | VCHR_LN_ACCT.ACCT_ID | Character 15 | Required | |
| Org | VCHR_LN_ACCT.ORG_ID | Character 20 | Required | |
| Project | VCHR_LN_ACCT.PROJ_ID | Character 30 | Optional | |
| Reference Num 1 | VCHR_LN_ACCT.REF1_ID | Character 20 | Optional | |
| Reference Num 2 | VCHR_LN_ACCT.REF2_ID | Character 20 | Optional | |
| Line Amt | VCHR_LN_ACCT.CST_AMT | Number 15 | Required | (-99999999999.99) (without Tax) |
| Taxable Code | VCHR_LN.S_TAXABLE_CD | Character 1 | Required | S, U, or N |
| Tax Code | VCHR_LN.SALES_TAX_CD | Character 6 | Optional | (Required if Taxable Code is S or U) |
| Sales Tax Amt | VCHR_LN.SALES_TAX_AMT | Number 15 | Required | (-99999999999.99) |
| Discount Amt | VCHR_LN.DISC_AMT | Number 15 | Required | (-99999999999.99) |
| Use Tax Amt | VCHR_LN.USE_TAX_AMT | Number 15 | Required | (-99999999999.99) |
| AP 1099 Flag | VCHR_LN_ACCT.AP_1099_FL | Character 1 | Default provided | Y, N, or blank |
| 1099-MISC Type Code | VCHR_LN_ACCT.S_AP_1099_TYPE_CD | Character 6 | Default provided | |
| Voucher Line Desc | VCHR_LN.VCHR_LN_DESC | Character 30 | Default provided | |
| Org Abbreviation | VCHR_LN_ACCT.ORG_AB BRV_CD | Character 6 | Optional | |
| Project Abbreviation | VCHR_LN_ACCT.PROJ_ABBRV_CD | Character 6 | Optional | |
| Project Account Abbrev | VCHR_LN_ACCT.PROJ_ACCT_ABBRV_CD | Character 6 | Optional | |
| Notes | VCHR_LN.NOTES | Character 254 | Optional |
Vendor Labor Format (VCHR_LAB_VEND Table)
| Type | CP Table/Column | Character | Required? | Format |
|---|---|---|---|---|
| Record Type | Character 1 | Required | (V) | |
| Input Voucher Number | Numeric 9 | Required | (999999999) | |
| Fiscal Year | Character 6 | Default provided | ||
| Voucher Line Number | Numeric 6 | Required | (999999) | |
| Vendor Subline Number | SUB_LN_NO | Numeric 5 | Required | (99999) |
| Vendor Empl ID | VEND_EMPL_ID | Character 12 | Optional | |
| General Labor Category | GENL_LAB_CAT_CD | Character 6 | Required | |
| Project Labor Category | BILL_LAB_CAT_CD | Character 6 | Optional | |
| Vendor Hours | VEND_HRS | Number 15 | Optional | (-99999999999.99) |
| Vendor Amount | VEND_AMT | Number 15 | Optional | (-99999999999.99) |
| Effective Billing Date | EFFECT_BILL_DT | Character 10 | Default provided | (YYYY-MM-DD) |