Contents of the Manage Accounts Payable Vouchers Screen

Field	Description
Voucher Types	You can generate the following types of vouchers from this screen: Vouchers that have not yet been paid and that will be posted as outstanding open Accounts Payable records. Vouchers that were paid before they were entered in Accounts Payable. The expense and cash disbursements will be posted directly to Accounts Payable; the vouchers are not posted as outstanding open Accounts Payable records. Recurring vouchers that are due on the same day every month. You set up recurring vouchers as templates for recalling in the future. See Recurring Vouchers for related information. Vouchers generated by using the recurring voucher template. Travel Expense (TE) vouchers that are either created from this screen or imported from Deltek Time & Expense through the Import TE Expenses/Advances application. Travel Advance (TA) vouchers that are imported from Time & Expense through the Import TE Expenses/Advances application.
Reconciliation	After you post the vouchers, they are recorded concurrently in the Open Accounts Payable files and the General Ledger. The entry made by the posting is: A debit to the expense accounts entered on the voucher and A credit to the A/P Account/Organization/Ref1/Ref2 combination assigned to the voucher. See Reconciliation of A/P to G/L for more information.

Vouchers that have not yet been paid and that will be posted as outstanding open Accounts Payable records.
Vouchers that were paid before they were entered in Accounts Payable. The expense and cash disbursements will be posted directly to Accounts Payable; the vouchers are not posted as outstanding open Accounts Payable records.
Recurring vouchers that are due on the same day every month. You set up recurring vouchers as templates for recalling in the future. See Recurring Vouchers for related information.
Vouchers generated by using the recurring voucher template.
Travel Expense (TE) vouchers that are either created from this screen or imported from Deltek Time & Expense through the Import TE Expenses/Advances application.
Travel Advance (TA) vouchers that are imported from Time & Expense through the Import TE Expenses/Advances application.

Reconciliation

After you post the vouchers, they are recorded concurrently in the Open Accounts Payable files and the General Ledger. The entry made by the posting is:

A debit to the expense accounts entered on the voucher and
A credit to the A/P Account/Organization/Ref1/Ref2 combination assigned to the voucher.
See Reconciliation of A/P to G/L for more information.

Identification

Field	Description
Voucher	There are three methods for numbering Accounts Payable vouchers: company-wide, user-specific, or manually assigned by the user. The way you use this field depends on your setting for the Voucher Numbering Method group box on the Configure Accounts Payable Voucher Settings screen: System: If you set the numbering method to System, leave this field blank to have Costpoint assign the voucher number. Costpoint assigns the next voucher number when you save the voucher. (If you enter a voucher number, the last voucher number is not updated on the Configure Accounts Payable Voucher Settings screen. To start a new voucher number on a system-wide basis, you must change the last voucher number on the Configure Accounts Payable Voucher Settings screen.) User: If you set the numbering method to User, leave this field blank to have Costpoint assign the voucher number. Costpoint automatically displays the next voucher number. You can change the voucher number and, when you save the voucher, the last voucher number is updated in your user preferences. Manual: If you set the numbering method to Manual, enter a voucher number in this field. Before saving, Costpoint verifies that you entered a unique number. If the number has already been used, Costpoint checks the Voucher Edit and History files for the highest number already assigned. Costpoint then adds one to this number and displays a message asking if you would like to use this new number. You can enter a number other than the one displayed, but Costpoint always validates that the number is unique. If you use Find, Costpoint defaults to the last voucher number for system-wide and user-specific numbering methods. Because of the way Costpoint's automatic numbering works, the vouchers you enter in one session may not have consecutive voucher numbers. For example, if you begin your session with voucher number 100, expecting to enter five vouchers (100-104), but 103 is already taken and the highest voucher number already entered is 150, your five invoices will have the following voucher numbers: 100 101 102 151 152 Note: After you save the voucher, you cannot edit or change the voucher number. The only way to change a voucher's number after it has been saved is to clone the existing voucher, save the new voucher, delete the old voucher, and manually assign the correct voucher number to the new voucher. This new number is subject to the standard voucher number validations.
Fiscal Year	Enter, or click to select, a fiscal year. The Lookup is disabled in query mode because Costpoint does not re-evaluate the uniqueness of a voucher number within a fiscal year. However, you can use Clone if you need to make a change to the fiscal year.
Period	Enter, or click to select, a period.
Subperiod	Enter, or click to select, a subperiod.

Currencies

The fields in this non-editable group box display the transaction and pay currency codes.

Field	Description
Trans	This field displays the currency code for this voucher's transaction currency. This value comes from the Currencies block of the Manage Vendor screen. To change the transaction currency code for this voucher, use the Exchange Rates subtask.
Pay	This field displays the currency code for this voucher's pay currency. This is the currency you will use to pay the voucher. This value comes from the Currencies block of the Manage Vendors screen. To change the payment currency code for this voucher, use the Exchange Rates subtask.

Vendor

Field	Description
Vendor	Enter, or click to select, a vendor ID. After you specify a vendor, the vendor name, extension, and terms display on the screen. You cannot change the vendor name or extension but you can select different terms for the voucher. If you assigned the vendor Hold Payments status on the Header tab of the Manage Vendors screen, Costpoint displays a warning but allows you to continue. Note: After you save the voucher, you cannot edit or change the vendor ID. The only way to change a voucher's vendor ID after it has been saved is to clone the existing voucher, save the new voucher, delete the old voucher, and enter the correct vendor ID on the new voucher.
Terms	This field displays the default terms for the selected vendor. To edit this field, click to view the valid terms set up on the Manage Vendor Terms screen and highlight the one that you want to select. If there is a discount percentage associated with the terms you select, Costpoint displays it in the Percent field in the Discount group box on the Header Info tab.
Approved	After the vouchers are approved, a check displays in this check box. If the voucher requires approval, complete the approval process on the Approve Vouchers screen. If the voucher does not require approval—because you selected not to approve vouchers or because the invoice amount on the voucher is below the required approval amount specified on the Configure Accounts Payable Voucher Settings screen or Configure Purchase Order Voucher Settings screen—Costpoint selects this check box when you save the voucher.
Template	Select this option to indicate that the voucher is a recurring voucher template. After you select this option, select a recurring voucher code from the drop-down list in the Recurring Code field on the Recur tab. When you select this option, Costpoint does not post this voucher. Costpoint includes the voucher on the Voucher Edit Report only if you select the AP Template option in the Voucher Type group box on the Print Voucher Edit Report screen.
Line Default	Click this button to insert the vendor line defaults in the table window. If Costpoint does not find any defaults, it displays an error message.

Table Window

Voucher detail stores the distribution of invoice amount, sales tax amount, and discount amounts to G/L charge numbers. You can scroll horizontally and vertically to see additional lines and columns. There is no limit on the number of lines you can enter in the table.

You can resize the columns in this table window and rearrange the columns in the order in which you prefer to enter data. For example, you can rearrange the table to enter data by Project, Organization, and Account and move certain fields that your company does not use toward the end of the table. After you resize and rearrange the table, you can save this setup and the change will be in effect for all users. To save the table setup, click , go to Current Application Layout, and click Save. See Screen Configuration in the Navigation Toolbar of the Getting Started Guide for more information.

Field	Description
Line No	As you insert lines in the table, Costpoint increments the line number in this non-editable field.
Account	Enter, or click to select, an account number. If you set up a default expense account for this vendor, it displays on the first line. When you move the cursor to the next field, Costpoint validates that the account is not a summary account, is active, and allows charging for the fiscal year, period, and subperiod on this voucher. If the account fails any validation check, Costpoint displays a message and you must correct the account. If you set up project account abbreviation codes on the Manage Project Account Groups screen in Project Setup Controls, you should move the Project and Project Account Abbreviation fields before this field and save the new table order. If you enter the project number and project account abbreviation code first, Costpoint automatically displays in this field the account number assigned to the project account abbreviation. All projects are assigned to project account groups when they are set up on the Manage Project User Flow screen. When you enter the Project number and Proj Acct Abbrev code on this screen, Costpoint finds the project account group to which the project belongs and then searches for the project abbreviation code and the account assigned to it, within that project account group. Costpoint displays the account number automatically. This allows you to assign accounts from different account groups to the same Proj Acct Abbrev code. For example, you could set up project account groups called GOV and WIP. Both groups could contain the same project account abbreviation code, such as DL (for "Direct Labor"). However, the same account cannot exist in both groups. Therefore, you could map the DL code in the GOV group to account 0100.01.1, but map the DL code in the WIP group to account 0900.01.1. Then, if project 4000 were assigned to the GOV project account group, entering DL in the Proj Acct Abbrev field would automatically bring in the account designated as DL in the GOV group (rather than the account designated DL in the WIP group).
Organization	Enter, or click to select, an organization number. If you set up a default organization for this vendor, it displays on the first line. When you move the cursor to the next field, Costpoint validates that the organization is active and that the organization allows charging for the fiscal year, period, and subperiod on this voucher. If the organization fails any of the validation checks, Costpoint displays a message and you should correct the organization. If you selected the Default to Owning Organization option on the Basic Info tab of the Manage Project User Flow screen, you should move the Project field before this field and save the new table order. If you enter the project number first, Costpoint displays in the Organization field the number of the organization that "owns" the project. (This is the organization to which the project's revenues and profits go; the owning organization is also specified on the Basic Info tab.) You can edit this organization.
Project	Enter, or click to select, a project number. If you set up a default project for this vendor, it displays on the first line. When you move the cursor to the next field, Costpoint validates that the fiscal year, period, and subperiod ending date is not greater than the project end date. If the project fails this validation check, Costpoint displays a message. If you plan to use project account abbreviation codes, or if you want the Owning Org of the project to default into the Organization field, you should move the Project and Proj Acct Abbrev fields before the Account and Organization fields and save the new table order. If you selected the Default to Owning Organization option on the Basic Info tab of the Manage Project User Flow screen, the number of the organization that "owns" this project defaults in the Organization field. This is the organization to which all the project's revenues and profits go. The owning organization is also specified on the Basic Info tab.
Proj Acct Abbrev	Enter, or click to select, a project account abbreviation code. Set up project account abbreviations on the Manage Project Account Groups screen in Project Setup. Every project-required account is assigned to a particular project account group in this screen, such as GOV for government projects or INV for inventory projects. When you set up projects on the Basic Info tab of the Manage Project User Flow screen, you also assign them to these project account groups. After you enter the project number and the project account abbreviation on this screen, Costpoint finds the account group linked to the project and looks for the account number designated by the project account abbreviation code. When Costpoint finds the account, it displays the account number in the Account field. If you change this account, Costpoint warns you that the account has changed when you add a new line, but you can still save your work. If you change the project number or the project account abbreviation code, Costpoint defaults the new account number in the Account field as well. If the project account abbreviation does not exist in the project account group to which the project is assigned, you cannot save.
Cost Amount	Enter a cost amount without sales tax in this field, or tab to the Percent field and enter a percentage. You can also enter a zero cost amount. If you enter an amount in this field, Costpoint calculates a percentage of the invoice amount from the voucher header. If you enter a percentage in the Percent field, Costpoint multiplies the percentage by the invoice amount on the voucher header to derive the cost amount for this detail line.
Percent	Enter a percentage of up to two decimal places or enter an amount in the Cost Amount field. If you enter a percentage in this field, Costpoint multiplies the percentage by the invoice amount on the voucher header to derive the cost amount for this detail line. If you enter an amount in the Cost Amount field, Costpoint calculates a percentage of the invoice amount from the voucher header.
Taxability	The detail line is either taxable or not taxable. The difference between sales/VAT tax and use tax (also known as "reverse" tax) is who pays it to the state or province. Enter one of three values: S — Sales/VAT Taxable: Enter S if the item is taxable and the vendor has charged sales or Value Added Tax (VAT) on the invoice. For sales/VAT tax, your company pays the tax to the vendor, who then remits it to the state or province. U — Use/Reverse Taxable: Enter U if the item is subject to tax but the vendor did not charge sales tax on the invoice. For use/reverse tax, your company pays the tax directly to the state or province. Costpoint calculates the use/reverse tax applicable to the line item by multiplying the Cost Amount by the tax rate associated with the tax code entered. The Use or Reverse Tax Amount is posted as an accrual when you post the Voucher Distribution Journal to the General Ledger. N — Non-Taxable: Enter N if this voucher line is non-taxable.

Field	Description
Tax/VAT Code	Select one of the following actions: To change the entry in this field, or if no default was entered for this vendor, enter a code or click to select a code. To change the tax code that defaults into this field, use the Tax Codes group box on the Configure Accounts Payable Voucher Settings screen. To produce an Accounts Payable voucher with only VAT (Value Added Tax) amounts on it, see Accounts Payable Voucher With VAT Amount for guidelines.
Tax Rate	This field displays the tax rate that applies to the code in the Tax/VAT Code field.
Sales/VAT Tax Amt	If the Taxability column is set to S (Sales/VAT tax), Costpoint calculates this value by multiplying the Cost Amount field by the tax rate. You can edit this field. This may be necessary if the sales tax amount is different from your invoice amount because of small rounding differences. Note: If the Pay currency is different from both the functional and transactional currencies, the Sales/VAT Tax Amt is calculated based on the exchange rate. This may result to rounding off errors with the amounts or totals for the Pay Currency column. Note that the Sales/VAT Tax Amount is posted only in transactional and functional currencies.
Tot Before Disc	Costpoint calculates this amount by adding the Cost Amount to the Sales/VAT Tax Amt.
Discount	Costpoint calculates this amount by multiplying the Discount Percent on the voucher header by the amount in the Tot Before Disc field. You can change this field. However, when you save the voucher, Costpoint validates that the total discount amount on the voucher detail equals the discount amount in the voucher header. Note: There are no discounts for A/P Vouchers that were automatically created for Inter-Company Work Orders.
Total Amt	Costpoint calculates this field by subtracting the Discount amount from the Tot Before Disc amount, less any use tax that is accrued on the voucher. This amount should always equal the due amount on the voucher header.
Use/Reverse Tax Amt	If the Taxability column is set to U, Costpoint calculates this amount by multiplying the Cost Amount field by the Tax Rate. Costpoint automatically generates a use tax accrual for this amount when you post the Voucher Distribution.
Recovery Rate	Enter the recovery percentage rate for the tax amount paid on this voucher line.
Recovery Amt	The amount of recovery for the tax amount paid on this voucher line displays in this column. Costpoint calculates this amount by multiplying the Sales/VAT Tax Amt by the Recovery Rate and by theRecovery Percent (entered on the Manage Sales or Value Added Taxes screen). Note: If the Pay currency is different from both the functional and transactional currencies, the Recovery Amt is calculated based on the exchange rate. This may result to rounding off errors with the amounts or totals for the Pay Currency column. Note that the Recovery Amount is posted only in transactional and functional currencies.
Vendor 1099s	Whether or not this check box is selected is determined by whether or not the Print 1099-MISC Form option is selected for this vendor in the 1099s group box on the Header tab of the Manage Vendor screen. If you selected the Print 1099-MISC Form option for this vendor, this check box is selected. When the voucher is paid, the detail lines with this option selected are used in the calculation of the 1099 payments for this vendor. If you did not select the Print 1099-MISC Form option for this vendor, this check box is cleared. If you did not specify a vendor, the default is for this field to be cleared.
1099 Type	Enter, or click to select, a type. If you selected the Print 1099-MISC Form option in the 1099s group box on the Header tab of the Manage Vendors screen, the 1099-MISC Type displays as the default in this field.
Description	Enter a description of up to 30 characters for this detail line.
Org Abbrev	Enter, or click to select, an organization code.
Proj Abbrev	Enter, or click to select, an abbreviated code for the project number. If you specify a code, Costpoint displays the project number related to the abbreviated code. If you enter transactions by project abbreviation, move this field before the Project field and save the table window order.
REF 1	Enter a reference number for this charge line. The heading for reference 1 displays your label for this field.
REF 2	Enter a reference number for this charge line. The heading for reference 2 displays your label for this field.
Account Name	This non-editable field displays the account name.
Organization Name	This non-editable field displays the organization name.
Project Name	This non-editable field displays the project name.
REF 1 Name	This non-editable field displays the reference 1 name.
REF 2 Name	This non-editable field displays the reference 2 name.
Notes	Enter text notes. Note: For A/P Vouchers that were created for Inter-company Work Orders (IWO), this field displays notes in the format of: IWO <IWO Number> FROM <IWO Project ID> FROM <Location name of the sending company>
CIS W/H	For this option to be enabled, both the Pay Currency and the Transaction Currency must be British pounds. If you select a valid CIS Code on the Details tab of this screen and that code has a withholding requirement, this check box displays a check mark by default. You specify the CIS Code on the CIS Info subtask of the Manage Vendors screen. Otherwise, this check box is not enabled.
CIS Rpt	For this option to be enabled, both the Pay Currency and the Transaction Currency must be British pounds. This check box is selected for those voucher lines that are required for CIS reporting.
Template No	Note: The template function (Asset Template) is associated exclusively with Fixed Assets. Leave this column blank if you are not thoroughly familiar with this feature. This column is inactive if you have not purchased Fixed Assets. To specify a template or to edit an existing template number, enter a valid template number in this column or click and select a template. It may be more appropriate to assign or edit template/revision numbers directly in Costpoint Fixed Assets. If you are licensed for Purchasing/Receiving, you can optionally assign template/revision numbers during the Receiving function for each unit accepted. Because there is no automatic direct relationship between a unit received and a voucher line, a template/revision number assigned at time of receipt does not display in this field. If this happens, the Asset Template entered in this column takes precedence. Even if you are not licensed for Purchasing/Receiving, you can use this column to assign Asset Template identifiers to voucher lines for use during the automatic creation of Asset Master records. Use the optional Asset Template feature in Fixed Assets to set up one or more templates in which you can establish "standard" default data for property. The Asset Template reduces the need for redundant manual data entry among assets that share common data. You can set up templates in Fixed Assets with many default fields. Some fields are informational, such as manufacturer or location. Other template fields provide processing information, such as depreciation methods and posting accounts. When you assign a template to a voucher line by entering data in this column, data from the template is automatically copied to the Fixed Assets screens during the automatic creation process. Because template data can overwrite captured data and can affect functionality in Fixed Assets, Deltek recommends that you use the template functionality with caution. The Template No, together with the Rev No field, supplies the unique identifier for an Asset Template record. A revision number is not required when you set up asset templates. If you set up a template number with an associated revision number, however, you must enter the revision number in this column for an Asset Template to be valid.
Revision No	Note: The template function (Asset Template) is associated exclusively with Fixed Assets. Leave this column blank if you are not thoroughly familiar with this feature. This column is not active if you have not purchased Fixed Assets. Enter digits in this column to designate the revision number or click and select a revision number. The revision number, together with the Template No field, supplies the unique identifier for an Asset Template record. If you set up a template number with an associated revision number, you must enter the revision number in this column for an Asset Template to be valid. Because the revision number is part of, and an extension to, the template number, all the rules and conditions that apply to templates also apply to revision numbers. See the Template No description for related information.
Supply Code	Enter, or click to select, the supply code (if any) for this voucher line. You maintain supply codes on the Manage Value Added Tax Supply Codes screen. This field is applicable only to certain tax situations.
Date of Supply	Enter the date for this supply code. This field is applicable only to certain tax situations.

Validations

The following validations occur when you save the voucher:

Costpoint checks whether the FY, Pd, and the Subpd for the Voucher header are not charged to a closed or not available period.
Costpoint displays a warning if the vendor has been placed on Hold Payments status.
Costpoint displays a warning if the Due Date is not later than the Discount Date, or the Discount Date is not later than the Invoice Date if the terms include a discount.
Costpoint provides a warning if the Discount Amount is not equal to Invoice Amount multiplied by Discount Percent if the terms include a discount.
Costpoint checks whether the Account, Organization, and Project are active and valid for the FY, Pd, and Subpd in the voucher header.
Costpoint checks whether there is a project number for every account requiring a project.
Costpoint checks whether only authorized accounts are charged in this screen based on user setup of account entry screens.
Costpoint checks whether there is a tax code on the Manage Sales or Value Added Taxes screen if the Taxability option is set to S or U for any line item in the voucher detail.
Costpoint checks the sales tax amount for rounding errors. If the total Cost Amount multiplied by the tax rate is not equal to the total sales tax amount, Costpoint offers to change the first row of the voucher with the difference.
Costpoint provides a warning if the Remaining Balance is not equal to zero.
Costpoint checks whether the Discount Amount for all the line items in the voucher detail is equal to the Discount Amount in the voucher header.
Costpoint checks whether the Total Amount for all the line items in the voucher detail is equal to the Due Amount in the voucher header.
Costpoint checks whether the A/P Account Description on the main screen is active and valid for the FY, Pd, and Subpd assigned to the voucher.
Costpoint provides a warning if the Vendor to Pay Vouchers on the Address tab has been placed on Hold Payments status.
Costpoint checks whether the disbursement Fiscal Year, Period, and Subperiod on the Check tab are not charged to a closed or not available period.
Costpoint provides a warning if the check date is not within the date of the disbursement Fiscal Year, Period, and Subperiod.
Costpoint provides a warning if the disbursement Fiscal Year, Period, and Subperiod are earlier than the Pd in the voucher header.
Costpoint provides a warning if the project requires a work force and the vendor or employee is not set up in the Project Work Force table.
Costpoint checks whether the Project Labor Category (PLC) is valid for the project.

Subtasks

Subtask	Description
Exchange Rates	Click this link to open the Exchange Rates subtask.
Voucher Totals	Click this link to open the Voucher Totals subtask.
Vendor Labor	Click this link to open the Vendor Labor subtask.
Currency Line	Click this link to open the Currency Line subtask.
Customs Info	Click this link to open the Customs Info subtask.

Note: If you use the Import TE Expenses/Advances screen to upload expense reports or advances into Costpoint, the expense reports have a voucher type of TE and the advances have a voucher type of TA. As a result, the Exchange Rates and Vendor Labor subtasks are not available.

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