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Contents of the Post Vouchers Screen

Use the fields and options to configure the Post Vouchers screen.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.

Field Description
Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Period to Post

Each voucher, when entered, was assigned to a fiscal year, period, and subperiod. Use the drop-down lists to specify the fiscal year, period, and starting and ending subperiods that you want to post. Any voucher assigned to the fiscal year, period, and range of subperiods you specify here is included in the posting.

Field Description
Options

From the drop-down list, select one of the following settings:

  • All
  • One
  • Range
  • From Beginning
  • To End
Start Fiscal Year

Enter, or click to select, the fiscal year of the vouchers to post.

Start Period

Enter, or click to select, the period of the vouchers to post.

Start Subperiod

Enter, or click to select, the starting subperiod of the vouchers to post. The adjacent field displays the starting date based on the fiscal year, period, and subperiod that you selected.

End Subperiod

Enter, or click to select, the ending subperiod of the vouchers to post. The adjacent field displays the ending date based on the fiscal year, period, and subperiod that you selected.

A/P Account

Field Description
Option

Use this option to select the range of Accounts Payable accounts to be included. Valid options are:

  • All: Select this option to include all available Accounts Payable accounts. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one Accounts Payable account and then enter that Accounts Payable account in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of Accounts Payable accounts. Enter the beginning Accounts Payable account for the range in the Start field and enter the ending Accounts Payable account of the range in the End field.
  • From Beginning: Select this option to include a range of Accounts Payable accounts that begins with the first of all the available Accounts Payable accounts and ends with the Accounts Payable account that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of Accounts Payable accounts that begins with the specific Accounts Payable account that you enter in the Start field and ends with the last of all the available Accounts Payable accounts. The End field is disabled for this option.
Start

Enter, or click to select, the starting Accounts Payable account for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending Accounts Payable account for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Note: Any voucher assigned to the Accounts Payable account(s) that you specify here is included in the posting, provided that it meets the criteria specified in the other Selection Ranges rows. If the default is used, the vouchers for all the Accounts Payable accounts are posted if they meet the other selection criteria.

Organization

Field Description
Option

Use this drop-down list to select the range of organizations to be included. Valid options are:

  • All: Select this option to include all available organizations. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one organization and then enter that organization in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of organizations. Enter the beginning organization for the range in the Start field and enter the ending organization of the range in the End field.
  • From Beginning: Select this option to include a range of organizations that begins with the first of all the available organizations and ends with the organization that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of organizations that begins with the specific organization that you enter in the Start field and ends with the last of all the available organizations. The End field is disabled for this option.
Start

Enter, or click to select, the starting organization for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending organization for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Note: Any voucher assigned to the organization(s) you specify here is included in the posting, provided that it meets the criteria specified in the other Selection Ranges rows. If the default is used, the vouchers for all the organization(s) are posted if they meet the other selection criteria.

User

Field Description
Option

Use this drop-down list to select the range of user IDs to be included. Valid options are:

  • All: Select this option to include all available user IDs. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one user ID and then enter that user ID in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of user IDs. Enter the beginning user ID for the range in the Start field and enter the ending user ID of the range in the End field.
  • From Beginning: Select this option to include a range of user IDs that begins with the first of all the available user IDs and ends with the user ID that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of user IDs that begins with the specific user ID that you enter in the Start field and ends with the last of all the available user IDs. The End field is disabled for this option.
Start

Enter, or click to select, the starting user ID for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending user ID for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Note: Any voucher entered by the user ID(s) you specify here is included in the posting, provided that it meets the criteria specified in the other Selection Ranges rows. If the default is used, the vouchers for all the users are posted if they meet the other selection criteria.

Vendor

Field Description
Option

Use this drop-down list to select the range of vendors to be included. Valid options are:

  • All: Select this option to include all available vendors. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one vendor and then enter that vendor in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of vendors. Enter the beginning vendor for the range in the Start field and enter the ending vendor of the range in the End field.
  • From Beginning: Select this option to include a range of vendors that begins with the first of all the available vendors and ends with the vendor that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of vendors that begins with the specific vendor that you enter in the Start field and ends with the last of all the available vendors. The End field is disabled for this option.
Start

Enter, or click to select, the starting vendor for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending vendor for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Note: Any voucher assigned to the vendor you specify here is included in the posting, provided that it meets the criteria specified in the other Selection Ranges rows. If the default is used, the vouchers for all the vendors are posted if they meet the other select criteria.

Voucher No

Field Description
Option

Use this drop-down list to select the range of vouchers to be included. Valid options are:

  • All: Select this option to include all available vouchers. The Start and End fields are disabled for this option. This is the default.
  • One: Select this option to include only one voucher and then enter that voucher in the Start field. The End field is disabled for this option.
  • Range: Select this option to include a contiguous range of vouchers. Enter the beginning voucher for the range in the Start field and enter the ending voucher of the range in the End field.
  • From Beginning: Select this option to include a range of vouchers that begins with the first of all the available vouchers and ends with the voucher that you enter in the End field. The Start field is disabled for this option.
  • To End: Select this option to include a range of vouchers that begins with the specific voucher that you enter in the Start field and ends with the last of all the available vouchers. The End field is disabled for this option.
Start

Enter, or click to select, the starting voucher for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending voucher for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Note: Any voucher included in the range you specify here is included in the posting, provided that it meets the criteria specified in the other Selection Ranges rows. If the default is used, all the vouchers are posted if they meet the other selection criteria.

Options

Select Voucher Type

Select the type(s) of vouchers to include in the posting. Costpoint uses your settings in this group box in conjunction with your settings for the other Selection Ranges rows to determine which vouchers are posted.

To select a voucher type to be included in the posting, select the check box for that type. You can post all five types at once, a single type, or any combination:

  • Accounts Payable: Vouchers entered on the Manage Accounts Payable Vouchers screen that are not recurring vouchers.
  • Purchase Order: Vouchers entered on the Manage Purchase Order Vouchers screen.
  • Payroll: Vouchers created via Payroll.
  • Recurring: Vouchers designated by the Recurred Voucher option on the Recur tab of the Manage Accounts Payable Vouchers screen.
  • TE - Expense: Vouchers that were entered on the Manage Accounts Payable Vouchers screen or created by importing expense reports into Costpoint through the Import TE Expenses/Advances screen.
  • TE - Advance: Vouchers that were created by importing advances into Costpoint through the Import TE Expenses/Advances screen.
Field Description
Print/Post Vouchers

Click the arrow to the right of and select this option to print the approved vouchers you selected and then immediately post them to the General Ledger and Accounts Payable files. The report generated by this process contains a unique sequencing number. Costpoint queues the posting/commitment transactions and processes them one at a time.

Print Voucher Distribution Journal

Click to print the Voucher Distribution Journal without posting. You can print the journal as often as necessary and review it before posting.