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Contents of the Create PO Vouchers from POs/Receipts Screen

Use the fields and options to configure the Create PO Vouchers from POs/Receipts 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

Use this group box to determine the selection criteria for creating purchase order vouchers.

Vendor

Use the fields in this group box to select the criteria for choosing the purchase order vendors for which eligible purchase order vouchers will be created. During purchase order voucher generation, the purchase order vendor must not have an Approval Code of Pending or Not Approved.

Field Description
Option

Use this drop-down list to select the range of vendor IDs 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 ID and then enter that vendor ID 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 ID for the range in the Start field and enter the ending vendor ID 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 vendor IDs and ends with the vendor 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 vendors that begins with the specific vendor ID 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 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 vendor 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.

Purchase Order

Use this group box to select the criteria for choosing the purchase orders for which eligible purchase order vouchers are created.

Note: Subcontract Agreement Blanket type of purchase orders are not allowed. However, PO types of Subcontractor Agreement and Subcontractor Agreement Release are allowed.
Field Description
Option

Use this drop-down box to select the range of purchase orders to be included. Valid options are:

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

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

Rlse

This field displays the purchase order release number.

End

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

Rlse

This field displays the purchase order release number.

Options

Use the options in this group box to determine the cutoff due date for creating vouchers and which matching types (2-Way or 3-Way) to create.

Field Description
2-Way Match PO Lines

Select this check box to create purchase order vouchers for the open amounts on purchase order lines with a match type of 2-Way. If you leave this check box cleared, Costpoint does not create open amounts for purchase order lines with a match type of 2-way.

3-Way Match Receipts

Select this check box to create purchase order vouchers for the unvouchered accepted amounts on purchase order receipt lines that have a match type of 3-Way. If you leave this check box blank, Costpoint does not create unvouchered accepted amounts on purchase order receipt lines with a match type of 3-way.

Due Date Cutoff

Enter the cutoff date to include in the selection criteria for creating purchase order vouchers. When creating purchase order vouchers, Costpoint compares this date to the Due Date on the purchase order line on the Manage Purchase Orders screen. If the Due Date is after this date, the voucher is not included in the creation.

Generate

Use this group box to select the default criteria for the purchase order vouchers that will be created.

Invoice Number

Use the options in this group box to determine the value of the Invoice Number field that Costpoint populates on the Manage Purchase Order Vouchers screen for the vouchers created.

Field Description
PO

Select this option to populate the invoice number of the voucher with the purchase order number being created.

Voucher

Select this option to populate the invoice number of the voucher with the voucher number being created.

Accounting Period

Use the fields in this group box to enter the fiscal year, period, and subperiod information that populate on the Manage Purchase Order Vouchers screen for the vouchers created.

Field Description
Fiscal Year

Enter, or click to select, an open fiscal year for the purchase order vouchers being created. This determines the accounting period in which the voucher is posted.

Period

Enter, or click to select, an open period for the purchase order vouchers being created. The period selected must be open for the fiscal year selected. This determines the accounting period in which the voucher is posted.

Subperiod

Enter, or click to select, an open subperiod for the purchase order vouchers being created. The subperiod selected must be open for the fiscal year and period selected. This determines the accounting period in which the voucher is posted.

Invoice Date

Enter, or click to select, the date that you want inserted in the Invoice Date field on the Manage Purchase Order Vouchers screen for each voucher created.

If the Allow Duplicate Invoice Numbers check box is cleared on the Configure Accounts Payable Voucher Settings screen and a duplicate invoice number exists for a vendor, the invoice number created is appended with -A.

Starting Voucher Number

The starting voucher number depends on the setting for the Voucher Numbering Method option on the Configure Accounts Payable Voucher Settings screen:

  • If this option is set to Manual, you must enter the starting voucher number for this creation process. Costpoint uses this number as a starting point for creating the vouchers. As each voucher is created, Costpoint increments this number by one. If the number incremented already exists for a voucher, Costpoint continues to increment the number by one until it finds an unused number.
  • If this option is set to System, the starting voucher number is the number in the Last System Voucher Number field in that screen.
Voucher Process

Click this option on the Action menu to create the purchase order vouchers. After the process completes, you can maintain the purchase order vouchers that you created on the Manage Purchase Order Vouchers screen.

Process and Print

Click this option on the Action menu to print the edit report and create the purchase order vouchers.