Contents of the Create Subcontract Purchase Order Vouchers Screen
Use the fields and options to configure the Create Subcontract Purchase Order 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
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
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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.
Selection Ranges
Vendor
Use the fields in this group box to select the subcontract purchase order vendors for which eligible subcontract purchase order vouchers will be created.
During purchase order voucher generation, the PO 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:
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| Start |
Enter, or click
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| End |
Enter, or click
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to select, the starting vendor ID for the range that you want to include. If you select
Subcontract PO
Use the fields in this group box to select the subcontract purchase orders for which eligible subcontract purchase order vouchers will be created. Valid options are:
- All: Select this option to include all available subcontract purchase orders. The Start and End fields are disabled for this option. This is the default.
- One: Select this option to include only one subcontract purchase order and then enter that subcontract purchase order in the Start field. The End field is disabled for this option.
- Range: Select this option to include a contiguous range of subcontract purchase orders. Enter the beginning subcontract purchase order for the range in the Start field and enter the ending subcontract purchase order of the range in the End field.
- From Beginning: Select this option to include a range of subcontract purchase orders that begins with the first of all the available subcontract purchase orders and ends with the subcontract 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 subcontract purchase orders that begins with the specific subcontract purchase order that you enter in the Start field and ends with the last of all the available subcontract purchase orders. The End field is disabled for this option.
| Field | Description |
|---|---|
| Start |
Enter, or click
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| End |
Enter, or click
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Options
| Field | Description |
|---|---|
| Include Negative Voucher Line Amounts |
Select this check box to include purchase order lines that have a negative value for the amount that is eligible to be vouchered. For example, this could happen if completed work or stored materials in a previously vouchered transaction were overestimated and a correction was made in a subsequent subcontract purchase order update transaction. If you do not select this option, any purchase order line that has a negative value in the Eligible for Voucher Amt field on the Update Subcontract Purchase Order Status screen is excluded from the voucher creation process. |
| Apply Payment Discounts |
Select this check box to calculate the voucher discount amounts and due dates based on the vendor terms selected via the Manage Purchase Orders screen. When you execute the process, Costpoint ignores discount days and applies the discount percentage (regardless of discount date calculated) to the Total Before Discount amount in order to calculate the discount amount for each line. The net voucher amount for the line will then be equal to the Total Before Discount amount minus the Discount Amount. The total amount for all the lines in the voucher detail, before discounts, but including sales tax, should be the same as the invoice amount. The net amount for the voucher will therefore be the total invoice amount minus the total discount amount. If you do not select this option, all discount amounts have a value of zero. |
Generate
Invoice Number
From the drop-down list, select an option for the invoice numbering method that is loaded on the voucher:
- PO: Select this setting if you want the invoice number of the voucher to be the same as the subcontract purchase order ID, with the progress payment request number (from which the voucher is created) appended to it.
- Voucher: Select this setting if you want the invoice number to be the same as the voucher number.
- Specify: If you select this setting, you can manually enter an invoice ID that is associated with the generated voucher. This setting is available only if you select One for the Subcontract PO Option. If you select this setting and the Allow Duplicate Invoice Numbers option is selected on the Configure Accounts Payable Voucher Settings screen, Costpoint performs a validation to ensure that the invoice number entered is unique. If the invoice number exists for the vendor, Costpoint displays an error message. You cannot create the purchase order voucher until you specify a unique invoice number.
Accounting Period
Use the fields in this group box to select the fiscal year, period, and subperiod for which eligible subcontract purchase order vouchers are created. The fiscal year, period, and subperiod default into these fields from your user preferences. Only open fiscal years, periods, and subperiods are available.
| Field | Description |
|---|---|
| Fiscal Year |
Enter, or click
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| Period |
Enter, or click
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| Subperiod |
Enter, or click
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| Invoice Date |
This field displays the invoice date to be loaded on the voucher, based on the screen parameters. This field defaults with the current system date but you can change the date. If you change the Invoice Date, Costpoint sets the Fiscal Year, Period, and Subperiod to the corresponding values. |
| Starting Voucher Number |
Enter the starting voucher number to be assigned to the generated vouchers. This field is enabled if you selected the Manual option in the Voucher Numbering Method group box on the Configure Accounts Payable Voucher Settings screen. When you manually enter a voucher number, it must be unique for the selected fiscal year. Subsequent voucher numbers are incremented by one digit. If voucher numbers are auto-assigned (you selected the System option in the Voucher Numbering Method group box), the next available voucher number will be assigned. |
| Subcontract Voucher Process |
Click
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| Process and Print |
Click
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on the toolbar and select