MANAGE VENDOR HISTORY
You can use this screen to enter historical information, such as fully paid vouchers that were entered in a legacy software system. You also use this screen to initialize vendor history when you first install Costpoint.
Any vouchers entered into Costpoint through the Manage Accounts Payable Vouchers screen or the Manage Purchase Order Vouchers screen are posted into this screen when you run the Post Vouchers routine. You cannot use this screen to edit non-1099 fields generated by Costpoint. You can edit only manually entered records and 1099 fields.
You cannot enter outstanding vouchers here. You must enter them on the Manage Accounts Payable Vouchers screen, to be paid. If the open voucher was previously expensed in a legacy software system, enter it in Costpoint using a clearing account against which to enter the debit amount. The beginning balance of the clearing account should be a credit balance equal to the amount of the open vouchers. With the entry of the vouchers, debiting the clearing account results in a balance against the clearing account and the vouchers are posted into the Open Accounts Payable tables, from which they can be paid.
Screen Contents
This screen consists of an Identification block, tabs, a table window, and subtasks (listed at the end of this topic).
Tabs
The Manage Vendor History screen contains the following tabs:
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Use the Vendor History tab to specify invoice and discount information.
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Use the Header Info tab to store information relating to the voucher header such as VAT, PO, and A/P account information.
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Use the Address tab to specify the pay vendor and address.
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Use the Subcontractor Info tab to enter subcontractor invoicing information.
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Use the Notes/Doc Loc tab to record the location of a document containing information that supports the data you are entering.
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Use the Recalculate Lines tab to recalculate voucher lines.
Location
Identification
Voucher No
If the voucher setting is set to manual numbering, enter a voucher number. If the voucher setting is set to system-assigned, leave this field blank.
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If you chose the Costpoint-wide method of numbering vouchers, Costpoint assigns the next voucher number when you save the voucher. If you enter a voucher number, the last voucher number will not be updated in voucher settings. To start a new voucher number on a system-wide basis, you must change the Last System Voucher Number on the Configure Accounts Payable Voucher Settings screen.
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If you chose the user method, Costpoint automatically displays the next voucher number. You can change the voucher number and, when you save the voucher, the last voucher number will be updated in your user preferences.
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If you chose the manual method, you must enter the voucher number. If you click 
, Costpoint defaults to the last voucher number for system-wide and user-specific numbering methods.
Vouchers entered (not system-assigned) on this screen are marked as Manual. This allows the Manage Check History screen to restrict payment to only those vouchers that are marked as Manual. In most places within Costpoint, manual vouchers display in the same way as Accounts Payable vouchers, with two exceptions:
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On the Manage Check History screen, the Lookup on the voucher number shows only manual vouchers.
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On the Print Open Accounts Payable Report screen, all vouchers marked as Manual are excluded from the report.
Fiscal Year
Enter, or click to select, the fiscal year to which the voucher was posted in the legacy software.
Period
Enter, or click to select, the period to which the voucher was posted in the legacy software.
Subperiod
Enter, or click to select, the subperiod to which the voucher was posted in the legacy software.
Vendor
Enter, or click to select, a valid vendor ID. Costpoint displays the vendor name and location in the adjacent fields.
Seq No
The sequence number is non-editable for records that are manually entered.
Currencies
Trans
This field displays the currency code of the transaction currency used for this voucher. Costpoint uses either:
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The default currency from the Currencies block of the Manage Vendors screen, if no default has been selected for the vendor, or
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The default transaction currency from the Configure Multicurrency Settings screen.
To override this default, use the Exchange Rates subtask to select a different transaction currency for this voucher.
Pay
This field displays the currency code of the pay currency used for this voucher. Costpoint uses either:
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The default currency from the Currencies block of the Manage Vendors screen, if no default has been selected for the vendor, or
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The default pay currency from the Configure Multicurrency Settings screen.
To override this default, use the Exchange Rates subtask to select a different pay currency for this voucher.
Table Window
This table shows the distribution of invoice amount, sales tax amount, and discount amounts to general ledger charge numbers. There is no limit on the number of lines you can enter on the voucher detail. You can resize the columns in this table window and rearrange the columns in the order you prefer to enter data. Example.
Line No
This is a non-editable field that Costpoint increments automatically. As you insert lines in this table, Costpoint recalculates the line number.
Account
Enter, or click to select, an account number. If you set up a default expense account for this vendor, it displays automatically on the first line. As you move to the next field, Costpoint validates that the account number is not a summary account, that the account is active, and that the account allows charging for the fiscal year, period, and subperiod on this voucher. Costpoint displays a message if the account fails any of the above validations.
If you set up project account abbreviation codes on the Manage Project Account Groups screen, you may want to move the Project and Project Account Abbreviation fields before Account and save the new table order. Entering the project number and project account abbreviation code first automatically defaults the account number assigned to the project account abbreviation on the Manage Project Account Groups screen.
You assign all projects to project account groups when you set them up on the Manage Project User Flow screen. When you enter the project number and project account abbreviation 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 fills in the account number. This allows you to assign accounts from different account groups to the same project account abbreviation code. Example.
Organization
Enter, or click to select, an organization number. If you set up a default organization for this vendor, it displays automatically on the first line. As you move to the next field, Costpoint validates that the organization is active and the organization allows charging for the fiscal year, period, and subperiod on this voucher. Costpoint displays a message if the organization fails any of the above validations.
If you selected the Default to Owning Org check box on the Manage Project User Flow screen, you may want to move the Project field before this field and save the new table order. Entering the project number automatically fills the Organization field with the number of the organization that "owns" the project. (This is the organization to which all the project's revenues and profits go. You also specify the Owning Organization on the Basic Info screen.) You can edit this organization as necessary.
Project
Enter, or click to select, a project. If you set up a default project for this vendor, it displays automatically on the first line. As you move to the next field, Costpoint validates that the fiscal year, period, and subperiod ending date is not greater than the project end date. Costpoint displays a warning if the project fails this validation.
If you plan to use project account abbreviation codes, or if you want the owning organization of the project to default into the Organization field, move the Project and Proj Acct Abbrev fields before the Account and Organization fields. After you rearrange the table order, save the new table order.
If you selected the Default to Owning Org check box on the Manage Project User Flow screen, the number of the organization that "owns" this project defaults into the Organization field. (This is the organization to which all the project's revenues and profits go. You also specify the Owning Organization on the Manage Project User Flow screen.)
Proj Acct Abbrev
Enter, or click to select, the project account abbreviation code, if any. You set up project account abbreviations on the Manage Project Account Groups screen. Every project-required account is assigned to a project account group on this screen (for example, GOV for government projects or INV for inventory projects). When you set up projects on the Manage Project User Flow screen, they are also assigned to these account groups.
After you enter the project number and the project account abbreviation here, 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 defaults the account number into the Account field.
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If you change the default account and add a new line, Costpoint displays a warning that the account has changed, but you can still save.
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If you change the project number or the project account abbreviation code, Costpoint defaults the new account number into 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
Either 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.
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If you enter an amount for this charge line, Costpoint calculates a percentage of the invoice amount from the voucher header.
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If you enter a percentage in the Percent field, Costpoint multiplies the percent by the invoice amount on the voucher header to derive the cost amount for this detail line.
Percent Allocation
Either enter a percentage of up to two decimal places in this field or tab to the Cost Amount field and enter an amount.
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If you enter a percentage for this charge line, Costpoint multiplies the percent by the invoice amount on the voucher header to derive the cost amount for this detail line.
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If you enter an amount in the Cost Amount field, Costpoint calculates a percentage of the invoice amount from the voucher header.
Taxability
The line of the voucher being entered is either taxable or not taxable.
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If the item is taxable and the vendor charged sales or value added tax on the invoice, select Sales Tax from the drop-down list.
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If the item is taxable and the vendor did not charge sales tax on the invoice, you are still responsible for paying the tax to the state or province. In this case, select Use Tax from the drop-down list. In this case, Costpoint accrues the use tax applicable to the line item by multiplying the Cost Amount by the Tax Rate associated with the Tax Code entered. The Use Tax Amt is posted as an accrual when you post the Voucher Distribution Journal to the general ledger.
Tax Code
The tax code defaults from the Manage Vendors screen to the header. The header defaults into each line. Enter, or click to select, a valid code if you want to change the default.
Tax Rate
This field displays the tax rate from the Tax Code table.
Sales/VAT Tax Amt
Costpoint calculates the value in this field by multiplying the Cost Amount by the Tax Rate if the Taxability field on the Manage Accounts Payable Vouchers screen is S (Sales/VAT Taxable) and the Use Tax option is set to No. You can edit this field. This may be necessary if the sales tax amount is different from your invoice because of small rounding differences.
Tot Before Disc
Costpoint calculates the value in this non-editable field by adding the invoice Amount to the Sales/VAT Tax Amt.
Discount
Costpoint calculates this field by multiplying the discount Percent on the voucher header by the Tot Before Disc amount. You can change this field. However, if you do so, Costpoint validates that the total discount amounts on the voucher detail equals the discount amount in the voucher header when you save the voucher.
Total Amt
Costpoint calculates the value in this field by subtracting the discount Amount from the Tot Before Disc. The Total Amt less any use or reverse tax that is accrued on the voucher should equal the due Amount on the voucher header.
Use Tax Amt
Costpoint calculates the value in this field if the Taxability field on the Manage Accounts Payable Vouchers screen is U (Use/Reverse Taxable) and the Use Tax option is set to Yes. Costpoint multiplies the Cost Amount 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
This field displays the recovery amount, if any.
1099
This field indicates whether or not a 1099 is generated. The default is for the check box to be cleared. For paid vouchers, the lines for which the check box is selected were used in the calculation of the 1099 payments for this vendor.
1099 Type
Enter, or click to select, a 1099 type.
Description
Enter a description for this detail line.
Org Abbrev
Enter, or click to select, an abbreviated code for the organization number. If you enter a code, Costpoint looks up the code and automatically populates the organization number related to the abbreviated code. If you enter transactions by Org Abbrev, move this field before Organization and save this table order.
Proj Abbrev
Enter, or click to select, an abbreviated code for the project number. If you enter a code, Costpoint looks up the code and automatically populates the project number related to the abbreviated code. If you enter transactions by Proj Abbrev, move this field before Project and save this table 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 field displays the account name.
Organization Name
This field displays the organization name.
Project Name
This field displays the project name.
Ref 1 Name
This field displays the reference 1 name.
Ref 2 Name
This field displays the reference 2 name.
Type of Supply
Enter, or click to select, the supply type, 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.
Notes
Enter descriptive text for the voucher header.
Subtasks
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Subtask
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Description
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Exchange Rates
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Click this link to open the Exchange Rates subtask.
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Voucher Totals
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Click this link to open the Voucher Totals subtask.
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Vendor Labor
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Click this link to open the Vendor Labor subtask.
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Currency Line
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Click this link to open the Currency Line subtask.
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Customs Info
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Click this link to open the Customs Info subtask.
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