POST VOUCHERS

Use this screen to post all approved vouchers to the General Ledger and Accounts Payable history tables. The Accounts Payable history tables include the Open Accounts Payable table and the Vendor History tables. After you post vouchers, they are removed from the Voucher tables and are no longer accessible through the Manage Accounts Payable Vouchers screen or the Manage Purchase Order Vouchers screen.

You cannot edit posted vouchers but you can view them on the following screens:

• View unpaid posted vouchers on the Edit Voucher Payment Status screen.

• View both paid and unpaid posted vouchers on the View Vendor History Inquiry screen.

If you entered a zero amount voucher (or vouchers) on the Manage Accounts Payable Vouchers screen, you can use this screen to process a zero amount vendor payment. This eliminates the outstanding vouchers from the Open Accounts Payable Report.

Use the options in the Options block to select which records you will post.

Each Selection range works in conjunction with all the others on the screen. For example, if you specify an Accounts Payable voucher type and identify a range of user IDs, only those vouchers entered on the Manage Accounts Payable Vouchers screen by the users specified are posted. Any vouchers entered by the specified users on the Manage Purchase Order Vouchers screen are not posted. In other words, the voucher must meet both selection criteria established in this screen. Because of this, you can be very specific about which vouchers to post.

This screen also checks the project's account group functions.

• You set up the account group for the project on the Manage Project User Flow screen.

• You assign the account functions to the account group on the Manage Project Account Groups screen.

In order for a transaction to be copied to the Open Billing Detail table, one of the project account group's functions must be either Labor or Non-Labor.

Run this process to post vouchers after the vouchers have been reviewed for errors and approved. You cannot edit the vouchers after they are posted to the General Ledger and Accounts Payable tables.

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.

Location

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.

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

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.

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

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.

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

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.

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

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.

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

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.

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.

Post Vouchers

Click the arrow to the right of and select this option to post the approved vouchers you selected to the General Ledger and Accounts Payable files.

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.

• Table Information

  Changes to this screen update the following tables:

  • VCHR_HDR_HS

  • VCHR_LN_HS

  • VCHR_LN_ACCT_HS

  • VCHR_LAB_VEND_HS

  • VCHR_LN_CHG_HS

  • OPEN_AP

  • VEND_CHK

  • VEND_CHK_VCHR

  • PAYWPD_VCHR_HS

• FAQs

  When posting Accounts Payable vouchers, Costpoint displays a message saying that there were no records found to be posted. How can I fix this?

  This means that the vouchers have not been approved or that the vouchers are not in the period selected for posting.

  1. Go to the Manage Accounts Payable Vouchers screen.

  2. Execute a Query. If the vouchers are still on this screen, this means that they have not been posted.

  3. Make sure that the Approved check box is selected.

  4. Make sure that the fiscal year, period, and subperiod on the voucher are the same fiscal year, period, and subperiod that you are selecting on the Post Vouchers screen. If they are not, you can either change the period on the voucher or post to the fiscal year, period, or subperiod in which the voucher was entered.

  5. On the Manage Accounts Payable Vouchers screen, verify that the Hold Vouchers check box has not been selected.

  6. Also make sure that: you are selecting the correct voucher type, you have rights to post the vouchers, you have rights to the organization, the voucher number is correct, the user is correct, and the specified Accounts Payable account and Accounts Payable organization are correct for these vouchers.  

  I tried to post vouchers created on the Reverse Posted Vouchers screen, but Costpoint displayed the following message: "No record matches criteria." How do I fix this?

  None of the newly created vouchers have been approved.

  You need to select and approve the vouchers on the Approve Vouchers screen before attempting to post.