CREATE RECURRING ACCOUNTS PAYABLE VOUCHERS
Use this screen to create recurring vouchers for a specified period, after setting up template vouchers. Costpoint creates recurring vouchers based on the recurring voucher code, user identification range, and template voucher number range that you specify. You can also specify a starting voucher number.
Costpoint creates the recurring vouchers in the subperiod specified if all of the following conditions are true:
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The subperiod is selected for the recurring code
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The subperiod falls within the optional range specified on the voucher template
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The fiscal year, period, and subperiod combination is later than the last created fiscal year, period, and subperiod stored in the template
As each voucher is created, Costpoint updates the last created fiscal year, period, and subperiod fields on the voucher template to track the periods in which the vouchers were created. On the Details tab of the Manage Accounts Payable Vouchers screen, Costpoint selects the Recurred Voucher check box for the newly created recurring vouchers; the template voucher number from which it was created displays in the Template field. You can edit recurring vouchers like normal vouchers on the Manage Accounts Payable Vouchers screen.
If you execute multicurrency transactions, recurring vouchers do not maintain currency information. Each recurring voucher is saved with a "zero" exchange rate. Enter the applicable exchange rates on the Manage Accounts Payable Vouchers screen before posting your recurring vouchers. This will help you post and pay each period's voucher with a current exchange rate.
Location
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 are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
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 in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in 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 in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Recurring Voucher Code
Option
This non-editable field displays One.
Start
Enter, or click 
to select, a recurring voucher code in this required field. All vouchers with this code will be created if the specified period exists for the code.
Starting Voucher No
Option
This non-editable field displays One.
Start
Enter a starting voucher number or let Costpoint assign one for you. Costpoint uses this number for the recurring vouchers that it creates. If you do not specify a number, Costpoint uses the Last System Voucher Number from the Configure Accounts Payable Voucher Settings screen.
Fiscal Year
Option
This non-editable field displays One.
Start
Use this required field to specify the year of the selected template voucher number so that Costpoint knows which template voucher to create. Use the Print Voucher Edit Report screen to see which year the template vouchers are recorded.
Template Voucher No
Option
Use this drop-down list to select the range of template voucher numbers to be included. Valid options are:
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All — Select this option to include all available template voucher numbers. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one template voucher and then enter that template voucher number in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of template voucher numbers. Enter the beginning template voucher number for the range in the Start field and enter the ending template voucher number of the range in the End field.
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From Beginning — Select this option to include a range of template voucher numbers that begins with the first of all the available template voucher numbers and ends with the template voucher number that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of template voucher numbers that begins with the specific template voucher number that you enter in the Start field and ends with the last of all the available template voucher numbers. The End field is disabled for this option.
Start
Enter, or click to select, the starting template voucher number 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 template voucher number for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Entry User ID
Option
Use this drop-down list to select the range of user IDs to be included. Valid options are:
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All — Select this option to include all available user IDs. The Start and End fields are disabled for this option. This is the default.
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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.
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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.
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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.
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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.
Destination Subperiods
Option
Select the range of subperiods for which recurring vouchers should be created. Valid options are:
-
All — Select this option to include all available subperiods. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one subperiod and then enter that subperiod in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of subperiods. Enter the beginning subperiod for the range in the Start field and enter the ending subperiod of the range in the End field.
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From Beginning — Select this option to include a range of subperiods that begins with the first of all the available subperiods and ends with the subperiod that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of subperiods that begins with the specific subperiod that you enter in the Start field and ends with the last of all the available subperiods. The End field is disabled for this option.
Start Fiscal Year
Enter the fiscal year in which the recurring vouchers should be created. If you select All or From Beginning in the Option field, this field is inactive.
Start Period
Enter the starting period in which the recurring vouchers should be created. If you select All or From Beginning in the Option field, this field is inactive.
Start Subperiod
Enter the starting subperiod in which the recurring vouchers should be created. If you select All or From Beginning in the Option field, this field is inactive.
End Subperiod
Enter the ending subperiod in which the recurring vouchers should be created. If you select All, One, or To End in the Option field, this field is inactive.
Voucher Info
Option
This non-editable field displays One.
Invoice No
Enter the optional invoice number to be used on the recurring vouchers that Costpoint creates. If you leave this field blank, Costpoint uses the template voucher data.
Invoice Date
Enter the optional invoice date to be used on the recurring vouchers that Costpoint creates. If you do not enter a date, Costpoint uses the template voucher data.
Due Date
Enter the optional due date to be used on the recurring vouchers that Costpoint creates. If you do not enter a date, Costpoint uses the template voucher data.
Process Create Recurring A/P Vouchers
Click this option on the Action menu to create recurring vouchers in accordance with the options specified.