SELECT VOUCHERS FOR PAYMENT
Use this screen to select groups of vouchers for payment. You can use this screen to specify vouchers by accounts payable account/organization, cash account/organization, bank ID, range of due dates, range of voucher numbers, and/or range of pay vendors. You can also clear the payment status of groups of vouchers and put them back on hold, or put them on or off defer status.
To update the status of an individual voucher, you can use this screen or make changes on a voucher-by-voucher basis on the Edit Voucher Payment Status screen. Costpoint calculates the values of the fields used to print the check, such as Amount to Pay and Discount Taken. If you need to adjust the amounts, you can change them on the Edit Voucher Payment Status screen.
Use this screen to select vouchers for payment immediately before printing the checks. Because discounts are date sensitive, the amounts calculated in this process could be incorrect if the checks are cut on a different date. If the vouchers are selected for payment but the check run is delayed, you should clear the vouchers. To do so, set the Process option in the Options group box to Deselect, then re-select the vouchers when you print the checks.
Screen Contents
This screen consists of the following blocks:
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Use the Identification block to enter a parameter ID and description.
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Use the Selection Ranges block to specify the selection ranges of the vouchers that you want to include in the selection process.
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Use the Options block to place additional filters on your voucher selection.
You cannot access records that are printing while this screen is open.
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
(Select By)
Use this drop-down list to specify which vouchers you want included in the selection process. The options available for selection are:
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Cash Account — The Select Organization group box finds for the associated cash organization.
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A/P Account — The Select Organization group box finds an Accounts Payable organization.
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Bank Abbreviation — The cash account and organization associated with that bank abbreviation are used for the selection process.
Only those vouchers with a value in these fields that falls within the range specified in the following fields is included in the selection process.
Option
Use this drop-down list to select the range of accounts or bank abbreviations to be included. Valid options are:
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All — Select this option to include all available accounts. 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 account and then enter that account 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 accounts. Enter the beginning account for the range in the Start field and enter the ending account of the range in the End field.
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From Beginning — Select this option to include a range of accounts that begins with the first of all the available accounts and ends with the account 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 accounts that begins with the specific account that you enter in the Start field and ends with the last of all the available accounts. The End field is disabled for this option.
Start
Enter, or click 
to select, the starting 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 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.
Organization
Use the fields in this group box to choose the organization for the account specified in the Select Account group box.
The option that you select in the Select Account group box determines which organization is necessary in this group box. For example, if you selected A/P Account in the Select Account group box, you must select a valid Accounts Payable organization in this group box.
Option
Use this drop-down list to select the range of organizations to be included. Valid options are:
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All — Select this option to include all available organizations. 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 organization and then enter that organization 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 organizations. Enter the beginning organization for the range in the Start field and enter the ending organization of the range in the End field.
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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.
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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.
Due Date
Use the fields in this group box to specify the due dates of the vouchers that should be included in the selection process.
For example, if one invoice has a due date of 10/31/2012 and another invoice has a due date of 11/20/2012, only the first invoice is selected if the due dates entered are from 10/01/2012 to 10/31/2012. If the second invoice has a discount date of 10/31/2012 and the Vouchers eligible for discount check box is selected, that voucher is also selected, provided that it meets the other selection criteria on this screen.
Option
Use this drop-down list to select the range of due dates to be included. Valid options are:
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All — Select this option to include all available due dates. 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 due date and then enter that due date 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 due dates. Enter the beginning due date for the range in the Start field and enter the ending due date of the range in the End field.
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From Beginning — Select this option to include a range of due dates that begins with the first of all the available due dates and ends with the due date 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 due dates that begins with the specific due date that you enter in the Start field and ends with the last of all the available due dates. The End field is disabled for this option.
Start
Enter, or click 
to select, the starting due date 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 due date for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Voucher
Use this group box to specify a range of vouchers.
Option
Use this drop-down list to select the range of vouchers to be included. Valid options are:
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All — Select this option to include all available vouchers. 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 voucher and then enter that voucher 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 vouchers. Enter the beginning voucher for the range in the Start field and enter the ending voucher of the range in the End field.
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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.
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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.
Pay Vendor
Use this group box to specify a range of vendors for an additional limit on the vouchers included in the selection routine. If you do not want to restrict the selection process further, leave the Option set to All in this group box.
Vendors who are subcontractors may be covered by insurance or bonds. If their insurance/bond coverage is unsatisfactory or they are subject to a lien, the vouchers may not be selected for payment. Use the Print Subcontractor Information Report screen to determine which subcontractors may be in contract default status.
Option
Use this drop-down list to select the range of pay vendors to be included. Valid options are:
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All — Select this option to include all available pay vendors. 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 pay vendor and then enter that pay vendor 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 pay vendors. Enter the beginning pay vendor for the range in the Start field and enter the ending pay vendor of the range in the End field.
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From Beginning — Select this option to include a range of pay vendors that begins with the first of all the available pay vendors and ends with the pay vendor 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 pay vendors that begins with the specific pay vendor that you enter in the Start field and ends with the last of all the available pay vendors. The End field is disabled for this option.
Start
Enter, or click to select, the starting pay 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 pay 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.
Pay Currency Code
Use the fields in this group box to specify a range of pay currency codes. Only those currencies saved on the Manage Currencies screen are available for lookup in these fields.
Option
Use this drop-down list to select the range of pay currency codes to be included. Valid options are:
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All — Select this option to include all available pay currency codes. 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 pay currency code and then enter that pay currency code 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 pay currency codes. Enter the beginning pay currency code for the range in the Start field and enter the ending pay currency code of the range in the End field.
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From Beginning — Select this option to include a range of pay currency codes that begins with the first of all the available pay currency codes and ends with the pay currency code 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 pay currency codes that begins with the specific pay currency code that you enter in the Start field and ends with the last of all the available pay currency codes. The End field is disabled for this option.
Start
Enter, or click to select, the starting pay currency code 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 pay currency code for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Pay Vendor Addr Code
Option
Use this drop-down list to select the range of pay vendor address codes to be included. Valid options are:
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All — Select this option to include all available pay vendor address codes. 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 pay vendor address code and then enter that pay vendor address code 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 pay vendor address codes. Enter the beginning pay vendor address code for the range in the Start field and enter the ending pay vendor address code of the range in the End field.
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From Beginning — Select this option to include a range of pay vendor address codes that begins with the first of all the available pay vendor address codes and ends with the pay vendor address code 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 pay vendor address codes that begins with the specific pay vendor address code that you enter in the Start field and ends with the last of all the available pay vendor address codes. The End field is disabled for this option.
Start
Enter, or click to select, the starting pay vendor address code 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 pay vendor address code 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
Option
Use this drop-down list to select the range of purchase orders to be included. Valid options are:
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All — Select this option to include all available purchase orders. 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 purchase order and then enter that purchase order 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 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.
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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.
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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.
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.
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.
Invoice ID
Option
Use this drop-down list to select the range of invoice IDs
to be included. Valid options are:
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All — Select this option to include all available invoice 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 invoice ID and then enter that invoice 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 invoice IDs. Enter the beginning invoice ID for the range in the Start field and enter the ending invoice ID of the range in the End field.
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From Beginning — Select this option to include a range of invoice IDs that begins with the first of all the available invoice IDs and ends with the invoice 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 invoice IDs that begins with the specific invoice ID that you enter in the Start field and ends with the last of all the available invoice IDs. The End field is disabled for this option.
Start
Enter, or click to select, the starting invoice 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 invoice 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.
Options
Process
Select the process to execute. The options available from this drop-down list are:
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Select — This setting changes the status of the vouchers specified on this screen to a status of Pay. Only those vouchers that have a status of Pay and that are approved (see the Approve Checks screen) are included on the next check run.
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Deselect — This setting changes the status of vouchers that were set to Pay back to Hold. Select this option if you are taking discounts and the vouchers were selected, but the check run was delayed to another day. The Amount to Pay and Discount Taken fields are calculated when the vouchers are changed to Pay. This can result in an expired discount being taken.
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Defer — This setting changes the status of the vouchers specified in the screen to Defer. Any voucher with a status of Defer is not included in the selection process in this screen. This allows you to defer a voucher from payment without having to manually put it back on Hold each time that you run this screen. Conversely, when you decide to pay a voucher, you must take it off Defer status before you can update it to Hold on this screen. To adjust it manually, use the Edit Voucher Payment Status screen.
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Clear Deferrals — This setting changes the status of any vouchers that were set to Defer back to Hold. Any voucher that was set to Defer that is now ready to be paid must be changed to Hold before this screen will update the status to Pay. To adjust the status manually, use the Edit Voucher Payment Status screen.
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Validate Pay When Paid — This setting is for Costpoint users who are using the Pay When Paid function. Before executing this screen with this option, make sure you have run the Update Pay When Paid Voucher History screen. For more information, see Pay When Paid Items.
Use System Date to Calculate Discount
Select this check box to use the Costpoint system date to calculate discounts.
Include Vouchers Eligible by Discount Date
Select this check box to include those vouchers that have a discount date that falls within the range of dates specified in this group box. This allows you to include vouchers that are eligible for a discount in the selection routine.
Exclude Vouchers if calc'd Disc Amt is Zero
Select this check box to exclude any vouchers with a calculated discount amount of zero (0).
Select Vouchers
Click 
to perform the selection process. The status of the vouchers that pass the selection criteria changes according to the selection you made in the Options field.
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If you chose the Select option, Costpoint also calculates the Discount Taken amount and the Amount to Pay.
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If you chose the Deselect option, the Discount Taken and Amount to Pay fields that were previously calculated are zeroed out.