UPDATE PAY WHEN PAID VOUCHER HISTORY
With Costpoint's pay when paid functionality, you can hold payments for a vendor until you receive payments from your customer. Use the setup features for Accounts Payable and the setup features in Projects to enter one or more accounts payable vouchers with the status of pay when paid. These vouchers are not released for payment until your company bills and posts the appropriate cash receipt from your customer.
For a pay when paid voucher, use this screen to accumulate information from voucher history, billing history, and accounts receivable history. Executing this process updates the pay when paid vouchers and ensures that the most accurate information is evaluated when attempting to select pay when paid vouchers for payment. You can select vouchers for payment via the Select Vouchers for Payment screen or the Edit Voucher Payment Status screen.
If your company uses the pay-when-paid function, you must run this update as part of your normal payment process. After posting vouchers, but before selecting vouchers for payment, run this process to allow any eligible pay-when-paid items to be selected for payment. In order to obtain the most accurate data, Deltek recommends that you refrain from running this function when new vouchers, bills (via the Projects folder), or new cash receipts are being posted.
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
Vendor
Use the fields in this group box to select which vendors you want to update.
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.
Voucher
Use the fields in this group box to select which vouchers you want to update.
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.
Update Pay When Paid Voucher History
Click this option on the Action menu to begin the update process, based on your selected criteria.
You can view the results of the update performed on this screen via the Pay When Paid subtask of the Edit Voucher Payment Status screen.