VIEW CHECK HISTORY INQUIRY

Use this screen to view check date, number, and amount information for posted checks. You can limit this information by cash account or use this screen to view information for only one posted check. Use the subtasks for this screen to drill down through layers of data, including information about the vouchers paid by a particular check, the voucher detail for both accounts payable and purchase order vouchers, and vendor addresses and contacts.

This screen is blank when you enter it.

• To see information for a particular cash account, organization, or check number, enter that information in the proper field or click to select the record, then click .

• To see information for all checks, leave the header fields blank and click .

Use this screen whenever you need to view information for checks that have been posted. Unposted checks do not display on this screen or any of its subtasks.

You can apply organization security to the Vouchers subtask. Use this optional feature to grant or remove rights to view or update organizations. To use this feature, you must first set up organization security screens. For more information about organization security and how to apply it, see Organizational Security.

Screen Contents

This screen has the following elements:

• Use the Selection Criteria block to specify the records to be included.

• Use the table window to review check history data.

• Use the subtasks, listed at the end of this topic, to review additional information about vendors, contacts, and vouchers.

Location

Selection Criteria

Cash Account

Enter, or click to select, the cash account number in this field, if you want to view information for a particular cash account. The name of the cash account displays in the adjacent field. If you execute without entering a cash organization or a check number, the table window displays information for all cash organizations and check numbers associated with the cash account. To view checks for all cash accounts and organizations, leave all the header fields blank and execute the inquiry. If you leave this field blank, the table window includes a Cash Account column.

Cash Organization

Enter, or click to select, the organization number in this field, if you want to view check information for a particular organization. The name of the cash organization displays in the adjacent field. If you enter the cash organization without entering a cash account number or a check number, the check information for all cash accounts associated with the cash organization displays in the table window. If you already entered a cash account number, the information in the table window is limited to that particular cash account/organization combination. To view checks for all cash accounts and organizations, leave all the header fields blank and execute the inquiry. If you leave this field blank, the table window includes a Cash Organization column.

Check Number

If you want to limit the information in the table window to a particular check, enter that check's number here. Although you can execute the inquiry based on check number alone, it is easier to locate a specific check if you also enter cash account, cash organization, fiscal year, and/or period information. If you enter a check number here, the Check Number column is not included in the table window.

Address Code

Enter, or click to select, a valid address code. You establish address codes via the Manage Vendors screen. The address codes are stored in the Vendor Check table.

Fiscal Year

If you want to view check information for a particular fiscal year, enter the fiscal year here or select one from the drop-down list. You can execute the inquiry based solely on a fiscal year, or you can use the Fiscal Year field to limit the check information displayed.

Period

If you want to view check information for a particular period, enter the number of the period here or select one from the drop-down list. Although you can execute the inquiry based solely on the period, Deltek recommends that you also limit the inquiry by fiscal year because you may have identically numbered periods in different fiscal years.

Total Func Currency Check Amount

This field displays the total amount of all checks in the table window, in your functional currency.

Table Window

Cash Account

If you did not limit your inquiry by cash account, this field displays the number of the cash account from which the check on this line was paid.

Cash Organization

If you did not limit your inquiry by cash organization, this field displays the number of the cash organization from which the check on this line was paid.

Chk No

If you did not limit your inquiry by check number, this field displays the number of the check on this line.

Chk Date

This field displays the date on which the check was issued.

Pay Curr

This field displays the currency code for this check's pay currency. The pay currency may or may not be the same as the functional currency (the currency in which you maintain your Costpoint records) or the transaction currency (the currency of the invoice you received from your vendor).

Pay Curr Check Amount

This field displays the total amount of the check, in the pay currency for this check.

Func Curr Check Amount

This field displays the total amount of the check, in your functional currency.

Check Status

Do not use this field to verify the status of checks. To find out whether or not a check has cleared the bank, see one of the following screens:

• View Bank Reconciliation Inquiry

• Print Bank Reconciliation Summary Report

• Print Bank Reconciliation Detail Reports

Pay Vendor Name

This field displays the name of the pay vendor to whom the check was issued.

Joint Payee

This field displays the name of the joint payee to whom the check was issued.

Pay Vendor Location

This field displays the pay vendor's location.

Address Code

This field displays the code for the pay vendor's payment address.

Pay Vendor

This field displays the pay vendor's ID.

Ref 1

This field displays the reference number 1 assigned to this check, if one exists.

Ref 2

This field displays the reference number 2 assigned to this check, if one exists.

Account Name

This field displays the name of the cash account. This column is included in the table window whether or not you enter an account number in the Cash Account field.

Organization Name

This field displays the name of the cash organization. This column is included in the table window whether or not you enter an organization number in the Cash Organization field.

FY Posted

This field displays the fiscal year to which the check was posted. If you limited the inquiry by fiscal year before executing, this column is not included in the table window.

Period Posted

This field displays the period to which the check was posted. If you limited the inquiry by period before executing, this column is not included in the table window.

Subpd Posted

This field displays the subperiod to which the check was posted.

Void Date

For void checks, this field displays the date on which the check was voided.

Void FY Posted

For void checks, this field displays the fiscal year in which the check was voided.

Void Pd Posted

For void checks, this field displays the period in which the check was voided.

Void Subpd Posted

For void checks, this field displays the subperiod in which the check was voided.

Source

If the check was entered manually, this field displays an M. You can enter manual checks on the Manage Manual Checks screen, the Check tab of the Manage Accounts Payable Vouchers screen, and the Check tab of the Manage Purchase Order Vouchers screen.

If the check was system-created, this field displays an S.

Pay Curr Description

This field displays the description of the check's pay currency.

Subtasks

• Table Information

  The following tables use or contain data for A/P checks:

  • Accounts (ACCT) — Account descriptions on all subtasks come from this table.

  • Billable Labor Category (BILL_LAB_CAT) — This table contains project labor categories (PLCs) and their descriptions, entered through the General Labor Categories screen in Labor. The Vendor Labor subtask takes the PLC Description from this table.

  • Organizations (ORG) — Organization names and abbreviations in all subtasks come from this table.

  • Purchase Order Line (PO_LN) — This table contains all the purchase order information entered on the Enter Purchase Orders screen in Purchasing. The Enter PO Vouchers application in Accounts Payable also accesses this table for purchase order information corresponding to the voucher being entered. The PO Detail subtask uses the Purchase Order Line table to populate the fields in its table window. These fields display quantity and cost amount information from the purchase order.

  • Projects (PROJ) — Project names and abbreviations in all subtasks come from this table.

  • Reference Structure (REF_STRUC) — Reference number names in all subtasks come from this table.

  • Voucher Header History (VCHR_HDR_HS) — The Voucher Header History table stores header information (information that is not included in the table window) for all posted vouchers. This table provides information for all the fields relating to voucher information in the Vouchers subtask (except for the Discount Taken and Amt Paid fields), as well as the voucher header information for the Voucher Detail subtasks (both A/P and PO). It also provides all the voucher header information for the Vendor Labor subtask.

  • Voucher Labor Vendor History (VCHR_LAB_VEND_HS) — After an A/P or PO voucher is posted, this table stores the data you entered on the Vendor Labor subtask of the Enter A/P or PO Vouchers screens. It also contains a Billable Labor Category Code, which is linked to a PLC description in the Billable Labor Category table. The Vendor Labor subtask uses this table to populate all the fields of its table window, except for the PLC Description.

  • Voucher Line Account History (VCHR_LN_ACCT_HS) — This table stores account, organization, project, cost, and tax information for each voucher line after the voucher is posted. It provides the data for all the fields in the Voucher Detail (A/P) table window, expect for the Vchr Line, Description, and Notes fields. It also provides account, organization, project, reference number, and amount information for the Vendor Labor subtask.

  • Voucher Line History (VCHR_LN_HS) — This table stores discrepancy, tax, and amount information for each PO voucher line after the voucher has been posted. It also stores line notes and line numbers for all vouchers after they have been posted. The Voucher Line History table provides information for all the fields in the Voucher Detail (PO) table window. It also populates the Voucher Detail (A/P) Line No, Description, and Notes fields.

  • Vendor (VEND) — The Vendor table contains information you entered for vendors on the Enter/Manage Vendors screen. The pay vendor's name and location in all Inquiry screens come from this table.

  • Vendor Address (VEND_ADDR) — This table stores the vendor address information you entered in the Enter/Manage Vendors screen. It provides the information for the Pay Vendor Address and Phone Info group boxes on the Vendor subtask.

  • Vendor Address Contacts (VEND_ADDR_CNTACT) — This table stores the contact information you entered for the vendor in the Contacts subtask of the Enter/Manage Vendors screen. It provides all the information for the Contacts table window.

  • Vendor Check History (VEND_CHK) — The Vendor Check History stores check number, date, posting, and cash account and organization information for checks that have already been posted. It provides all the information for the main screen's table window, as well as the check header information for all the subtasks on the Check History Inquiry screen.

  • Vendor Check History Voucher Detail (VEND_CHK_VCHR) — The Vendor Check History Detail contains information that links checks to particular vouchers. This information includes the voucher vendor ID, the amount of the check that was applied to the voucher (because many vouchers may be paid by the same check), and the discount taken on posted vouchers. It supplies the data for the Discount Taken and Amount Paid fields on both the Vouchers and Form View subtasks.