UPDATE SUBCONTRACTOR PROGRESS PAYMENTS

Use this screen to update the Subcontractor Progress Payments table, which is used by projects that bill using form 1443, Contractor's Request for Progress Payment. This screen updates the Manage Subcontractor Progress Payments screen with information from the Open Billing Detail file and the voucher and check history files. This process is executed at month-end to update subcontractor invoices that have been entered and paid through Costpoint Accounts Payable. This process is necessary because subcontractor costs are treated separately on the form 1443. When the progress payment bills are calculated, subcontractor costs are obtained from the Manage Subcontractor Progress Payments screen instead of from Open Billing Detail, which is the source of all other transactions. Since form 1443 differentiates between paid and unpaid subcontractor costs, every organization billing progress payments must execute this process, regardless of status (large or small business). If this process is not used, the Subcontractor Progress Payments table must be maintained manually.

The process updates only projects that have a progress payment billing formula. It retrieves transactions from Open Billing Detail that have been identified as company-wide subcontractor accounts on the Manage Billing Accounts screen. The voucher history files (VCHR_HDR_HS and VCHR_LN_ACCT_HS) are referenced for the selected transactions to obtain information such as the bill type, shipment value, and invoice amount. Payment information is added from the vendor check history files (VEND_CHK and VEND_CHK_VCHR). After Costpoint updates the Subcontractor Progress Payments file, it deletes the transactions from Open Billing Detail. The Subcontractor Progress Payments file then becomes the source for line 14 and for delivery invoices billed on line 9 of the form 1443.

For more information, please see "Progress Payment Bills."

Run this screen after printing checks and accepting them for the period that you want to update. (Note that cash disbursements do not need to be posted before you run this process.) Run this screen before calculating progress payment bills.

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

Projects

In this group box, choose one project or a range of projects to be processed.

Option

Enter, or use the drop-down list to select, the range of projects you want to update. Valid options are:

The default for this field is All.

Start

The value entered in this field varies depending on the Option that you selected. If you selected All projects, this field is inactive. If you selected One project, enter the project in this field. If you elected to update a Range of projects, enter the starting project in this field. If you selected the From Beginning option, this field is inactive. If you selected the To End option, enter the beginning project in this field.

Use to select values from the appropriate table.

End

The value entered in this field varies depending on the Option that you selected. If you selected All projects or One project, this field is inactive. If you elected to update a Range of projects, enter the ending project in this field. If you selected the From Beginning option, enter the ending project in this field. If you selected the To End option, this field is inactive.

Use to select values from the appropriate table.

Accounting Period

Use this group box to select the ending subperiod that you want to update. Note that all previous subperiods are updated through the subperiod selected.

Fiscal Year

Enter, or use the drop-down list to select, a valid fiscal year that you want to update.

Period

Enter, or use the drop-down list to select, a valid period that you want to update.

Subpd

Enter, or use the drop-down list to select, a valid subperiod that you want to update.

Ending Date

The non-editable field to the right displays the ending date for the selected subperiod.

Update

When you have finished making your selections, click to start the update process.