to select, an open fiscal year for this purchase order voucher. This determines the accounting period in which this voucher is posted.The term "voucher" is used for an invoice that you have received from a vendor. After you enter vouchers in Costpoint, you can review them on the Print Voucher Edit Report screen. You can make corrections to vouchers on the same screen on which you entered them.
Use this screen only to enter invoices that are associated with a purchase order or subcontract purchase order already entered through the Manage Purchase Orders screen in Purchasing.
If you intend to issue purchase orders through Costpoint, you should enter the invoices that relate to those issued purchase orders on this screen and not on the Manage Accounts Payable Vouchers screen.
Create subcontract purchase order vouchers on the Create Subcontract Purchase Order Vouchers screen.
You can also enter debit memos on this screen, provided that purchase orders were issued for them. Use the Create Debit Memos screen to create debit memos. After you create a debit memo, whether through Create Debit Memos or directly on this screen, you can maintain the debit memo only on this screen.
Before you generate purchase orders, review the following:
Settings on the Configure Purchase Order Voucher Settings screen
Data on the purchase order record (on the Manage Purchase Orders screen)
Data on the purchase order receipt record (on the Manage Purchase Order Receipts screen)
Use this screen whenever you need to add to Costpoint invoices and/or debit memos that pertain to purchase orders. You should also use it whenever you make changes to existing purchase order vouchers or debit memos. The associated purchase order must have been established on the Manage Purchase Orders screen.
This screen consists of the following elements:
Use the Identification block to specify the voucher number, fiscal year, period, and subperiod.
Use the options to specify things such as the currencies, purchase order number, and purchase order type.
Use the tabs to enter information for the vouchers, such as the invoice number, sales tax or VAT amounts, addresses, cash disbursements, subcontractor information, and default actions.
Use the table window to review voucher details, such as the part number and taxability setting.
Use the subtasks (listed at the end of this topic) to review voucher information such as exchange rates, receipts, vendor returns, currency information, and customs data.
The Manage Purchase Order Vouchers screen contains the following tabs:
Use the Header Info tab to view information relating to the entire purchase order voucher.
Use the Details tab to establish information that pertains to the entire purchase order voucher.
The Address tab contains the pay vendor and payment address code for this purchase order voucher.
The Check tab contains information relating to the check and cash disbursement posting used for this purchase order voucher.
Use the Subcontractor Info tab to enter the period of performance (POP) date for insurance certificates and bond comparisons and to enter information related to progress payments (1443s).
Use the Notes/Doc Loc tab to browse, add, and launch external documents and add them to the purchase order voucher.
Use the Actions tab to specify default actions or to select specific actions to execute.
The voucher number is the unique identifier for this voucher. The voucher number must be unique by fiscal year across all vouchers (both purchase order vouchers and Accounts Payable vouchers). Incrementing the voucher number can be handled in three different ways, depending on the method established in the Voucher Numbering Method group box on the Configure Accounts Payable Voucher Settings screen:
If you selected the System setting as the method, Costpoint automatically numbers the voucher. Costpoint increments the Last System Voucher Number on the Configure Accounts Payable Voucher Settings screen by one when you save the voucher. After you enter all required data and save, Costpoint automatically populates this field. Costpoint then writes this voucher number to the Last System Voucher Number field on the Configure Accounts Payable Voucher Settings screen so that the next voucher entered is also incremented by one. If you enter a voucher number, the Last System Voucher Number is not updated.
If you selected the User setting as the method, Costpoint automatically displays the next voucher number. You can change the voucher number and, when you save the voucher, the last voucher number is updated.
If you selected the Manual setting as the method, you must enter the voucher number before you save the voucher. Costpoint does not store the last voucher number used in this case.
Enter, or click to select, an open fiscal year for this purchase order voucher. This determines the accounting period in which this voucher is posted.
Enter, or click to select, an open period for this purchase order voucher. The period selected must be open for the fiscal year selected. This determines the accounting period in which this voucher is posted.
Enter, or click to select, an open subperiod for this purchase order voucher. The subperiod selected must be open for the fiscal year and period selected. This determines the accounting period in which this voucher is posted.
The transaction currency value of the purchase order displays in this field.
The pay currency value of the purchase order displays in this field.
These non-editable fields display the vendor ID, vendor name, and vendor location associated with the purchase order entered.
Enter, or click to select, the terms to be used for this voucher. The terms entered or selected must already be established on the Manage Vendor Terms screen.
If the terms selected include a discount percentage, Costpoint calculates the discount percentage, discount date, and discount amount.
Select this check box to approve this voucher, making it eligible for posting and payment. If you leave this check box blank, the voucher is not eligible for posting or payment. There are three types of approvals for purchase order vouchers identified by the Option field in the Approval Required group box on the Configure Purchase Order Voucher Settings screen.
Costpoint-defined options are:
Manual — Indicates that all purchase order vouchers require manual approval.
Automatic — Indicates that Costpoint automatically approves all purchase order vouchers under the limits in the Discrepancies Allowed group box on the Configure Purchase Order Voucher Settings screen when you save the voucher. You must manually approve any voucher over the Discrepancies Allowed limits.
Limited — Indicates that Costpoint automatically approves all purchase order vouchers under or equal to the Above field amount in the Approval Required group box and within the Discrepancies Allowed limits on the Configure Purchase Order Voucher Settings screen when you save the voucher. You must manually approve any voucher above the Above amount or over the Discrepancies Allowed limits.
If a manual approval is required for this voucher and the user is set up to be an approver (based on his or her user ID), select this check box to approve this voucher. If the voucher was approved on the Approve Vouchers screen, this check box is selected.
Select this check box if this voucher is a debit memo. If you leave this check box blank, the voucher is not considered a debit memo. If the debit memo was established on the Create Debit Memos screen, this check box is selected.
Enter, or click to select, a purchase order number that already exists in Costpoint. A purchase order voucher must be tied to a purchase order that has already been established on the Manage Purchase Orders screen. Only purchase orders and release orders can be invoiced against. You cannot enter an invoice for a blanket order. This is a required field.
Enter, or click to select, the release number of the purchase order against which you are invoicing. If you used lookup to select the purchase order, the release number associated with the purchase order that you selected displays automatically. If the purchase order entered is not a release order, the release number is 0 and you cannot change it.
If the purchase order entered has had a change order created on the Create Purchase Order Change Orders screen in Purchasing, the latest change order number displays in this field.
This non-editable field displays the purchase order type, which can be:
Purchase Order
Release Order
Subcontract PO
Click this button to load the invoice quantity automatically with either the received quantity or the accepted plus rejected-pay quantities, depending on whether you selected Accepted or Received in the Receipt Quantity Autoload field on the Configure Purchase Order Voucher Settings screen.
Click this button to load the invoice quantity.
Click this button to recalculate the line extended cost amount. The calculation is invoice quantity multiplied by unit cost.
Click this button to recalculate the line sales or use tax amount.
This process recalculates either the value in the Sales/VAT Tax Amt field or the amount in the Use/Reverse Tax Amt field, depending on the value that you specify in the Taxability field.
The calculation is as follows: tax amount equals the value in the Tax Rate field multiplied by the value in the Invoice Ext Amount field.
This button is useful if you need to correct the tax amount after you modify any of the following values:
The value in the Invoice Ext Amount field (directly or indirectly)
The value in the Tax Rate field (by changing the value in the Tax Code field to a code that has a different rate, or the value in the Taxable field
The voucher line number is the Costpoint identifier for a line on the purchase order voucher. It is a sequential number assigned by Costpoint to track the line items of the purchase order voucher. You can have an unlimited number of lines on a purchase order voucher. Costpoint increments this non-editable field automatically. As you insert or delete lines from the purchase order voucher, line numbers renumber sequentially.
Enter, or click to select, the purchase order line number against which you are vouchering. After you enter a purchase order line, existing purchase order and receipt information display in the voucher line. Leave this field blank if you are vouchering for miscellaneous costs not identified on the purchase order.
The item and item revision of the purchase order line entered display in these non-editable fields.
The item description of the purchase order line entered displays in this field. If you have entered a purchase order line, this field cannot be changed. For miscellaneous lines that are not tied to the purchase order, you can enter a description of up to 30 alphanumeric characters.
The line type of the purchase order line entered displays in this non-editable field. The line type is based on the type of part that was ordered for this purchase order line. The Costpoint-defined types are:
P —Indicates that the item invoiced is a part that exists on the Manage Parts screen.
G — Indicates that the item invoiced is a good that exists on the Manage Goods screen.
S — Indicates that the item invoiced is a service that exists on the Manage Services screen.
M — Indicates that the item invoiced is a miscellaneous item. It is not a part, good, or service. The Item field is left blank and only a Description and a Misc Type display.
If you did not enter a purchase order line, this is automatically set to M.
Enter, or click to select, a valid miscellaneous charge type. The type must already be established on the Manage Line Charge Types screen. This indicates the type of charge that is being vouchered. Examples include freight, tooling, and training. You should enter and charge a miscellaneous type only when a purchase order line has not been entered, indicating that a miscellaneous charge is being vouchered. A voucher line against a purchase order line of type M has a miscellaneous type, but it cannot be changed.
The type of matching required for this voucher line displays in this field and cannot be edited. The matching type was determined when the purchase order line was added, based on the type of item ordered. On the Configure Purchase Order Voucher Settings screen, each type of item (Goods, Services, Misc, or Parts) is assigned a match type:
2 — Indicates that there will be two-way matching between the purchase order quantity and the invoice quantity.
3 — Indicates that there will be three-way matching between the purchase order quantity, the accepted quantity, and the invoice quantity.
For miscellaneous purchase order lines, you can change the match type at the purchase order line.
The match option required for this voucher line displays in this field and cannot be edited. The match option was determined when the purchase order line was added, based on the type of item ordered. On the Configure Purchase Order Voucher Settings screen, each type of item (Goods, Services, Misc, or Parts) has been assigned a match option:
INDIV (Individual) — Indicates the invoice quantities will be matched against individual receipt accepted quantities.
TOTAL (Total) — Indicates the invoice quantities will be matched against the total purchase order line accepted quantity.
This match option applies only to the 3-way match type. For the 2-way match type, the match option is always TOTAL. For miscellaneous purchase order lines, you can change the match option at the purchase order line.
The inventory abbreviation displays if a purchase order line was entered for an inventory part and the purchase order line had an inventory abbreviation. This field defaults from the purchase order line and cannot be edited.
Enter the quantity, in ordering units of measure, being invoiced. This field is required when a purchase order line has been entered where the quantity ordered for that purchase order line is greater than zero. If the purchase order line for this voucher line had a zero quantity ordered, this field can be zero. This field is hidden for subcontract purchase order vouchers.
If you enter a negative quantity on a 3-way individual matched line, a warning displays if you attempt to leave the line without matching receipts on the Receipts subtask. After you load the Receipts subtask, all receipts for that purchase order line display, including those that have already been matched.
Enter the unit cost for the item being vouchered. This is the actual cost of one unit of the item. The net unit cost from the purchase order line will default, but can be changed if necessary. If the purchase order line Ordered Quantity is zero, this field cannot be edited. This field is hidden for subcontract purchase order vouchers.
If the purchase order line does not have a quantity ordered, you must enter the amount being invoiced for this voucher line. For subcontract purchase orders, use this field to enter the subcontract purchase order line voucher amount.
If the Invoice Quantity is greater than zero, Costpoint calculates the invoice extended amount automatically. The calculation is Invoice Quantity times Invoice Unit Cost.
The amount of all line charges applied to this voucher line, through the Line Charges subtask, displays in this field and can only be maintained via the Line Charges subtask. This amount does not include any sales or use tax applied to the charge type. Charge type examples include freight, tooling, and training. These costs become part of the total cost of this voucher line. This field is hidden for subcontract purchase order vouchers.
Select this check box to indicate that this voucher line is taxable. Leave this check box cleared if this voucher line is not taxable. This is a required field.
When you add a new line to a purchase order voucher (either manually or through Autoload), this option defaults based on the settings in the Sales Tax/VAT Info group box on the Details tab.
If you set the Taxable field on the Details tab to Non-Taxable, this option defaults to cleared, even if the purchase order line is taxable.
If you set the Taxable field on the Defaults tab to Taxable and you add a new purchase order voucher line, this option defaults to selected.
If you leave the Taxable field on the Details tab blank or set it to From PO, all tax information for the purchase order voucher line defaults from the entered purchase order line.
If you set the Taxable field on the Details tab to Item Type, the taxable status comes from the Taxable group box on the Configure Product Definition Settings screen. The type of item vouchered, determined by the Line Type, determines the voucher line's taxable status.
From the drop-down list, select the type of tax to be calculated for this voucher line:
None
Sales — The item is taxable and the vendor has charged sales tax on the invoice.
Use — The item is subject to tax but the vendor did not charge sales tax on the invoice.
This option defaults based on the settings in the Sales Tax/VAT Info group box on the Details tab.
Enter, or click to select, the tax code for this voucher line. The tax code for the purchase order line entered defaults but you can change it. The code that you enter must be a valid tax code already established on the Manage Sales or Value Added Taxes screen. The tax code entered determines the tax rate used to calculate all taxes for this voucher line.
This field displays the tax rate for the Tax Code and cannot be edited. For purchase order lines, this rate is derived from the ship ID.
Costpoint automatically calculates the sales or Value Added Tax amount when you set the Taxability option to Sales.
The calculation of this amount is Invoice Ext Amount multiplied by Tax Rate. You can change this amount. (You may need to change it if the calculated amount and the amount from your vendor invoice differ because of rounding differences.)
Costpoint automatically calculates the use or reverse tax amount when you set the Taxability option to Use.
The calculation of this amount Invoice Ext Amount multiplied by Tax Rate. You can change this amount. (You may need to change it if the calculated amount and the amount to accrue differ because of rounding differences.)
Use tax amounts are not included in the voucher line Total Before Discount Amount or counted against the Invoice Amount.
The sales or Value Added Tax amount of all line charges applied to this voucher line, through the Line Charges subtask, displays in this field and can be maintained only via the Line Charges subtask. These costs become part of the total cost of this voucher line. This field is hidden for subcontract purchase order vouchers.
The use or reverse tax amount of all line charges applied to this voucher line, through the Line Charges subtask, displays in this field and can only be maintained via the Line Charges subtask. These costs do not become part of the total cost of this voucher line. This field is hidden for subcontract purchase order vouchers.
Enter the percentage of value added tax that is recoverable. This percentage is determined by the taxing authority for the selected tax code.
The amount of value added tax that is recoverable displays in this field. Costpoint calculates this amount by multiplying the Line Charge Sales/VAT Tax Amt by the Recovery Rate.
Costpoint automatically calculates the total before discount amount. The calculation follows: Invoice Ext Amount plus Sales/VAT Tax Amount plus Line Charge Cost Amount plus Line Charge Sales/VAT Tax Amount. This field does not include any applicable use tax amounts and cannot be edited.
Costpoint automatically calculates the discount amount. The calculation follows: Total Before Discount Amount times the Percent field in the Discount group box from the Header Info tab. This field cannot be edited.
Costpoint automatically calculates the total amount. The calculation follows: Total Before Discount Amount minus the Amount field in the Discount group box on the Header info tab. This field cannot be edited.
This field displays the date for the supply code.
This field displays the supply code.
This non-editable field displays the Status from the purchase order line on the Manage Purchase Orders screen. Possible values are:
C (Closed) — Indicates that this line has been closed and no further processing will occur.
O (Open) — Indicates that this line is open and ready for receipts and invoices to be entered against it.
S (System Closed) — Indicates that this line has been closed by Costpoint, either fully received or fully vouchered, depending on the type of matching.
After you save the voucher, Costpoint updates this status on the purchase order line. (If the voucher is retrieved and viewed again, the status may have changed.)
Costpoint calculates the quantity to pay not vouchered automatically. It is the unvouchered quantity for this purchase order line.
The calculation follows: Purchase order line Accepted Quantity plus purchase order line Rejected Quantity Pay minus purchase order line Vouchered Quantity indicated on the PO Voucher Lines subtask of the Approve Vouchers screen. This field is hidden for subcontract purchase order vouchers. This field cannot be edited.
This non-editable field displays the Quantity for this purchase order line, from the Manage Purchase Orders screen. This field is hidden for subcontract purchase order vouchers.
This non-editable field displays the U/M (unit of measure) for this purchase order line, from the Manage Purchase Orders screen. This field is hidden for subcontract purchase order vouchers.
This non-editable field displays the Net Unit Cost for this purchase order line, from the Manage Purchase Orders screen. This field is hidden for subcontract purchase order vouchers.
This non-editable field displays the Ext Cost Amount for this purchase order line, from the Manage Purchase Orders screen.
Costpoint automatically calculates the amount to pay not vouchered. It is the unvouchered quantity for this purchase order line times the purchase order Unit Cost.
The calculation follows: (purchase order line Accepted Quantity plus purchase order line Rejected- Quantity Pay minus purchase order line Vouchered Quantity) times purchase order line Net Unit Cost from the Manage Purchase Orders screen. This field cannot be edited.
This check box reflects the setting for the Voucher Received from the Manage Purchase Orders screen for this purchase order line. When this option is selected, receiving can be performed against this purchase order line on the Receipts subtask. If this option is cleared, receiving will not be allowed on this subtask.
This field displays the total received quantity for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This field displays the total received amount for this purchase order line.
This field displays the total accepted quantity for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This field displays the total accepted amount for this purchase order line.
The following Rejected Quantity and Rejected Amount fields are calculated based on the Rejected Quantity for the purchase order line and the rejection order/payment disposition value from one of the following screens in Receiving:
The Rej Order/Pmt Disposition field on the Manage Purchase Order Receipts screen
The Order/Pmt Disposition field on the Manage Vendor Returns screen
The Order/Pmt Disposition field on the Rejection Info subtask of the Manage Quality Control Inspections screen
These values are also calculated based on the rejected quantity on the Receipts and Vendor Returns subtasks, respectively.
This field displays the total rejected quantity to pay for this purchase order line. This quantity is added to the Accepted Quantity in the calculation for 3-way matching. This field is hidden for subcontract purchase order vouchers.
This field displays the total rejected quantity to be replaced for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This field displays the total rejected quantity to be credited for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This field displays the total rejected amount to pay for this purchase order line. This amount is added to the Accepted Amount in the calculation for 3-way matching. This field is hidden for subcontract purchase order vouchers. This field is calculated as Rejected Quantity – Pay * Order Unit Cost.
This field displays the total rejected amount to be replaced for this purchase order line. This field is hidden for subcontract purchase order vouchers. This field is calculated as Rejected Quantity – Replace * Order Unit Cost.
This field displays the total rejected amount to be credited for this purchase order line. This field is hidden for subcontract purchase order vouchers. This field is calculated as Rejected Quantity – Credit * Order Unit Cost.
Enter, or click to select, the vendor's Returned Material Authorization (RMA) number. This number prints on the debit memo for material that is to be returned to the vendor. Use the lookup to select an RMA number, provided one was entered, from all receipts that exist for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This non-editable field displays the Desired Date from the Manage Purchase Orders screen for this purchase order line.
This non-editable field displays the Due Date from the Manage Purchase Orders screen for this purchase order line.
This non-editable field displays the Manufacturer Part from the Manage Purchase Orders screen for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This non-editable field displays the Mfg Rev (manufacturer part revision) from the Manage Purchase Orders screen for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This non-editable field displays the Vendor Part from the Manage Purchase Orders screen for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This non-editable field displays the Vend Rev (vendor part revision) from the Manage Purchase Orders screen for this purchase order line. This field is hidden for subcontract purchase order vouchers.
This check box indicates whether or not the purchase order voucher line is subject to CIS withholding. The status of this check box for the voucher line defaults from the purchase order line's CIS Withholding field on the Manage Purchase Orders screen.
If a CIS Code has a withholding rate greater than zero, this check box is selected and available. Otherwise this check box is cleared and disabled.
If you change the voucher CIS code to blank, Costpoint displays a message warning that CIS Withholding flags on all voucher lines will be cleared.
If you change the voucher CIS code to a different code that does not have a withholding rate, a warning message displays indicating that CIS Withholding flags on all voucher lines will be cleared.
If you change the voucher CIS code to a different code that has a withholding rate, no warning message displays.
This check box indicates whether or not the purchase order voucher line is subject to CIS reporting. The status of this check box depends on the CIS Code specified via the Manage Purchase Orders screen. If a CIS Code exists for the purchase order, this check box is selected and available; otherwise, it will be cleared and disabled.
If you change the voucher CIS Code to blank, a warning message displays indicating that CIS Rpt flags on all voucher lines will be cleared.
If you change the voucher CIS Code to a different code, no warning message displays and the CIS Rpt flags will be selected and available.
Enter notes related to the selected purchase order voucher line. (Any purchase order line notes entered on the Manage Purchase Orders screen display in this field.)
|
Subtask |
Description |
|
Auto Allocate Charges |
Click this link to open the Auto-Allocate Charges subtask. This button is disabled for subcontract purchase order vouchers. |
|
PO Voucher Totals |
Click this link to open the PO Voucher Totals subtask. |
|
Exchange Rates |
Click this link to open the Exchange Rates subtask, which contains currency code information for a transaction and pay currency. |
|
Header Documents |
Click this link to open the Header Documents subtask, where you can view a list of the documents that are assigned to the purchase order header. |
|
Receipts |
Click this link to open the Receipts subtask, where you can match invoice quantities to existing receipts, and create new receipts for the given voucher line. This button is disabled for subcontract purchase order vouchers. |
|
Vendor Returns |
Click this link to open the Vendor Returns subtask, which contains information relating to Vendor Returns for the given voucher line. This button is disabled for subcontract purchase order vouchers. |
|
Line Charges |
Click this link to open the Line Charges subtask, where you can add additional charges that are applicable to the given voucher line. This button is disabled for subcontract purchase order vouchers. |
|
Account Distribution |
Click this link to open the Account Distribution subtask, which contains information relating to the charge code allocations for the given voucher line. |
|
Vendor Labor |
Click this link to open the Vendor Labor subtask, which contains information relating to the total hours and cost amount charged against the various labor categories for the given voucher line. This button is disabled for subcontract purchase order vouchers. |
|
Currency Line |
Click this link to open the Currency Line subtask, on which you can view currency line information based on the highlighted voucher. |
|
Customs Info |
Click this link to open the Customs Info subtask, on which you record customs and excise information for the customer invoice from the main screen. |
|
Sub PO Line |
Click this link to open the Sub PO Line subtask. This button is enabled only for subcontract purchase order vouchers. |
|
Line Documents |
Click this link to open the Line Documents subtask. |