CREATE PO VOUCHERS FROM POs/RECEIPTS
Use this screen to create purchase order vouchers automatically for unvouchered purchase orders and receipts. This screen creates records on the Manage Purchase Order Vouchers screen. After you create these vouchers, you can maintain them on the Manage Purchase Order Vouchers screen.
Costpoint does not create a purchase order voucher if the voucher total is zero.
The automatic creation of purchase order vouchers depends on several factors. On the Configure Purchase Order Voucher Settings screen, the Auto-Voucher Creation group box has three auto-voucher creation methods to choose from:
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If you selected None, you cannot automatically create purchase order vouchers with this process. You must add the purchase order vouchers individually on the Manage Purchase Order Vouchers screen.
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If you selected 2- and 3-Way Match, you can create any eligible voucher.
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If you selected 3-Way Match Only, you can create only eligible purchase order receipts with a match type of 3.
You specify the match type on the Configure Purchase Order Voucher Settings screen for parts, goods, and services. For miscellaneous items, specify the match type on the Manage Purchase Orders screen in Purchasing, at the line level.
The match type indicates whether there will be a two-way or three-way match:
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A 2-way match is between the purchase order amount and the invoice amount. For a two-way match, the eligible purchase order lines are those where the order amount is greater than the previously invoiced amount.
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A 3-way match is among the purchase order quantity, the accepted quantity plus the rejected-pay quantity, and the invoice quantity. For a three-way match, the eligible purchase order receipt lines are those where the accepted quantity plus rejected-pay quantity is greater than the previously invoiced quantity.
The main criterion for determining whether or not a purchase order line is eligible is the Auto Voucher field of the purchase order line on the Manage Purchase Orders screen. You can create purchase order vouchers automatically only when this field is set to Yes. Subsequently, the vendor that is assigned to the purchase order line must have the Allow Auto-Vouchering for POs check box selected on the Defaults tab of the Manage Vendors screen.
Purchase orders, purchase order lines, and vendor records that have Construction Industry Scheme (CIS) codes and/or CIS withholding requirements are copied to the voucher header and voucher line, respectively.
Screen Contents
This screen has four blocks:
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Use the Identification block to create a new parameter ID or to retrieve a previously-saved parameter ID.
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Use the Selection Ranges block to select vendors or purchase orders.
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Use the Options block to determine the cutoff due date for creating vouchers and which matching types (2-Way or 3-Way) to create.
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Use the Generate block to select the default criteria for the purchase order vouchers that will be created.
Execute this process whenever you want to create eligible purchase order vouchers.
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
Use this group box to determine the selection criteria for creating purchase order vouchers.
Vendor
Use the fields in this group box to select the criteria for choosing the purchase order vendors for which eligible purchase order vouchers will be created. During purchase order voucher generation, the purchase order vendor must not have an Approval Code of Pending or Not Approved.
Option
Use this drop-down list to select the range of vendor IDs to be included. Valid options are:
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All — Select this option to include all available 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 vendor ID and then enter that vendor 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 vendors. Enter the beginning vendor ID for the range in the Start field and enter the ending vendor ID of the range in the End field.
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From Beginning — Select this option to include a range of vendors that begins with the first of all the available vendor IDs and ends with the vendor 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 vendors that begins with the specific vendor ID 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 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 vendor 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.
Purchase Order
Use this group box to select the criteria for choosing the purchase orders for which eligible purchase order vouchers are created. You cannot create purchase order vouchers from subcontract purchase orders.
Option
Use this drop-down box 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.
Rlse
This field displays the purchase order release number.
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.
Rlse
This field displays the purchase order release number.
Options
Use the options in this group box to determine the cutoff due date for creating vouchers and which matching types (2-Way or 3-Way) to create.
2-Way Match PO Lines
Select this check box to create purchase order vouchers for the open amounts on purchase order lines with a match type of 2-Way. If you leave this check box cleared, Costpoint does not create open amounts for purchase order lines with a match type of 2-way.
3-Way Match Receipts
Select this check box to create purchase order vouchers for the unvouchered accepted amounts on purchase order receipt lines that have a match type of 3-Way. If you leave this check box blank, Costpoint does not create unvouchered accepted amounts on purchase order receipt lines with a match type of 3-way.
Due Date Cutoff
Enter the cutoff date to include in the selection criteria for creating purchase order vouchers. When creating purchase order vouchers, Costpoint compares this date to the Due Date on the purchase order line on the Manage Purchase Orders screen. If the Due Date is after this date, the voucher is not included in the creation.
Generate
Use this group box to select the default criteria for the purchase order vouchers that will be created.
Invoice Number
Use the options in this group box to determine the value of the Invoice Number field that Costpoint populates on the Manage Purchase Order Vouchers screen for the vouchers created.
PO
Select this option to populate the invoice number of the voucher with the purchase order number being created.
Voucher
Select this option to populate the invoice number of the voucher with the voucher number being created.
Accounting Period
Use the fields in this group box to enter the fiscal year, period, and subperiod information that populate on the Manage Purchase Order Vouchers screen for the vouchers created.
Fiscal Year
Enter, or click to select, an open fiscal year for the purchase order vouchers being created. This determines the accounting period in which the voucher is posted.
Period
Enter, or click to select, an open period for the purchase order vouchers being created. The period selected must be open for the fiscal year selected. This determines the accounting period in which the voucher is posted.
Subperiod
Enter, or click to select, an open subperiod for the purchase order vouchers being created. The subperiod selected must be open for the fiscal year and period selected. This determines the accounting period in which the voucher is posted.
Invoice Date
Enter, or click 
to select, the date that you want inserted in the Invoice Date field on the Manage Purchase Order Vouchers screen for each voucher created.
If the Allow Duplicate Invoice Numbers check box is cleared on the Configure Accounts Payable Voucher Settings screen and a duplicate invoice number exists for a vendor, the invoice number created is appended with -A.
Starting Voucher Number
The starting voucher number depends on the setting for the Voucher Numbering Method option on the Configure Accounts Payable Voucher Settings screen:
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If this option is set to Manual, you must enter the starting voucher number for this creation process. Costpoint uses this number as a starting point for creating the vouchers. As each voucher is created, Costpoint increments this number by one. If the number incremented already exists for a voucher, Costpoint continues to increment the number by one until it finds an unused number.
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If this option is set to System, the starting voucher number is the number in the Last System Voucher Number field in that screen.
Voucher Process
Click this option on the Action menu to create the purchase order vouchers. After the process completes, you can maintain the purchase order vouchers that you created on the Manage Purchase Order Vouchers screen.
Process and Print
Click this option on the Action menu to print the edit report and create the purchase order vouchers.