CREATE SUBCONTRACT PURCHASE ORDER VOUCHERS

Use this screen to generate subcontract purchase vouchers (with the purchase order type of Subcontract PO on the Manage Purchase Orders screen in Purchasing) for eligible line amounts based on completed work, stored materials, and retentions as specified through progress payment requests made on the Update Subcontract Purchase Order Status screen in Purchasing.

• You can select vendors, subcontract purchase orders, and periods for which to generate vouchers.

• You can include or exclude negative voucher line amounts and payment discount amounts.

• You can create vouchers with or without generating a report.

• You can generate only one voucher per purchase order in this process.

• Amounts are based on the latest status update transaction on the Update Subcontract Purchase Order Status screen that has not yet been vouchered.

For Costpoint to generate vouchers automatically, the following conditions must be true:

• The Auto Voucher field is set to Yes for the lines on the Manage Purchase Orders screen.

• The Allow Auto-Vouchering for POs option is selected for the vendor on the Defaults tab of the Manage Vendors screen.

• The 2- and 3-Way Match or 3-Way Match Only option is selected on the Configure Purchase Order Voucher Settings screen.

• Subcontract purchase orders must meet the 3-way match qualifications as outlined here. No discrepancies are allowed.

• The subcontract purchase order line's total ordered amount, accepted amount (completed work and stored materials), and vouchered amount must be in agreement. 

• For any subcontract purchase order line, the Accepted Amount or Vouchered Amount cannot exceed the total Ordered Amount on the Manage Purchase Order Vouchers screen. 

• For each selected subcontract purchase order, Costpoint checks each line to determine whether the Eligible for Voucher Amt (on the Sub PO Line subtask of the Manage Purchase Order Vouchers screen) is greater than zero (if negative vouchers are not included) or greater/less than zero (if negative vouchers are included). If this occurs for one or more lines for the subcontract purchase order, a voucher line account is generated for each purchase order line account for the selected purchase order lines.

• Subcontract purchase order lines always use the Total match option. This means that Costpoint matches the invoice amounts against the total purchase order line completed amount (sum of accepted amounts), and not against individual accepted amounts from different status updates.

• Negative voucher line amounts are included for voucher generation only if you select the Include Negative Voucher Line Amounts check box on this screen.  

• Payment discount amounts are included if you select the Apply Payment Discounts check box.

This screen has four blocks:

• Use the Identification block to create a new parameter ID or to retrieve a previously-saved parameter ID.

• Use the Selection Ranges block to select vendors or subcontract purchase orders.

• Use the Options block to include purchase order lines that have a negative value for the amount that is eligible to be vouchered or to apply payment discounts.

• Use the Generate block to select an option for the invoice numbering method; to select the fiscal year, period, and subperiod for which eligible subcontract purchase order vouchers are created; and to enter the starting voucher number to be assigned to the generated vouchers.

Use this screen after you create the subcontract purchase order (on the Manage Purchase Orders screen) and update the progress payment request(s) information on the Update Subcontract Purchase Order Status screen.

Location

Selection Ranges

Vendor

Use the fields in this group box to select the subcontract purchase order vendors for which eligible subcontract purchase order vouchers will be created.

During purchase order voucher generation, the PO 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:

• 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 ID and then enter that vendor ID 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 ID for the range in the Start field and enter the ending vendor ID 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 vendor IDs and ends with the vendor ID 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 vendor IDs that begins with the specific vendor ID that you enter in the Start field and ends with the last of all the available vendor IDs. 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.

Subcontract PO

Use the fields in this group box to select the subcontract purchase orders for which eligible subcontract purchase order vouchers will be created. Valid options are:

• All — Select this option to include all available subcontract purchase orders. The Start and End fields are disabled for this option. This is the default.

• One — Select this option to include only one subcontract purchase order and then enter that subcontract purchase order in the Start field. The End field is disabled for this option.

• Range — Select this option to include a contiguous range of subcontract purchase orders. Enter the beginning subcontract purchase order for the range in the Start field and enter the ending subcontract purchase order of the range in the End field.

• From Beginning — Select this option to include a range of subcontract purchase orders that begins with the first of all the available subcontract purchase orders and ends with the subcontract purchase order 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 subcontract purchase orders that begins with the specific subcontract purchase order that you enter in the Start field and ends with the last of all the available subcontract purchase orders. The End field is disabled for this option.

Start

Enter, or click to select, the starting subcontract 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.

End

Enter, or click to select, the ending subcontract 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.

Options

Include Negative Voucher Line Amounts

Select this check box to include purchase order lines that have a negative value for the amount that is eligible to be vouchered. For example, this could happen if completed work or stored materials in a previously vouchered transaction were overestimated and a correction was made in a subsequent subcontract purchase order update transaction.

If you do not select this option, any purchase order line that has a negative value in the Eligible for Voucher Amt field on the Update Subcontract Purchase Order Status screen is excluded from the voucher creation process.

Apply Payment Discounts

Select this check box to calculate the voucher discount amounts and due dates based on the vendor terms selected via the Manage Purchase Orders screen.

When you execute the process, Costpoint ignores discount days and applies the discount percentage (regardless of discount date calculated) to the Total Before Discount amount in order to calculate the discount amount for each line. The net voucher amount for the line will then be equal to the Total Before Discount amount minus the Discount Amount.

The total amount for all the lines in the voucher detail, before discounts, but including sales tax, should be the same as the invoice amount. The net amount for the voucher will therefore be the total invoice amount minus the total discount amount.

If you do not select this option, all discount amounts have a value of zero.

Generate

Invoice Number

From the drop-down list, select an option for the invoice numbering method that is loaded on the voucher:

• PO — Select this setting if you want the invoice number of the voucher to be the same as the subcontract purchase order ID, with the progress payment request number (from which the voucher is created) appended to it.

• Voucher — Select this setting if you want the invoice number to be the same as the voucher number.

• Specify — If you select this setting, you can manually enter an invoice ID that is associated with the generated voucher. This setting is available only if you select One for the Subcontract PO Option. If you select this setting and the Allow Duplicate Invoice Numbers option is selected on the Configure Accounts Payable Voucher Settings screen, Costpoint performs a validation to ensure that the invoice number entered is unique. If the invoice number exists for the vendor, Costpoint displays an error message. You cannot create the purchase order voucher until you specify a unique invoice number.

Accounting Period

Use the fields in this group box to select the fiscal year, period, and subperiod for which eligible subcontract purchase order vouchers are created. The fiscal year, period, and subperiod default into these fields from your user preferences. Only open fiscal years, periods, and subperiods are available.

Fiscal Year

Enter, or click to select, the fiscal year in which the subcontract purchase order voucher should be recorded.

Period

Enter, or click to select, the period in which the subcontract purchase order voucher should be recorded.

Subperiod

Enter, or click to select, the subperiod in which the subcontract purchase order voucher should be recorded.

Invoice Date

This field displays the invoice date to be loaded on the voucher, based on the screen parameters. This field defaults with the current system date but you can change the date.  If you change the Invoice Date, Costpoint sets the Fiscal Year, Period, and Subperiod to the corresponding values.

Starting Voucher Number

Enter the starting voucher number to be assigned to the generated vouchers.

This field is enabled if you selected the Manual option in the Voucher Numbering Method group box on the Configure Accounts Payable Voucher Settings screen. When you manually enter a voucher number, it must be unique for the selected fiscal year. Subsequent voucher numbers are incremented by one digit.

If voucher numbers are auto-assigned (you selected the System option in the Voucher Numbering Method group box), the next available voucher number will be assigned.

Subcontract Voucher Process

Click on the toolbar and select Create Subcontract PO Vouchers to create the subcontract vouchers.

Process and Print

Click on the toolbar and select Print/Create Subcontract PO Vouchers to print the edit report and create the subcontract vouchers.

• Table Information

  Transaction Tables:

  • PO_HDR

  • PO_LN

  • POST_SEMAPHORE

  • RECPT_HDR

  • SEQ_GENERATOR

  • VCHR_HDR

  • VCHR_LN

  • VCHR_LN_ACCT

  • VCHR_SETTINGS

  • W_FUNC_PARM_CATLG