to select, the cash account description assigned to the cash account/organization from which the check was written. This must be a valid cash account description from the Manage Cash Accounts screen.Use this screen to record a manual check, for checks printed outside Costpoint for vouchers that have already been posted. You should use this screen if the voucher has been entered and posted and you need to record a manual check against it. You can also use this screen to record multiple manual checks against a single voucher.
If a voucher was paid with more than one manual check before you entered it in Costpoint, you can record it in one of two ways:
Enter the voucher and information about one of the manual checks on the Manage Accounts Payable Vouchers screen, then post it and enter the remaining manual checks in this screen.
Enter the voucher on the Manage Accounts Payable Vouchers screen, post it, and then record all the checks in this screen.
Before saving a check, Costpoint validates that you entered a unique combination of check number, account, organization, check date, and pay vendor. If you enter a check on this screen that was already entered on the Manage Accounts Payable Vouchers screen, Costpoint displays an error message and you cannot save your changes.
You cannot access records that are being printed when this screen is open.
Use this screen at any time to record manual checks. You must post a voucher before you can enter a check against it on this screen. You must enter all manual checks issued in the accounting period before you produce final financial statements for the period.
See Manual Checks for related information.
You can also record manual checks on the Check tab of the Manage Accounts Payable Vouchers screen. If a voucher is not posted, you can enter it via this tab. This alternative method may be useful if the voucher was paid before it was entered in the Accounts Payable application. You can also use this tab to enter the voucher and check information at the same time. You can record only one manual check against a voucher on the Check tab of the Manage Accounts Payable Vouchers screen.
This screen consists of the following elements:
Use the Identification block to enter a parameter ID and description.
Use the options to specify the cash account, payment currency, and posting period/fiscal year.
Use the fields in the Open Vouchers block to review open vouchers.
Use the fields in the Selected Vouchers block to review vouchers being paid by the manual checks.
Use Query to select the pay vendor to which the manual check was issued. The pay vendor name and location assigned to the pay vendor display in the adjacent fields.
Enter, or click to select, the cash account description assigned to the cash account/organization from which the check was written. This must be a valid cash account description from the Manage Cash Accounts screen.
Enter, or click to select, the code of the currency in which the check was issued. The pay currency default is selected on the Currencies block of the Manage Vendors screen. If you did not select a default for the vendor, the default pay currency will select your company's functional currency.
Enter a joint check payee if you are recording checks that were printed outside Costpoint. You must enter the word "and" before the joint payee name.
Enter the number of the manual check to be recorded.
Enter, or click 
to select, the date of the manual check to be recorded.
Enter the total amount of the check. This field must be equal to the total of the Pay Currency Vchr Check Amt column in the Selected Vouchers table window before the check information can be saved.
This field displays the remaining difference between the amount of the manual check and the total of Trans Currency Amount to Pay column in the Selected Vouchers table.
Use the fields in this group box to determine the accounting period to which the manual check will be posted. Ordinarily, the date of the check determines the period to which the check is posted.
Enter, or click to select, the fiscal year to which the check should be posted.
Enter, or click to select, the period to which the check should be posted.
Enter, or click to select, the subperiod to which the check should be posted.
The end date displays automatically.
This table displays the open vouchers for the Pay Vendor and Cash Acct Desc specified at the top of the screen. Only those vouchers assigned to that Pay Vendor and Cash Acct Desc are available for selection from this table. The columns in this table are non-editable, but you can edit pay currencies on the Exchange Rates subtask.
This non-editable field displays the voucher number.
The valid status settings are:
Hold — Hold for payment.
Defer — Defer from payment. Any voucher on Defer status will not be selected for payment on the Select Vouchers screen.
Pay — Pay the voucher. If a voucher has this status, a check prints for it the next time the Print Checks routine is run.
PPHold (Part Pay/Hold) — The voucher is partially paid, but the remainder of the balance is on hold. Once the remainder is selected for payment, the status is updated to Pay.
PAYWPD (Pay When Paid) — This designates a voucher that will not be released for payment until a specific, designated Accounts Receivable bill has been paid in full. You can use the Pay When Paid subtask of the Edit Voucher Payment Status screen to identify the Accounts Receivable item(s) that are linked to this pay when paid voucher.
This field displays the transaction currency for the voucher.
This field displays the difference between the Due Amount and Amount Paid fields.
This field displays the amount already paid on the voucher.
This field displays the total voucher amount that has been retained.
This field displays the amount of the invoice assigned to the voucher.
This field displays the number assigned to the voucher when it was entered.
This field displays the date on which the voucher was entered.
This field displays the amount that was assigned to the voucher when it was entered. Costpoint calculates this amount according to the terms for the vendor but, because this field can be edited in the voucher, the amount on this screen may be inconsistent with the terms assigned to the vendor.
This field displays the date that was assigned to the voucher when it was entered. The default date is calculated according to the terms for the vendor but, because this field can be edited in the voucher, the date on this screen may be inconsistent with the terms assigned to the vendor.
This field displays the value of the Invoice Amount field minus the value of the Discount Amt field.
Costpoint calculates the due date according to the terms for the vendor but, because this field can be edited in the voucher, the date on this screen may be inconsistent with the terms assigned to the vendor.
This field displays the invoice period of performance date from the Header Info tab of the Manage Accounts Payable Vouchers screen. This field is used for vendors identified as subcontractors. For more information on Invoice Period of Performance, see Subcontractors.
This field displays the vendor ID that was assigned to the voucher when it was entered. This is typically the same as the pay vendor. If you select the Allow Different Pay Vendor check box on the Configure Vendor Settings screen, the pay vendor can be different from the vendor. This feature is useful for third-party payments (for example, for vendors who factor their receivables).
This field displays the name assigned to the vendor ID when the vendor was entered.
This field displays the vendor location assigned to the vendor ID when the vendor was entered.
This field displays the description associated with the cash account/organization combination to which the voucher was assigned.
This field displays the pay currency of the voucher.
This table displays those vouchers that were selected from the Open Vouchers table. This table should contain those vouchers that were paid by the manual check being recorded. If a voucher was selected by mistake, deselect it by highlighting the voucher and clicking the Deselect button. The voucher will be removed from the Selected Vouchers table and returned to the Open Vouchers table.
This column displays the number that was assigned to the voucher when it was entered.
This column displays the transaction currency selected for use on this voucher.
This column displays the unpaid balance on the voucher. Costpoint calculates the amount net of the discount amount if Costpoint date is earlier than the discount date. If Costpoint date is later than the discount date, the amount is the gross balance due for the voucher. You can change this field to reflect partial payments. The amount to pay displays in the transaction currency used on this voucher.
This field defaults to the remaining discount amount available to take on the voucher if Costpoint date is earlier than the discount date. If Costpoint date is later than the discount date, this field defaults to zero; however, you can change it if necessary. You cannot enter an amount greater than the available discount amount in this field. The discount to take displays in the transaction currency used on this voucher.
This column displays the amount of pay currency used to pay this voucher.
This column displays the amount, in the pay currency, of the discount already taken on previous payments made on this voucher.
This column displays the pay currency of the selected voucher.
This column displays the voucher's invoice date.
This column displays the invoice's period of performance date. This date is used with the Subcontractor Payment Control feature. For more information on Invoice Period of Performance, see Subcontractors.
This column displays, in the voucher's transaction currency, the amount remaining to be paid after this manual check is posted.
This column displays the amount, in your functional currency, to be paid on this manual check.
This column displays the amount, in your functional currency, of the discount to be taken on this manual check.
This column displays the method, Net or Gross, used to post discounts to the general ledger. You originally selected the method on the Configure Accounts Payable Voucher Settings screen.
Click this button to recalculate the exchange rate.
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Subtask |
Description |
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Exchange Rates |
Click this button to open the Exchange Rates subtask. |