Use the fields and options to configure the Select Vouchers For Payment screen.
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, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.
| Field | Description |
|---|
| 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 on the screen, such as PERIOD or QUARTERLY.
When you save your record, all the selections made on 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 on the screen, you can override the defaults.
|
| Description
|
Enter, or click
to select, a parameter description of up to 30 alphanumeric characters.
|
Selection Ranges
| Field | Description |
|---|
| (Select By)
|
Use this drop-down list to specify which vouchers you want included in the selection process. The options available for selection are:
|
| Option
|
Use this drop-down list to select the range of accounts or bank abbreviations to be included. Valid options are:
- All: Select this option to include all available accounts. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one account and then enter that account in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of accounts. Enter the beginning account for the range in the
Start field and enter the ending account of the range in the
End field.
- From Beginning: Select this option to include a range of accounts that begins with the first of all the available accounts and ends with the account 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 accounts that begins with the specific account that you enter in the
Start field and ends with the last of all the available accounts. The
End field is disabled for this option.
|
| Start
|
Enter, or click
 to select, the starting account 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 account for the range that you want to include. If you select
All,
One, or
To End in the
Option field, this field is inactive.
|
Organization
Use the fields in this group box to choose the organization for the account specified in the
Select Account group box.
The option that you select in the
Select Account group box determines which organization is necessary in this group box. For example, if you selected
A/P Account in the
Select Account group box, you must select a valid Accounts Payable organization in this group box.
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of organizations to be included. Valid options are:
- All: Select this option to include all available organizations. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one organization and then enter that organization in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of organizations. Enter the beginning organization for the range in the
Start field and enter the ending organization of the range in the
End field.
- From Beginning: Select this option to include a range of organizations that begins with the first of all the available organizations and ends with the organization 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 organizations that begins with the specific organization that you enter in the
Start field and ends with the last of all the available organizations. The
End field is disabled for this option.
|
| Start
|
Enter, or click
to select, the starting organization 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 organization for the range that you want to include. If you select
All,
One, or
To End in the
Option field, this field is inactive.
|
Due Date
Use the fields in this group box to specify the due dates of the vouchers that should be included in the selection process.
For example, if one invoice has a due date of 10/31/2012 and another invoice has a due date of 11/20/2012, only the first invoice is selected if the due dates entered are from 10/01/2012 to 10/31/2012. If the second invoice has a discount date of 10/31/2012 and the
Vouchers eligible for discount check box is selected, that voucher is also selected, provided that it meets the other selection criteria on this screen.
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of due dates to be included. Valid options are:
- All: Select this option to include all available due dates. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one due date and then enter that due date in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of due dates. Enter the beginning due date for the range in the
Start field and enter the ending due date of the range in the
End field.
- From Beginning: Select this option to include a range of due dates that begins with the first of all the available due dates and ends with the due date 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 due dates that begins with the specific due date that you enter in the
Start field and ends with the last of all the available due dates. The
End field is disabled for this option.
|
| Start
|
Enter, or click
 to select, the starting due date 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 due date for the range that you want to include. If you select
All,
One, or
To End in the
Option field, this field is inactive.
|
Voucher
Use this group box to specify a range of vouchers.
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of vouchers to be included. Valid options are:
- All: Select this option to include all available vouchers. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one voucher and then enter that voucher in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of vouchers. Enter the beginning voucher for the range in the
Start field and enter the ending voucher of the range in the
End field.
- From Beginning: Select this option to include a range of vouchers that begins with the first of all the available vouchers and ends with the voucher 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 vouchers that begins with the specific voucher that you enter in the
Start field and ends with the last of all the available vouchers. The
End field is disabled for this option.
|
| Start
|
Enter, or click
to select, the starting voucher 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 voucher for the range that you want to include. If you select
All,
One, or
To End in the
Option field, this field is inactive.
|
Pay Vendor
Use this group box to specify a range of vendors for an additional limit on the vouchers included in the selection routine. If you do not want to restrict the selection process further, leave the
Option set to
All in this group box.
Vendors who are subcontractors may be covered by insurance or bonds. If their insurance/bond coverage is unsatisfactory or they are subject to a lien, the vouchers may not be selected for payment. Use the Print Subcontractor Information Report screen to determine which subcontractors may be in contract default status.
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of pay vendors to be included. Valid options are:
- All: Select this option to include all available pay vendors. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one pay vendor and then enter that pay vendor in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of pay vendors. Enter the beginning pay vendor for the range in the
Start field and enter the ending pay vendor of the range in the
End field.
- From Beginning: Select this option to include a range of pay vendors that begins with the first of all the available pay vendors and ends with the pay vendor 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 pay vendors that begins with the specific pay vendor that you enter in the
Start field and ends with the last of all the available pay vendors. The
End field is disabled for this option.
|
| Start
|
Enter, or click
to select, the starting pay vendor 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 pay vendor for the range that you want to include. If you select
All,
One, or
To End in the
Option field, this field is inactive.
|
Pay Currency Code
Use the fields in this group box to specify a range of pay currency codes. Only those currencies saved on the Manage Currencies screen are available for lookup in these fields.
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of pay currency codes to be included. Valid options are:
- All: Select this option to include all available pay currency codes. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one pay currency code and then enter that pay currency code in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of pay currency codes. Enter the beginning pay currency code for the range in the
Start field and enter the ending pay currency code of the range in the
End field.
- From Beginning: Select this option to include a range of pay currency codes that begins with the first of all the available pay currency codes and ends with the pay currency code 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 pay currency codes that begins with the specific pay currency code that you enter in the
Start field and ends with the last of all the available pay currency codes. The
End field is disabled for this option.
|
| Start
|
Enter, or click
to select, the starting pay currency code 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 pay currency code for the range that you want to include. If you select
All,
One, or
To End in the
Option field, this field is inactive.
|
Pay Vendor Addr Code
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of pay vendor address codes to be included. Valid options are:
- All: Select this option to include all available pay vendor address codes. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one pay vendor address code and then enter that pay vendor address code in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of pay vendor address codes. Enter the beginning pay vendor address code for the range in the
Start field and enter the ending pay vendor address code of the range in the
End field.
- From Beginning: Select this option to include a range of pay vendor address codes that begins with the first of all the available pay vendor address codes and ends with the pay vendor address code 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 pay vendor address codes that begins with the specific pay vendor address code that you enter in the
Start field and ends with the last of all the available pay vendor address codes. The
End field is disabled for this option.
|
| Start
|
Enter, or click
to select, the starting pay vendor address code 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 pay vendor address code 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
Note: These fields display only if you are licensed for Purchasing.
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of purchase orders to be included. Valid options are:
- All: Select this option to include all available purchase orders. The
Start and
End fields are disabled for this option. This is the default.
- 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.
- 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.
- 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.
- 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.
|
| 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.
|
User ID
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of user IDs to be included. Valid options are:
- All: Select this option to include all available user IDs. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one user ID and then enter that user ID in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of user IDs. Enter the beginning user ID for the range in the
Start field and enter the ending user ID of the range in the
End field.
- From Beginning: Select this option to include a range of user IDs that begins with the first of all the available user IDs and ends with the user 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 user IDs that begins with the specific user ID that you enter in the
Start field and ends with the last of all the available user IDs. The
End field is disabled for this option.
|
| Start
|
Enter, or click
to select, the starting user 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 user 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.
|
Invoice ID
| Field | Description |
|---|
| Option
|
Use this drop-down list to select the range of invoice IDs to be included. Valid options are:
- All: Select this option to include all available invoice IDs. The
Start and
End fields are disabled for this option. This is the default.
- One: Select this option to include only one invoice ID and then enter that invoice ID in the
Start field. The
End field is disabled for this option.
- Range: Select this option to include a contiguous range of invoice IDs. Enter the beginning invoice ID for the range in the
Start field and enter the ending invoice ID of the range in the
End field.
- From Beginning: Select this option to include a range of invoice IDs that begins with the first of all the available invoice IDs and ends with the invoice 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 invoice IDs that begins with the specific invoice ID that you enter in the
Start field and ends with the last of all the available invoice IDs. The
End field is disabled for this option.
|
| Start
|
Enter, or click
to select, the starting invoice 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 invoice 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.
|
Options
| Field | Description |
|---|
| Process
|
Select the process to execute. The options available from this drop-down list are:
- Select: This setting changes the status of the vouchers specified on this screen to a status of
Pay. Only those vouchers that have a status of
Pay and that are approved (see the Approve Checks screen) are included on the next check run.
- Deselect: This setting changes the status of vouchers that were set to
Pay back to
Hold. Select this option if you are taking discounts and the vouchers were selected, but the check run was delayed to another day. The
Amount to Pay and
Discount Taken fields are calculated when the vouchers are changed to
Pay. This can result in an expired discount being taken.
- Defer: This setting changes the status of the vouchers specified in the screen to
Defer. Any voucher with a status of
Defer is not included in the selection process in this screen. This allows you to defer a voucher from payment without having to manually put it back on
Hold each time that you run this screen. Conversely, when you decide to pay a voucher, you must take it off
Defer status before you can update it to
Hold on this screen. To adjust it manually, use the Edit Voucher Payment Status screen.
- Clear Deferrals: This setting changes the status of any vouchers that were set to
Defer back to
Hold. Any voucher that was set to
Defer that is now ready to be paid must be changed to
Hold before this screen will update the status to
Pay. To adjust the status manually, use the Edit Voucher Payment Status screen.
- Validate Pay When Paid: This setting is for Costpoint users who are using the Pay When Paid function. Before executing this screen with this option, make sure you have run the Update Pay When Paid Voucher History screen. Use this option to validate if pay-when-paid items have been billed and fully settled. The status of any vouchers that meet this criteria will be changed from
PAYWPD to
HOLD so they can be selected for payment. For more information, see Pay When Paid Items.
|
| Use System Date to Calculate Discount
|
Select this check box to use the Costpoint system date to calculate discounts.
|
| Include Vouchers Eligible by Discount Date
|
Select this check box to include those vouchers that have a discount date that falls within the range of dates specified in this group box. This allows you to include vouchers that are eligible for a discount in the selection routine.
|
| Exclude Vouchers if calc'd Disc Amt is Zero
|
Select this check box to exclude any vouchers with a calculated discount amount of zero (0).
|
| Select Vouchers
|
Click
 to perform the selection process. The status of the vouchers that pass the selection criteria changes according to the selection you made in the
Options field.
- If you chose the
Select option, Costpoint also calculates the
Discount Taken amount and the
Amount to Pay.
- If you chose the
Deselect option, the
Discount Taken and
Amount to Pay fields that were previously calculated are zeroed out.
|