Indexing Fields - IAConnect - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - external

Enter the ID number for the appropriate company or legal entity for the invoice. Some organizations contain multiple legal entities to share the same Costpoint database and may share common General Ledger accounts.

You can also click the binoculars button to the right of this field to display a list of possible companies for your organization, and select the appropriate company.

Enter the ID number for the vendor on the invoice. You can also populate this field by performing a Vendor Search (see Performing a Vendor Search).

Enter the name of the vendor on the invoice. You can also populate this field by clicking the binoculars button to the right of this field to perform a Vendor Search (see Performing a Vendor Search).

Enter the invoice number for the invoice. This information must be entered manually.

Enter the invoice amount for the invoice. This information must be entered manually.

Enter or use the calendar button to the right of this field to select the appropriate invoice date from the calendar or manually enter the date using mmddyyyy format.

The PO # field is available automatically once the Vendor Name is selected. If the Vendor Name is entered first, the PO # field is a drop-down list of available POs for the selected vendor. The PO # field is a manual entry field if the vendor has not been selected. If the PO # and PO Release # are populated, the vendor information is automatically populated. You can also click the binoculars button to the right of this field to search for the PO #.

These fields are not required fields. However, if you select a PO # and PO Release # and assign them to the current invoice, the system invokes all PO-based invoice routing and logic rules.

For PO-based invoices, the project number can be populated automatically from the first line of the selected purchase order. For non-PO invoices, the user can either manually enter the project number or use the binoculars search button to look up an active project.

This field is used to populate the first line of GL Coding as a default for non-PO invoices. The field can also be used for approval routing.

The Remit To address is populated automatically when you enter a valid vendor name. The default address in Costpoint for this vendor is the one placed into this field.

For non-PO invoices, you can use the binoculars button to search for alternate Remit To addresses for this vendor. For PO-based invoices, the default address gets passed to Costpoint, but the Remit To address may be changed from the default if you are using the Costpoint Web Integration Console for voucher import and not using the standard preprocessor flat file format.

Enter or use the calendar buttons to the right of these fields to select any valid dates that represent the period of performance (POP) that this invoice covers. These dates are used for approval rules decisions. These dates are not passed to Costpoint.

These dates can also be configured to be used as a validation for PO-based invoices that have a period of performance to ensure that the invoice period of performance is within the purchase order period of performance.

Additional routing information, based on user-defined values.

This field is defaulted from the value in the Costpoint Vendor table once the vendor has been selected during indexing.

For PO-based invoices, this field is not editable, but it may be changed from the default if you are using the Costpoint Web Integration Console for voucher import and not using the standard preprocessor flat file format.

For non-PO invoices, this field is editable. The user may modify the field from a list of AP Trade accounts defined in Costpoint.

This field is defaulted from the value in the Costpoint Vendor table once the vendor has been selected during indexing.

For PO-based invoices, this field is not editable, but it may be changed from the default if you are using the Costpoint Web Integration Console for voucher import and not using the standard preprocessor flat file format.

For non-PO invoices, this field is editable. The user may modify the field from a list of cash accounts defined in Costpoint.

Can be configured to display banking information based on the Vendor and Vendor Address selected.

Selecting this check box allows the invoice to bypass all approval rules and move directly to the AP Final Review Queue when the user clicks the Submit for Approval button. AP staff can override this setting.

This setting may be used, for example, to pre-approve invoices under a certain amount or matching some other criteria such as vendor number or project number.

When checks are printed, the check's Notes section includes the Header notes from the GL Coding control. This check box setting is passed to the Costpoint voucher.

Non-validated field for non-Costpoint PO numbers. This field is passed to the Costpoint AP voucher for reference purposes only.

Non-validated field for non-Costpoint PO Release numbers.

The financial accounting year to which charges may be posted.

The financial accounting period associated with the fiscal year. A typical period is one month. You must select the Fiscal Year before you can select the period.

Each period can be broken into multiple sub periods. If an organization is going to close their books weekly they may have multiple sub periods for each period. In many cases companies have only one sub period, which is the minimum requirement. You must select the Period before you can select the sub period.