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Cash Basis Subtask

Use this subtask only if your project requires that purchases be paid for before they can be billed.

The only transactions that have cash basis applied to them are the transactions from Costpoint Accounts Payable. The Update Cash Basis Information screen populates this screen.

For more information about cash basis billing, see the "Create a Cash Basis Billing" topic.

Contents

Field Description
A/P Voucher No

This non-editable field displays the A/P Voucher number related to the transaction.

A/P Invoice No

This non-editable field displays the A/P Invoice number related to the transaction.

Check Number

This field displays the check number used to pay the A/P voucher and is filled in by the Update Cash Basis Information screen. This field is required and can be modified.

Check Date

This field displays the date of the check used to pay the A/P voucher and is filled in by the Update Cash Basis Information screen. This field is required and can be modified.

Check Amount Applied

This field displays the amount of the check used to pay the A/P voucher and is filled in by the Update Cash Basis Bills screen. This field is required and can be modified. The amount must be greater than zero. This amount is transferred to the Cash Basis Amt field on the Manage Open Billing Detail screen and is subtracted from the Transaction Amt as another component in determining the Amt To Bill field.

If you need to make a correction to a project and/or an account on a voucher that has already been posted, you must use a correcting voucher. Because the cash basis feature includes only A/P vouchers, you cannot use journal entries to make corrections. This correcting voucher has entries reversing the original transactions and entries with the correct transactions. With both positive and negative amounts, the voucher has a zero balance. When you print checks, include the zero balance vouchers, which are paid with "dummy" check numbers. After accepting the checks, execute the Update Cash Basis Information screen. This ensures the original transactions and the correct transactions are updated with the additional check information.

Note: There can be more than one check applied to a transaction due to partial payments. Once a voucher is fully paid, the cash basis status does not automatically change back to open if the check is voided. To ensure the voucher does not get included on a bill, add the voided check amount to the amount on hold. When a new check has been issued, remove the check amount from the amount on hold to allow the amount to be billed.
Check Hours Applied

If you use hours-based pools, this field displays the number of hours billed for this check and is filled in by the Update Cash Basis Information screen. This field is required and can be modified.

Costpoint does not use the eligible hours to compute the fee on hours. If there are cash basis hours used with CPFH, the cash basis hours are ignored and the fee is applied on all hours. For all LLR formulas, the cash basis hours are ignored for labor accounts for burden and hours used to apply the billing rates.