pVault® Help

Accruals Use Auto-Reversing Entries

Important: If not using the Accrual feature in pVault, this setting is not applicable.

Job Entries require a change to the import template to set Reversal Status to True.

When set to True, the accrual export file contains a single entry for each accrual and relies on Viewpoint's auto-reversing functionality to post the reversal entry.

When set to False, the accrual export file contains both the posting and reversing entry for each accrual. Be sure to set up the accrual defaults located in the Manage APFlow, Accruals tab. For AP Accrual details, click here.

Allow GL Override on Invoice

In Invoice Entry, on non-Expense line type entries (Job, Equipment, Purchase Order, Subcontract), the populated GL Account field reflects the Viewpoint General Ledger account default. This field is greyed out and cannot be changed.

If you select True, the GL Account field becomes active and you can override the Viewpoint default General Ledger account number.

If you select False, the GL Account field is read-only and cannot be modified.

AP Hold Code

This is where you set the default hold code that should be applied on any invoice placed on hold by a Reviewer, but the invoice is approved.

When the invoice is approved but placed On Hold and the Hold Code field in the header is left blank, and the ABS setting Export On Hold Invoices is set to True, the On Hold invoice is eligible for export and the default hold code set up here is applied into the Hold Code field.

If a hold code already exists on the invoice prior to the Reviewer placing it on hold, the originally placed hold code is applied and is not overridden by the default hold code set here.

Clear Default Tax Code on Non Taxed PO / Subcontract Lines

In Viewpoint, default tax codes can be created for Purchase Order and Subcontract lines. The Tax Code field displays in the details section of the invoice in Invoice Entry.

When bringing in PO or Subcontract lines where no tax code was included on the PO or Subcontract line, select True if PO or Subcontract line items should not be taxed and the Tax Type field in the Invoice Entry details section should remain blank.

Select False if PO or Subcontract line items should be taxed.

Credit Card Importer - Turn Off Tax Calculation

Default tax calculations are set up in Viewpoint.

If set to True, the Credit Card Importer tax calculations are turned off when editing the invoice.

If set to False, the Credit Card Importer tax calculations set up in Viewpoint are used when editing the invoice.

Default Pay Type

In Viewpoint, Pay Type defaults can be created. The Pay Type field displays in the details section of the invoice in Invoice Entry.

Select True if the invoice should use a Viewpoint Pay Type default. The Pay Type field in the Invoice Entry details section is systematically populated based on the Viewpoint defaults.

Select False to use the Pay Type field lookup list to populate this field manually.

Disable Invoice Routing

Important: This is an all or nothing setting.

If you select True, invoice routing functionality is disabled and the Invoice Routing icon in the Invoice Entry toolbar does not display.

If you select False, invoice routing functionality works as expected, which allows the Processor to route invoices to Reviewers for review and approval.

Document Match - Retrieve potential matching POs in APFlow™

Click True to enable the retrieval of potential matches for POs in Document Match.

Click False to turn off the retrieval of potential matches for PO documents.

Enable Compliance Checks for $0 Invoice Lines

If set to True, compliance checking for invoice lines for all dollar amounts including any zero ($0) invoice lines occurs.

If set to False, only compliance checking for invoice lines with dollar amounts occurs.

Enable Approve Invoices Job Filters

Important: Enabling this feature does not display a filter for all job numbers; it only displays the job numbers corresponding to the job numbers populated on the invoices currently routed to that Reviewer. If none of the invoices currently routed to the Reviewer contain a job number, no job numbers display as a filter.

If set to True, Reviewers can filter invoices by job so that only those invoices coded to the filtered job--for a particular status--display.

If set to False, all invoices for a particular status displays.

Enable Approve Invoices Work Order Filters

Important: Enabling this feature does not display a filter for all Work Orders; it only displays the work orders corresponding to the invoices currently routed to the Reviewer. If invoices do not contain a Work Order, no Work Order numbers display as a filter.

Work Order filters include Equipment (EM Equipment) and Service (SM Work Order).

If set to True, Reviewers can group and approve invoices by work order.

If set to False, Reviewers cannot group and approve invoices by work order. They must approve invoices one at a time.

Export Path

During the export process a txt file is generated and must be saved. This file is necessary to import into the bridged accounting system. Identify a default file path here where all export files are saved.

Hide Labor Codes

In Viewpoint you can identify a phase code as a Labor/Burden.

Set to True if you do not want those phase codes identified as Labor/Burden to display in either Invoice Entry or Approve Invoices.

If set to False, labor/burden phase codes display in both Invoice Entry and Approve Invoices.

Hide Subcontract Codes

In Viewpoint you can identify a phase code as a "subcontract" code.

If set to True, subcontract codes do not display in either Invoice Entry or Approve Invoices.

If set to False, subcontract codes display in both Invoice Entry and Approve Invoices.

Include Tax in Commitment Checks on Non-Received Items

The system can produce commitment validation prompts when a commitment is exceeded.

If set to True, tax is included in the calculation of line level and overall total commitment checks for non-received items.

If set to False, tax is not included in the calculation.

Job Budget $0 Warning

If True, the job budget warning is active and generates if a budgeted amount is zero ($0).

If False, no job budget warning generates if a budgeted amount is zero ($0).

Note: With a Warning, the recipient can still approve.

Job Budget Reviewer Warning

Determine what type of prompt generates to the Reviewer when a job type/job cost entry exceeds the budget.

Prompt Types

None = No prompt/No issue

Warning = The recipient can still route or approve.

Error = The recipient must address the error before continuing.

Job Budget Tolerance

This is the dollar amount beyond the established budget amount that is still considered acceptable. Any amount above the entered figure triggers the generation of a budget warning. $0 is the default.

Note: With a Warning, the recipient can still approve.

Job Budget Warning

Determine what type of prompt generates to the Processor when a job type/job cost entry exceeds the budget.

Prompt Types

None = No prompt/No issue

Warning = The Processor can still route or approve.

Error = The Processor must address the error before continuing.

Launch AP Export Detail Report

If set to True, after the export is successful, the AP Export Detail report is systematically generated. This is the default.

If set to False, the AP Export Detail report is not systematically generated.

Important: This report can be reproduced through the Retrieve | Report menu at any time. Click here for details.

Override Lock Phases for all Jobs

In Viewpoint, there is a check box (Phases on This Job Are Locked) in JC Jobs, Info tab. If this check box is populated, phases for this job are locked so that only those phases/cost types assigned to the job can be used when posting committed or actual costs in the Viewpoint Accounting modules.

Specific phases on a job can be "locked", meaning no more costs can be assigned to that phase of a job.

If set to True, the job costing phase lists act as if the phases are locked on the job for AP Invoice Entry lookups, but not validated. Validation only allows entry of phases and cost types assigned to the job.

If set to False, the check box in Viewpoint is systematically verified to see if it is populated, and the job settings in Viewpoint are honored. False is the default.

P. O. Reviewer Warning

Determine what type of prompt generates to the Reviewer when a purchase order amount exceeds the committed amount. None is the default.

Prompt Types

None = No prompt/No issue

Warning = The Reviewer can still route or approve.

Error = The Reviewer must address the error before continuing.

P. O. Tolerance Dollar Amount

This is the dollar amount beyond the established purchase order amount that is still considered acceptable. Any amount above the entered figure triggers the generation of a purchase order amount warning. $0 is the default.

Note: With a Warning, the recipient can still approve.

P. O. Tolerance Percentage

This is the percentage beyond the established purchase order amount that is still considered acceptable. Any percentage above the entered figure triggers the generation of a purchase order percentage warning. 0% is the default.

Note: With a Warning, the recipient can still approve.

P. O. Tolerance Type

Identify a dollar value, a percentage value or both for the P.O. Tolerance Type.

This is the dollar amount or percentage beyond an established purchase order amount or percentage that is still considered acceptable. Any amount or percentage above the entered figure triggers the generation of a purchase order amount or percentage warning. $0 is the default.

If Both is selected, both the dollar and percentage tolerances must be met. If only one is met and the other is exceeded, the purchase order warning generated.

Note: With a Warning, the recipient can still approve.

P. O. Warning

Determine what type of prompt generates to the Processor when a purchase order amount exceeds the committed amount. None is the default.

Prompt Types

None = No prompt/No issue

Warning = The Processor can still route or approve.

Error = The Processor must address the error before continuing.

PO/SUB Recalculate Units

Recalculate the units on a PO or subcontract line instead of unit cost when overriding the calculated gross.

If True, you can change the gross which in turn adjusts the units but not the cost.

If False, you can edit to override the gross, which changes the unit cost.

Processor Compliance Warnings

Determine what type of prompt generates to the Processor when vendor or subcontract items are out of compliance. None is the default.

Prompt Types

None = No prompt/No issue

Warning = The Processor can still route or approve.

Error = The Processor must address the error before continuing.

Restrict Address Override to Address Lookup

Important: This locks down the Address Override tab, located above the Invoice Entry header grid.

If True, prevents users from manually changing values in the Address Override fields, restricting Alternate Address List values.

If False, allows users to manually change values in the Address Override fields.

Reviewer Compliance Warning

Determine what type of prompt generates to the Reviewer when vendor or subcontract items are out of compliance. None is the default.

Prompt Types

None = No prompt/No issue

Warning = The Reviewer can still route or approve.

Error = The Reviewer must address the error before continuing.

Set Payee Name to Address Override "Description"

If True, the Payee Name is systematically populated with the text from the Description field (Alternate Address list) instead of the Vendor Name.

If False, the Payee Name uses the Vendor Name.

When you click Address Sequence in the header section of the invoice in Invoice Entry, you are accessing what was set up in Viewpoint in Vendor Setup.

Subcontract Reviewer Warning

Determine what type of prompt generates to the Reviewer when a subcontract amount exceeds the committed amount. None is the default.

Prompt Types

None = No prompt/No issue

Warning = The Reviewer can still route or approve.

Error = The Reviewer must address the error before continuing.

Subcontract Tolerance Dollar Amount

This is the dollar amount beyond the established subcontract amount that is still considered acceptable. Any amount above the entered figure triggers the generation of a subcontract amount warning. $0 is the default.

Note: With a Warning, the recipient can still approve.

Subcontract Tolerance Percentage

This is the percentage beyond the established subcontract amount that is still considered acceptable. Any percentage above the entered figure triggers the generation of a subcontract percentage warning. 0% is the default.

Note: With a Warning, the recipient can still approve.

Subcontract Tolerance Type

Identify a dollar value, a percentage value or both for the Subcontract Tolerance Type.

This is the dollar amount or percentage beyond an established subcontract amount or percentage that is still considered acceptable. Any amount or percentage above the entered figure triggers a subcontract amount or percentage warning to generate. $0 is the default.

If Both is selected, both the dollar and percentage tolerances must be met. If only one is met and the other is exceeded, the subcontract warning generates.

Note: With a Warning, the recipient can still approve.

Subcontract Warning

Determine what type of prompt generates to the Processor when a subcontract amount exceeds the committed amount. None is the default.

Prompt Types

None = No prompt/No issue

Warning = The Processor can still route or approve.

Error = The Processor must address the error before continuing.

Use Estimated Job Costs instead of Forecasted

This Advanced Bridge Setting refers to job cost calculations and identifies which job costs are to be used.

If True, use Estimated Job Costs.
If False, use Forecasted Job Costs.

Use P.O. Receiving

Do you use the receiving functionality in Your accounting software for POs?

If True, the line type Receiving Ticket Quick List displays in Invoice Entry. This line type allows you to code invoices against a Receiving Ticket entry entered in Viewpoint.

If False, the Receiving Ticket Quick List does not display as an available option.