Collaborate with Viewpoint and your peers by providing us with your input
Currently the system allows for an invoice to be input, saved, approved, and posted in a closed fiscal period if the invoice status is marked to "Pending Approval". This is a big accounting controls issue. If the AP clerk accidentally marks the wrong date, they can easily miss it when posting, and they can post something into a closed period, thus altering a closed periods financials.
Krystofer Gardner
| Company | Magleby Construction |
| Job Title / Role | Systems Manager |
| I need it... | Yesterday...Come on already |
The Approve Vendor Invoice will require the entry of the closed period password if the invoice status is changed from pending approval to open (or any other status). If your approvers are not changing invoice statuses and the status is "Pending Approval" they will be able to process without requirement for the password.
Dear Viewpoint Suggestion Box contributor;
We at Viewpoint sincerely thank you for your contribution to Suggestion Box on how we can improve Viewpoint products. While we can’t do everything at once, we rely upon your feedback to help guide the prioritization of our product improvements, and Suggestion Box is a critical tool for us to understand and prioritize our customers’ needs.
Viewpoint reviews Suggestion Box regularly for all of our products and updates statuses, adds comments, and performs various house-keeping (including deleting) as needed to ensure that Suggestion Box is maintained as a productive environment for product enhancements requests.
© 2023 Trimble Inc. All Rights Reserved. Viewpoint®, Vista™, Spectrum®, ProContractor™, Jobpac Connect™, Viewpoint Team™, Viewpoint Analytics™, Viewpoint Field View™, Viewpoint Estimating™, Viewpoint For Projects™, Viewpoint HR Management™, Viewpoint Field Management™, Viewpoint Financial Controls™, Vista Field Service™, Spectrum Service Tech™, ViewpointOne™, ProjectSight® and Trimble Construction One™ are trademarks or registered trademarks of Trimble Inc. or its affiliates in the United States and other countries. Other names and brands may be claimed as the property of others.
It will allow us to save a pending invoice during data entry process but during the Invoice Approval process our AP administrator says a note pops up saying the posting date needs to be changed as period is closed before she can post it. She changes the posting date and then it will post.
Hope this helps.
Regards,
Lauri
Ours is set to no as well. (I was secretly hoping that it accidentally got switched to yes so I could resolve the issue). But it was worth a look. Does yours not allow for a AP Invoice to be saved or posted in a closed periods' financials?
Is your “closed by functional area” set to yes or no? Ours is set to no, so it closes all functions and seems to work for us, we have had no issues with pending invoices being posted to prior closed periods.
If you choose yes then you have to update the date for each functional area on the “close period by functional area” tab. Or perhaps it’s a glitch in the program.
Regards,
Lauri
Is your “closed by functional area” set to yes or no? Ours is set to no, so it closes all functions and seems to work for us, we have had no issues with pending invoices being posted to prior closed periods.
If you choose yes then you have to update the date for each functional area on the “close period by functional area” tab. Or perhaps it’s a glitch in the program.
[cid:image001.png@01D2158E.4C0B6440]
Regards,
Lauri
Great question Lauri, however, the period was closed. The period was closed, then after the period was closed, the invoice was entered with the status as "Pending Approval". This allowed for the invoice to be saved, and later posted without requiring the closed password. The invoice DID NOT exist in the system prior to closing the period, it was entered in after the period was closed.
This maybe be a silly question, but have you actually closed off the fiscal period in Pro Contractor? Go to Administration, Company & Division, Fiscal Periods and close your period. Once this is done anything that is still in pending approval you will either have to change the posting date in order to post or put in the password to override to put in prior closed period.
I agree that when an invoice is pending, it should not be allowed to post to a closed fiscal period.