Accounts Payable Reports

You can sort the Vendor Lists by vendor number or vendor name. You also have the option to run a regular report that includes information such as addresses, phone numbers, comments, and terms or a condensed report that shows only the address and phone number.

Supplier Lists

You can sort Supplier Lists by supplier number or supplier name. The following is an example of a supplier list sorted by supplier number.

Chart of Accounts List

You can sort the Chart of Accounts List by company or account number, for one or all companies. This listing shows the title of each account, the main category (A = asset, L = liability, I = income, E = expense, Q = equity), subcategory, and comments.

A/P Transaction Codes List

You can sort the Accounts Payable transaction code list by code. This listing shows the definition and categories for each code. All payables transaction codes (related to items such as vendor bills and credit memos) begin with a number and are in the main category, Payables. All cash disbursement transaction codes (related to check writing) begin with an letter, and are in the main category, Disbursements.

Country Codes List

This report shows all valid country codes with the related country name, sorted by country code. These codes are used in all files that use addresses.

Check Register (Month-to-Date)

This check register lists all checks written in the current accounting month, sorted by check number, within each cash account number, with separate totals and recaps by type of transaction for each cash account. You can run this report for one or all companies and show the company, check number, check date, amount paid, discount taken, vendor or supplier, and cash account number. Computer checks, manual checks, and other payments as well as a monthly recap by category are also included. This report prints as part of the end of month close.

Payables Sorted by Vendor Invoice

This report is similar to the Cash Requirements report by company or vendor. The only difference is that the open transactions for each vendor are sorted by vendor invoice number instead of invoice date, due date, or pay date. The main purposes of this report are to:

To help you catch duplicate invoice numbers by grouping the duplicates together and flagging them
To match open invoices with manual filing systems that also store by invoice number

You can run this report for all selected vendors and suppliers using the following three options:

A complete listing

To list only duplicate invoice numbers
To list only credits (invoices with negative balances)

Cash Requirements Reports (Open Payables)

You can generate a list of open payables, which is useful for cash flow analysis. This list shows how much cash you need from each cash account to pay invoices when they become due. You can sort the payables by:

Cash Account Number/Invoice Date
Cash Account Number/Due Date
Cash Account Number/Pay Date
Vendor/Cash Account Number/Invoice Date
Vendor/Cash Account Number/Due Date
Vendor/Cash Account Number/Pay Date

A/P Vendor Aging (Summary or Detail)

This report lists one line for each vendor or supplier and is sorted by vendor or supplier number. It lists all miscellaneous vendors, followed by suppliers and regular vendors. Each line shows vendor or supplier number and name, and the total open balance and aging breakdown, such as over 30, over 60, over 90. You can run this report in either a summary or detailed format.

The summary version shows a single line per supplier or vendor. The format options for this version are:

To list all vendors (even with zero balances)
To omit vendors with zero balances
To list only vendors with debit balances
To list only vendors with credit balances

The detailed format options are:

To base aging on vendor's invoice date
To base aging on vendor's due date
To base aging on the assigned pay date

If you do not assign pay dates when entering vendor invoices (vouchers), then your pay dates are always the same as your due dates.

A/P Aging Analysis (by Cash Account/Invoice Date)

This report summarizes all transactions (debits, credits, and open balances) currently on the A/P system by Vendor Invoice date within each cash account.

A/P Aging Analysis (by Cash Account/Voucher Date)

You can run this report to summarize all transactions such as debits, credits, and open balances on the A/P system by Voucher Date within each cash account.

Month-to-Date Payables & Disbursements Reports

This option lets you to print all payables or disbursements posted in the current month. The report also prints as part of the end of month close.

Daily Vendor Invoice Register (Purchase Journal)

You can combine all A/P edits that were printed and posted during the day. The format of this report is consistent with traditional purchase journal reports. It includes information such as vendor names, invoice numbers, dates, expense accounts, amounts, descriptions, and totals for the day.

You can select the following options when running this report:

To run daily A/P vendor invoice register (Purchase Journal)
To run daily A/P posted payables By Acct (Purchase Journal). Use this report for creating daily A/P journal entries.
To run both Purchase Journal reports.

Two printing formats are available. The first format is for printing the journal in vendor sequence. The second is for listing the days' A/P entries in the form of a journal entry. This format is sorted by G/L account number, branch, and cost center. Companies who transfer AP data to an external general ledger system on a daily basis can use this format.

Reprint Last Month's A/P Reports

This option lets you to reprint many of the end of month reports for the previous month. When a month is closed, the month's transactions are reformatted into various statistical and historical files. The end of month files are saved for an additional month before being deleted.

Your history files, depending on available disk space, save details in an alternate format for many additional months.

Some AP end of month reports, such as aging reports, are actually snapshots in time and cannot be reprinted.

When you start this option, the system asks you to enter Y or N for each of the available reports. In addition to your selections, a few short summary reports will also be reprinted.

All other users must Be signed off, and no other jobs running before you can continue with this job. It is best to run this job just prior to loading night jobs. Make sure no other jobs are on JOBQ before proceeding.

Cost Center File List

This report lists the Cost Centers currently defined on the system.

A/P History File Audits (AP 216)

You can use this reporting system to audit all or selected parts of the Accounts Payable history. You can select the data to include, and how to sort and subtotal that data.

Proceed through the screens.
If you enter option 2, on the Accounts Payable History File Audit screen the following screen appears.

Complete the fields as required. Leave any, or all, categories blank to include all of that category. For example, if you want all branches to be included on the audit report, leave line 2 - Branch blank. If you leave all categories blank (lines 1- 13) then the report lists everything in the A/P History File.
When making an entry on line 5 - Vendor/Supp, to select specific vendors or suppliers, enter V for vendor, S for a supplier, or M for a miscellaneous vendor. For example, the entry S AOT is for supplier American Olean, and M 001430 is for miscellaneous vendor number 1430.
On line 12- Enter Posting Months To Include, enter the accounting months that you want to include on this audit report, in YYMM format.
On line 13 - Enter Transaction Dates to Include, enter the transaction dates you want to include on this audit report, in YYMMDD format. If you have already entered posting months, you can leave the transaction dates blank, unless you want to further refine the dates.
Press Enter. The message Entry Accepted appears near the bottom of the screen.
Press F7 to continue. Enter X beside the main sort category you want to use for the report.
In the Sub-Totals column, enter Y if you want a subtotal of that category; or enter N if not. The default is N.
Repeat the same procedure for the Sub-Sort column.

Job/PO/Manifest Audits (A/P vs Rcvg) (AP 217)

You can use this report to reconcile the value of inventory received with the related invoices from suppliers and the payment of those invoices. The report highlights items that do not balance, for example:

Invoice received but material not received
Material received but invoice not received
Invoice or payment greater or less than the value added to the inventory

This audit system can only operate properly if:

Purchasing, Receiving, and Accounts Payable are fully online and operational.
You are entering PO numbers and manifest numbers consistently in both Receiving and Accounts Payable.

On the Accounts Payable Demand Reports menu, enter option 17 - Job/P/Manifest Audits (A/P vs Rcvg).
Enter 1, and press Enter. The second screen in this audit process appears.
Enter 1, 2, or 3, depending on how your company operates, Use option 2 for purchase order number reconciliation. This option assumes that you enter the six-digit purchase order number into the A/P system when vouchering direct ship billing from your suppliers.

The A/P & Receiving Audit Parameters screen appears if you select options 1 or 2.

If you selected option 3, go to step 10.

Complete the fields as required. Leave any, or all, categories blank to include all of that category. For example, if you leave categories 1- 6 blank, the report lists everything in the Accounts Payable and Receipt files.
When making an entry on line 4 - Vendor/Supp, to select specific vendors/suppliers, you must enter V for a vendor, S for a supplier or M for a miscellaneous vendor. For example, the entry S AOT is for supplier American Olean, and M 001430 is for miscellaneous vendor number 1430.
On line 7- Enter Transaction Dates To Include, enter the transaction dates you want to include on this audit report in YYMMDD format.
Press Enter. The message, Entry Accepted, appears near the bottom of the screen.
Press F7. The next screen gives you two sorting options.
Enter 1 or 2, and press Enter. The next screen asks you whether or not you want to include transactions that do not have a Job or PO number.

Option 1 is usually the best choice for running the report. However, you can analyze all of the receipts and A/P for a particular supplier, regardless of what you have entered into the A/P Job# field. Option 2 includes all transactions according to your previous selection criteria. Although individual receipts do not always match the related invoice and payments, you can analyze the totals in each category.

If you selected option 3, the following screen appears.

Press Enter and then F7 to continue.

U.S. 1099 Report & Forms (AP 218)

This report lists all transactions and totals for vendors that are marked as being 1099 vendors. You can run this report for any period and use the to complete the 1099 forms.

On the Accounts Payable Demand Reports menu, enter option 218 - U.S. 1099 Report & Forms.
The first screen informs you that all vendors must be coded with policy 99 to be included in this report.
Enter 0, and press Enter. The next screen gives you the option to print the report in a laser format. If you select Y the following screen appears.

Enter a dollar amount that sets the threshold for printing 1099 forms. For example, if you don't want to print 1099 forms for anything less than $600 you would enter 600 on the line.

Press Enter. The Accounts Payable Report Parameters screen appears. This screen also appears if you selected N in Step 3.

Complete the fields as required. Leave any, or all, categories blank to include all of that category. For example, if you leave categories 1- 5 blank then the report will list everything in the Accounts Payable files.
When making an entry on line 5 - Vendor/Supp, to select specific vendors or suppliers, enter V for a vendor, S for a supplier, or M for a miscellaneous vendor. For example, the entry S AOT is for supplier American Olean, and M 001430 is for miscellaneous vendor number 1430.
On line 12- Enter Posting Months To Include, enter the accounting months that you want to include on this audit report in YYMM format.
On line 13 - Enter Transaction Dates to Include, enter the transaction dates you want to include on this audit report in YYMMDD format. If you have already filled in posting months, you can leave the transaction dates blank unless you want to further refine the dates.
Line 14 Run as CSV, Report or Both allows you to save the data as a CSV file which can imported into an Excel spreadsheet and/or a third party software package.
- C - generates the report output in the CSV format described in this document and place it in the IFS default location HOME/DANCIK/REPORTS.
- R - follows the existing report creation process.
- B - generate the CSV output, place it in the IFS reports folder, and follow the existing report creation process.

For a breakdown of the columns on the spreadsheet click here.

Press Enter. The following box appears.

Enter:

Y = If you have the same 1099 vendor used by multiple companies in the system (for some users, these are separate divisions of the same legal entity), this option will total/summarize the 1099 disbursements across multiple companies on one 1099 form. The company name and Tax ID printed on the form will be that of the default company setup in the WSID control panel.
N = This option prints a separate 1099 for each vendor/company combination. Each company name and Tax ID number are used respectively.

The message, Entry Accepted appears near the bottom of the screen.

Press F7. The next screen lets you choose when to generate the report. Select an option and press Enter to generate the report.

Canadian GST Variance Report (AP 219)

The GST Variance report is for Australian and Canadian companies. It gives you the variance between the amount booked to the GST amount and the required GST% which is 9.09090909% of a total invoice amount.

On the Accounts Payable Demand Reports menu, enter option 219 - Canadian GST Variance Report.
Enter options about entry time spans and company selections on the next series of screens. Then, you can generate the report. The GST Variance report program automatically determines the version to run based on the country codes in your Company File.

List Manifest cleared and vouchered (AP 220)

This option produces an Unvouchered A/P Receipts Report that displays and/or clears unneeded manifests in your system. You can use this feature to clear receipts and manifests from the Unvouchered Receipts Report. It flags the receipts to drop from the report, even if no voucher for that manifest number was ever recorded.

This option allows you clear several manifest at once. To clear manifests individually, use option AP Clear/Reinstate a Manifest.

The Supplier code entered is cross referenced against the Supplier Cross Reference Table Maintenance (ACT 114) to ensure the correct supplier code is used, if applicable. Supplier codes that are different from the cross referenced codes in the Supplier Cross Reference Table Maintenance display a message at the bottom of the screen.