Accounts Payable Reports

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.

• Complete the fields as required. Leave any, or all, categories blank to include all of that category. For example, if you want all the branches to be included on the audit report, leave the Branch setting 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 in the Vendor / Supplier field, 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.
• In the Enter Posting Months to Include (MMYY), enter the accounting months that you want to include on this audit report.
• In the Enter Transaction Dates to Include (MMDDYY), enter the transaction dates you want to include. If you have already entered posting months, you can leave the transaction dates blank, unless you want to further refine the dates.

This report summarizes all transactions (debits, credits, and open balances) currently on the AP system by either the Vendor Invoice date or voucher date within each cash account.

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.

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.

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.

You can combine all AP 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' AP entries in the form of a journal entry. This format is sorted by GL 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.

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.

1. Select one of three processing options:
   1. 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.
   2. 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.
   3. Option 3 keys a Manifest# into the Manifest# field of the Receipts & Accounts Payable programs.
2. 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.
3. When entering a Vendor / Supplier, 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.

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. .

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 have the option of listing both current and future cash disbursements reports.

The recommended options are 4, 5, or 6 for analyzing and selecting invoices for payment.

Cash Requirements Report by Cash Acct Number/Invoice Date

This report summarizes all open payables for each company. It prints a separate schedule, aged by the vendor's invoice date, for each cash account within each company.

The aging in this report is controlled by the vendor's invoice date. The Open Payables Debits column lists the total of all open debits with each invoice date. The DB Balance column shows the running balance of the open debits. The Open Payables Credits column lists the total of all open credits with each invoice date. The CR Balance column shows the running balance of the open credits. The Total Balance column is the CR balance minus the DB balance, or the net amount payable for bills dated through each listed invoice date.

Cash Requirements Report by Cash Acct Number/Due Date

This report summarizes all open payables for each company. It prints a separate schedule, aged by the due date, for each cash account within each company.

The aging for this report is controlled by the vendor's due date. The Open Payables Debits column lists the total of all open debits with each due date. The DB Balance column shows the running balance of the open debits. The Open Payables Credits column lists the total of all open credits with each due date. The CR Balance column shows the running balance of the open credits. The Total Balance column is the CR balance minus the DB balance, or the net amount payable for bills dated through each listed due date.

Cash Requirements Report by Cash Acct Number/Pay Date

This report summarizes all open payables for each company. It prints a separate schedule, aged by the pay date, for each cash account within each company.

The aging for this report is controlled by the vendor's pay date. If you did not override the pay date during AP Entry the pay date is the same as the same as the due date.

The Open Payables Debits column lists the total of all open debits for a pay date. The DB Balance column shows the running balance of the open debits. The Open Payables Credits column lists the total of all open credits for a pay date. The CR Balance column shows the running balance of the open credits. The Total Balance column is the CR balance less the DB balance, or the net amount payable through each pay date.

Long Version

Versions 4, 5, and 6 of this report include a detailed listing of each selected vendor's ledger. It prints a separate schedule, aged by the selected date, for each vendor, within each cash account, within each company (This is the recommended option).

The Long Version. lists selected vendor's entire current ledger. It includes the vendor's address, all open items, all payments made this month, and an aging, such as Over 30 and Over 60.

The Short Version. only lists the selected vendor's open items and is preferable if you are selecting bills for payment.

The following options can be used for analyzing and selecting bills to be paid.

• Take discounts regardless of due date
• Omit vendors with zero or negative balances - This option omits vendors that have either a total zero/negative balance, or a zero/negative balance through the date selected.
• Show details or summarize by voucher/invoice number - This summary makes the reports shorter and should be used if breakdown of each expense account is not required.

All three of these options simplify the bill selection process and make the cash requirement report parameters match the parameters of the selection programs. Therefore, selecting bills to pay the same parameters used to print the Cash Requirement Report will cause the exact amount that appears on the report to be pulled for payment.

The type of date to select is based on the report option you chose. It can be invoice date This program lists open payables and is useful for cash flow analysis. It shows how much cash is necessary from each cash account to pay the bills as they become due.

This report lists all transactions previously entered, edited, and posted for the future month. This is the only place you can see these transactions. Once the current month is closed, these transactions become part of the new month, and are no longer accessible from this menu.

This listing includes all future checks, both computer and manually generated, currently in the future month by check date.

You can run this report for one or all companies and show the company, check number, check date, amount paid, and discount taken.