Printing Standard Accounts Payable Reports

Printing the A/P Trial Balance Report (Standard)

The Trial Balance Report shows invoice posting detail, aged totals for individual vendor accounts, and accounts payable totals. It is sorted by vendor.

You should print a complete Trial Balance Report at least once a month, and save the report for your audit trail.

1. In the (QR) Accounts Payable Reports screen, select the [B] Print Trial Balance report code.

2. You can use the Suppress Invoices field to print the report from a journalized or a current A/P file.
   
   To print the report from an A/P journal file, (a file containing old postings that were saved), press Esc. In the File field, enter the name of the file from which to print the report (JOURAP, for example). In the Vol field, specify the volume serial that contains the A/P journal file.
   
   Note:  You can create A/P journal files when you purge (delete) completed transactions from the files that contain current A/P information.
   
   To print the report from current A/P information (from the AP-MASTER file), in the Suppress Invoices field, specify whether to print vendor totals only or print vendor totals with posting detail.
   
   To print vendor totals only, type Y.
   
   To print all posting details along with vendor totals, type N.

3. Use the Over $ field to specify a minimum balance to include. For example, if you specify 100.00 in this field, only accounts with a balance of $100.00 or more are included on the report.
   
   Enter the invoice minimum dollar needed to be included on the report. (You must enter a whole dollar amount in this field.) To skip this field, press Tab.

4. In the remaining fields in this screen, you can limit what prints on the report. For example, you can limit this report according to business period, location, and vendor number or name. To skip setting limits, press Enter. Go to Step 5.

5. Use the Days From Invoice Date field to limit by invoice date. Specify the age of the transactions to include on the report. You can limit the report to transactions that are 30, 60, or 90 days old, according to the following:

   •  30 include only transactions that are at least 30 days old

   •  60 include only transactions that are at least 60 days old

   •  90 include only transactions that are at least 90 days old

   •  Blank include all transactions.

6. Use the Period From and To fields to specify which business periods to include on the report. To include all business periods, press Tab. To limit to a business period, enter the period or range of periods.

7. The Cutoff Date and Invoice Or Paid fields work together. Use them to limit the report by either invoice date or paid date. In the Cutoff Date fields, specify the invoice date or paid date by which to limit the report.
   
   Use the Invoice Or Paid field to limit the report by invoice date or paid date. To limit the report by invoice date, type I. To limit the report by paid date, type P.
   
   If you specify a cutoff date and leave the Invoice Or Paid field blank, the report is limited to paid date.

8. Use the Released field to limit by check status. To include both released and unreleased checks as well as unpaid invoices, press Tab. To limit the report to released checks, type Y. To limit the report to unreleased checks, type N. To limit the report to unpaid invoices, type O.

9. The System Paid Or Hand Check field lets you limit the report by system-generated or hand-written checks. To include both system-generated or hand-written checks on the report, press Tab. To limit the report to system-generated checks, type S. To limit the report to hand-written checks, type H.

10. Use the Location field to limit by location. To limit to a single location, enter the location number. To include all locations, press Tab.

11. Use the Name From and To fields to limit the report by vendor name. To skip this limit, press Tab. To limit the report, enter the beginning vendor name in the Name From field. In the To field, enter the last vendor name in the range.

12. Use the Nbr From # and To # fields to the report by vendor number. To skip this limit, press Tab. To limit the report, enter the vendor number in the Nbr From # field. In the To # field, enter the last vendor number in the range.

13. Use the Code field to limit the report to a specific vendor code. To limit the report to a specific vendor code, enter it. To skip this limit, press Tab.

5. Use the Printer field to specify a printer to use.
   
   Note: You must use wide paper or set your printer for compressed print (17 characters per inch) to print this report. To set your printer for compressed print, change the print setting manually. Refer to your printer manual for instructions.

6. Use the Copies field to specify the number of copies to print. The report prints.

See also:

Printing the A/P Trial Balance Report (Custom)