Printing Standard Accounts Payable Reports

The To Be Paid Report uses voucher or net dates to determine which invoices are ready to be paid. Use the report to determine which invoices to pay.

 

When you run the To Be Paid Report, the AP-PAY file is created automatically. It lets you hand-mark invoices to pay the next time you run checks. You can also use this report to check for incorrect voucher dates which must be changed.

 

In addition to printing the posting detail of invoices for a vendor, the report prints the status of the invoices.

 

Invoices with voucher or net dates equal to or older than the date of the report printed.

 

Invoices that have a check printed for them but the check has not been released.

 

The To Be Paid Report includes information on future payments, showing the total payments due for each of the next seven weeks. Payments for invoices with voucher dates more than seven weeks away are included in the total for the seventh week.

Note: When you use the A/P Deposits feature, before you print vendor deposits, be sure to run the To Be Paid Report first. The To Be Paid Report must be run first to enable you to print the check before it is released. When you print the report, and the cursor moves to the To Be Paid field, instead of typing Y, you must type D (for deposits). For details concerning A/P Deposits, see About A/P Deposits.

  1. In the (QR) Accounts Payable Reports screen, select the [C] Print A/P Reports code.

  2. In the To Be Paid field, type Y.

  3. In the Paid field, press Enter.

  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 location and vendor number or name. To skip setting limits, press Enter. Go to Step 5.

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

  6. 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.

  7. 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.

  8. 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.

  1. The A/P-PAY file contains the invoices printed on the report. You must create this file to be able to hand-mark the invoices to pay in the (DM) Accounts Payable Invoices To Be Paid screen.

  2. To create the A/P-PAY file, type Y.

  3. If you are printing the To Be Paid report before printing accounts payable deposits, type D (for deposits).

  4. If you are printing the To Be Paid Report simply to check which invoices are due to be paid, you do not need to create the AP-PAY file. At the Create AP-PAY File prompt, to not create the AP-PAY file, type N. Go to Step 6.

Note: The AP-PAY file is deleted each time you print the To Be Paid Report. If you are creating the AP-PAY file for different locations, you must print the To Be Paid Report before building the next AP-PAY file. If you create the AP-PAY file for one location before printing the To Be Paid Report, and thereby delete the AP-PAY file for a different location, the AP-PAY file is inaccurate for both locations.

  1. At the Use Voucher Date prompt, specify whether to use the voucher date, the net date, or both on the report. Enter the appropriate code from the following list:

     

    Code

    Description

    Y

    Print invoices on which the voucher date is before or equal to the pay date.

    N

    Print invoices on which the net date is equal to or before the pay date.

    X

    Print invoices on which both the net date and the voucher date are equal to or before the pay date.

Note: The pay date is the date in the upper right corner of the screen. (This date defaults to the system date).

  1. 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.

  1. Use the Copies field to specify the number of copies to print.

  2. The date field in the upper right corner of the screen defaults to the system date. Enter the date to use as the pay date, or tab through these fields to accept the default. Only invoices that have a voucher and/or net date (depending on your specifications) equal to or earlier than this date are included in the report.

  3. If you specified N in the No Discount On Past Due Invoices field in the (LC) Vendor And A/P Parameters screen, no discounts apply to the invoices. Go to Step 11.

    If you specified Y in the No Discount On Past Due Invoices field, the Enter Check Date prompt appears. Enter a date equal to or earlier than the voucher date for a discount to apply to the invoice. If the check date is later than the voucher date, the full amount due on the invoice is paid.

    The report prints.

Return to:

Printing A/P Checks

Printing A/P Deposits

 

See also:

In the (LC) Screen

Paying A/P Invoices by Setting Limits