Printing Standard Accounts Payable Reports

Paid invoices have a balance of zero and should be purged or deleted periodically to free disk space. How often you purge depends on how many invoices you create. By purging the AP-MASTER file, you ensure that it has only current information, which helps keep A/P procedures fast and efficient.

 

Note:  Purging is a month-end procedure. For more information about month-end procedures, see Accounts Payable Period-Ending Procedures.

 

Purging completed invoices also prints the Paid A/P Invoices Report.

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

  2. In the Release Checks field, press Tab.

  3. In the Purge Completed Invoices field, specify whether to purge completed invoices and print the Paid A/P Invoices Report. To purge the completed invoices and print the report, type Y.

  4. In the To Be Paid field, press Enter.

  5. Use limits to specify the invoices to purge. For example, you can limit the purge according to location, vendor number or name.

    To skip setting limits, press Enter. Go to Step 9.

  6. Use the Loc field to limit by location. To limit to a single location, enter it and press Tab. To include all locations, leave the Loc field blank by pressing Tab.

  7. Use the Nbr From # and To# fields to limit by vendor number. To skip this limit, press Tab.

    To limit the purge to a single vendor number, enter it. If you do not completely fill the field, press Tab. In the To # field, press Tab.

    To limit by a range of vendor numbers, enter the beginning number in the Nbr From # field. Enter the ending number in the To # field.

  8. Use the Period From and To fields to limit the purge by business period. To skip this limit, press Tab.

    To limit the purge to a single business period, enter it. If you do not completely fill the field, press Tab. In the To field, press Tab.

    To limit by a range of business periods, enter the beginning number in the Period From field. Enter the ending number in the To field.

Note: The invoice period and payment period must fall within the range of business periods specified. For example, if the invoice is posted in period 6 (June), but paid in period 8 (August), specify 6 in the Period From field, and 8 in the To field. In addition, if the invoice is posted in period 11 (November), but paid in period 1 (January), specify 11 in the Period From field, and 1 in the To field.

  1. At the Enter Password prompt, enter the password set in the Purge field in the (LC) Vendor and A/P Parameters screen. Press Tab. If there is not purge password, press Tab.

  2. In the Printer field, enter the name of the printer to use.

  3. In the Copies field, enter the number of copies to print.

  4. The cursor moves to the date field in the upper right corner of the screen. Press Tab to accept the system date.

  5. At the Journalize Purged A/P Invoices prompt, you can save purged invoices to a journal. This lets you print Trial Balance Reports from journalized A/P files. For more information, see Printing the Trial Balance Report. Type N to delete purged invoices. Go to Step 16.

    To save the purged invoices into a journal, type Y.

  6. At the Enter Journal File Name prompt, enter the name of the journal in which to save the completed invoices. To accept the default file, JOUR-AP, press Tab.

  7. In the Vol field, enter the volume serial where the file you specified is located.

  8. The invoices are purged and the Paid A/P Invoices Report prints.

See also:

Accounts Payable