Reports Concepts

Accounts payable reports include information about your transactions. You print accounts payable reports through the (QR) Accounts Payable Reports screen. You can request standard A/P reports using preset options.

 

You can perform several procedures through the (QR) screen in addition to printing reports. These include:

 

Through the (QR) screen, you can age A/P, which sends the posting detail and aged totals to a batch to update vendors balances.

 

A/P Batch Report

The A/P Batch Report shows the details of each posting made in a batch, as well as the total of all postings in a batch. You can use batch reports to verify the accuracy of A/P postings.

 

You can also release A/P batches while printing this report. Releasing the batch reduces the demand on computer storage space. However, releasing a batch deletes it from the AP-BATCH file. If the Auto Post parameter in the (L2) G/L Master Numbers screen is set to Y, releasing also posts the summary records to the GL-BATCH file. (To release the GL-BATCH file to general ledger, you must release the G/L batches through the (W) General Ledger Reports screen.)

 

Trial Balance Report

The Trial Balance Report shows invoice posting detail, aged totals for individual vendor accounts, and accounts payable totals. This report 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.

 

To Be Paid Report

The To Be Paid Report uses voucher or net dates to determine which invoices are ready to be paid. This report is usually the first step in printing system-generated checks for outstanding invoices. You examine the report to determine which invoices to pay.

 

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

 

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

 

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.

 

Paid Report

The Paid Report lists invoices that have been paid by hand-written checks or by system-generated checks. Only checks that have not been released are included on the report.

 

Futures Report

The Futures Report uses voucher dates to show which invoices are due for payment in the future. This report shows 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. Invoices with blank voucher dates are also included in the total for the seventh week.

 

This report is often printed to show all outstanding invoices.

 

No Vouchers Report

The No Vouchers Report lists all invoices with blank voucher dates. Invoices without voucher dates cannot be paid by system-generated checks and do not print on To Be Paid reports. Therefore, this report lists invoice vouchers that you might change.

 

Printing Checks

System-generated checks are printed for all vendors for the following types of invoices:

You can also print checks for hand-marked invoices only.

 

Note: A maximum of 24 invoices appear on the check stub. If you are printing a check for more than 24 invoices, the total amount for all of the invoices prints on the last check. All previous checks are voided.

For example, if you are printing a check for 50 invoices, the first 24 invoices appear on the first check’s stub. Invoices 25 through 48 appear on the second check’s stub. The last two appear on the third check’s stub, and this check contains the amount for all the invoices. The first two checks are voided.

 

To verify the checks to print, review the To Be Paid Report.

 

Note: If the AP-PAY file was created when the To Be Paid Report was printed, you must hand mark the invoices to pay. For more information, see Marking A/P Invoices To-Be-Paid.

 

When you print checks, the AP-PAY file is deleted. To reprint checks, you must start over by printing the To Be Paid Report and creating the AP-PAY file. You must also hand-mark the invoices to be paid.

 

Check File Reports

You can print the A/P Returned Check Reports and purge checks. When you purge checks, a report on the purged checks prints.

 

Checks purge from the AP-CHECK file. This file contains data on all released accounts payable and payroll checks. You maintain the history on released checks through the (QE) Canceled Check screen.

 

When you print the A/P Returned Checks Report, you can limit the report to include only outstanding check data, returned check data, or you can include all the check information.

 

Purge Report

Purging released checks periodically frees system storage space and prints the Purge Report. It shows which checks you are purging. Checks purge from the AP-CHECK file, which stores data on all released accounts payable and payroll checks until you purge the file.

 

Note: Once you purge released checks, you cannot access them again; purging removes them.

 

A/P G/L Summary Report

The A/P G/L Summary Report shows accounts payable amounts by reverse G/L number. Use it to audit A/P entries made in general ledger.

 

You can base this report on AP-BATCH, AP-MASTER, or JOUR-AP files.

 

Note: We recommend that you keep no more than one year of posting information in your JOUR-AP file.

 

Posting Electronic Invoices

Through the (QR) screen, you can post your invoices electronically. To process electronic invoices, you must be set up for Electronic Data Interchange. EDI uses a computer-to-computer exchange of business information. This can streamline your accounts payable posting and reconciling procedures.

 

See also:

Printing Standard Accounts Payable Reports

Printing Custom Accounts Payable Reports

About Report Structure