Invoice Reports Menu

The A/P Reports function allows you to report selectively on the voucher/invoices on file. Varied report options and selections are available.

Report Options

Report All Invoices

All invoices (paid and unpaid) still on file. Batch type security has been added to the Invoice Report. ’ If ‘Valid Batch Type’ security has been setup in the user’s LOGIN.COM, this security will only allow access to view batch reports for the valid batch types defined.

O/B Invoice Report

All invoices currently flagged as over-budget. The over-budget flag is reset on invoices through Invoice Clearance (part of the budget control module).

M/C Invoice Report

Provides a listing of invoices paid by a manual cheque. This report includes all invoices paid through the online cheque option.

Paid Invoice Report

Provides a listing of all invoices where any payment has been made against that invoice. This includes fully paid invoices as well as partial payments.

Closed Invoice Report

Closed invoices are those invoices paid in full.

Unpaid Invoice Report

All invoices on file against which no payments have been logged.

Period End Invoice Report

This report constructs the invoice balance outstanding at the date specified.

Tax Reportable Invoice Report

Provides a report listing all invoices that have been identified as tax reportable.

Suspended Invoice Report

Provides a report listing all invoices suspended or placed on receiving hold during invoice entry.

Report Selections

Report By P/O Number

Produces the option selected above in PO number sequence with control totals by PO number.

Report by Vendor/Invoice Number

Produces a report in vendor number sequence and invoice number sequence within each vendor. Control totals are provided for each vendor.

Report by Batch Number

Produces a report for one or more batch numbers in batch number sequence with control totals by batch number. (Particularly useful to obtain details regarding manual cheque batches.)

Report by Authorization Number

Provides a listing for one or more payment authorization batches. These are batches created by the accounts payable pay possibilities run. This is useful for identifying invoices not been but are tied up on incomplete authorization batches.

Note: If running this report for option 9 (Suspended invoices) the prompts are as follows:

enter sorting method [batch#/bank#] b

Enter 'B' or <ENTER> if the report is to be sorted in batch number order. Totals are produced by batch and by batch type.

Enter 'A' if the report is to be in bank number order.

The system will prompt:

Bank#'s [all/selected/range]

• Enter 'A' to report on all banks.
• Enter 'S' to report on selected banks. (Maximum of 10 banks.)
• Enter 'R' to report on a range of banks.

Report By Authorization Number With Date Statistics

This report produces a listing of all invoices by authorization number and provide statistics of the number of days from invoice date to date of entry, entry date to payment date and invoice date to payment date. The statistics only option will summarize the invoice date to payment date in 30, 60, 90 and over 120 day format.

This report may only run with option 1 - ALL INVOICES. The following prompt only displays when selecting this option (all other prompts are the same as previous reports).

Report By Selected G/L

The Report by Selected GL provides the facility to produce invoice reports by various levels of your GL or your alias. This report uses the same selection criteria as defined in. 

Report By Buyer Number

Running the invoice report by buyer number allows you to report on invoices that have specific buyer numbers on their purchase orders.

Report By Vendor Number With Date Statistics

This report is similar to the report by vendor number, however, you can choose to print date statistics with the report. Date ranges reported include entry date to invoice date, entry date to payment date, and invoice date to payment date. These statistics are also reported in 30 day increments.

Note: This report can only be run with report 1: Report All Invoices.

The following prompts will appear for ALL reports:

Starting At/Ending At

Enter the starting number and ending number for the report. NOTE: The starting/ending number can be an order number, vendor-invoice number, batch number, authorization number, or buyer number, depending on which sequence number is selected.

from period to period

Enter from and to period numbers to include on your report.

Enter Vendor Type

Enter vendor type if required. If you have used different vendor types to designate classes of vendors on your vendor file, then you can select a report for a specified vendor type by entering that vendor type or <ENTER> for all vendors on the file.

Include Vendor Address

• Enter 'N' or <ENTER> to exclude vendor address information.
• Enter 'Y' to print address information.

Print Journal Information

• Enter 'Y' to produce an invoice report in which each report line is accompanied by any corresponding information from the journal entry file, including the ledger number, account number, commitment and expense amounts, as well as the source of the entry.
• Enter 'N' to exclude the journal entry information.

Note: The report will not print a journal information line if there is no corresponding journal entry (i.e. manual cheques) and will print multiple journal entry lines if many entries exist for the same invoice.

Print FIA Information

• Enter 'Y' to produce a report that includes any applicable FIA information per invoice. The vendor number, name and FIA amount will be reported.
• Enter 'N' to exclude FIA information.

The following prompt appears for the Suspended Invoice Report:

Report Suspended Invoices, Held Or Both 

• Enter 'S' to report invoices that have been suspended.
• Enter 'H' to report invoices that have a receiving hold on them.
• Enter 'B' to report both types of invoices. If both types of invoices are to be reported, the held invoices will have the word HOLD under the authorization number.

The following prompt appears for the Report with Date Statistics:

Statistics Only

• Enter 'Y' to produce the statistics only option.
• Enter 'N' or<ENTER> to produce a detailed report.