Account Payables Reports

1. Invoice Register: Use this report to review all the invoices entered based on certain parameters. This report can be used to file the daily invoices batch wise.

To review all the Unapproved Invoices in Batch - Select the Batch Name and Select the Unapproved Invoices only as ‘Yes’

To review all the cancelled invoices period wise, select the Accounting period and select the option ‘Cancelled Invoices only’.

2. Invoice History Report: Use this report to review all the transactions pertaining to a supplier. This report can be used mainly to reconcile balances with the supplier. System gives all the details of all the transactions such as Invoice amount, Invoice Number, Amount remaining against each invoice. Supplier balance is also displayed at the end of transactions.

3. Invoice Audit by Voucher Number: Use this report for audit purposes, as all the invoices of a particular category can be grouped and submitted for audit.

4. Invoice Audit Listing: Use this report to audit invoices for duplicates. Run this report at frequent intervals to obtain all the invoices, which could be probable duplicate invoices in the system.

5. Invoice on Hold Report: Use this report to verify all the invoices which are held, before approving them. Give a Hold Name as a parameter to obtain all the invoices, which are held due to such hold.

6. Prepayment Status Report: Use this report to find all the open Prepayments, Invoices or Credit Memos. The output can be used to find what are all the prepayments available to be applied against the Invoices of a particular supplier, and all the open credit/Debit memos which needs to be adjusted against the standard invoices while payment.

7. Supplier Audit Report: Use this report to find all the Duplicate Suppliers, and to make necessary corrective actions. Give the Maximum Length for comparison

8. Supplier Paid Invoice History Report: Use this report to find all the invoices, which are fully paid or partially paid. System gives the details such as invoice number, date, Invoice amount, Paid amount, Payment Check No and Amount remaining.

9. Supplier Payment History: All the Payments made to a Supplier between a date range given. Use this report for reconciliation.

10. Accounts Payable Trial Balance: Use this report to reconcile the payable activity with the General Ledger.

This report lists all the open invoices of suppliers and the total outstanding amount to them as on any particular date. All the suppliers are grouped based on the Liability account wise.

11. Cash Requirement Report: Use this report to estimate the cash requirements to pay the invoices. System selects all the partially paid and unpaid invoices and sorts them by due date. All the Payments due on a particular date are grouped in the report.

This helps to schedule and plan the payments.

12. Credit Memo Matching Report: System shows the details of invoices against which the credit memos are matched. This report can be used for reconciliation.

The links between the invoice and credit memo matched are obtained only through this report.

13. Matching Hold Detail Report: Use the Matching Hold Detail Report to review detailed accounts payable and purchasing information for invoices with matching holds and matching hold releases. You can print this report before initiating a payment batch to determine whether to manually release any invoices for payment. You can print this report for all invoices with matching holds and releases during a time period you specify, or you can print this report to review only invoices with matching holds applied or released since the last time you submitted Approval.

This report can assist you in identifying suppliers that frequently have invoices on matching hold. This report can also help you to respond to supplier questions on delayed payments.

14. Matching Hold Agent Notice: Use the Matching Hold Agent Notice to print a notice informing a purchasing agent of any matching holds due to a variance between an invoice and the agent's purchase order. When you submit this report, Payables prints a notice to each purchasing agent who has issued a purchase order that has a variance with its matched invoice.

This notice lists the invoice(s), supplier name, description, and the matched purchase order number. You can use this report to help resolve any invoices with matching holds to ensure that the invoices receive prompt attention by the purchasing agent responsible for the purchase order.

You can use the Matching Hold Agent Notice to inform your purchasing agents of any matching holds if you use Purchasing or if you load the purchasing tables from your own purchasing system, including the agent details.

15. Receiving Hold Requestor Notice: Use the Receiving Hold Requestor Notice to print a notice informing a requestor of an invoice hold because the requestor has not acknowledged the receipt of invoiced items. When you submit this report, Payables prints a notice to each requestor who has ordered goods or services from a supplier who has sent you an invoice, but the requestor has not yet acknowledged receipt of all items so the invoice remains unpaid.

This notice lists the supplier name, invoice number, description, quantity ordered, and the purchase order number. The notice asks that the requestor inform the accounts payable department whether the requestor has received the items. Payables also provides a summary listing displaying the requestor name, supplier name, invoice number, description, and purchase order number of all the notices that Payables printed. You can use this summary for reference purposes and keep track of how many replies you receive.

You can use the Receiving Hold Requestor Notice to inform your requestors of invoice holds if you use Purchasing or if you load the purchasing tables from your own purchasing system, including the requestor details.

16. Unrealized Gain or Loss Report: Use this report to review unrealized gains and losses on foreign currency invoices. An unrealized gain or loss occurs on an unpaid foreign currency invoice when the exchange rate changes.

You usually calculate unrealized gains and losses at the end of an accounting period. You may also want to submit this report whenever there is a large movement in the value of a foreign currency as compared with your functional currency.

Payable orders this report by currency and supplier. The report provides you with a total for each currency and a total for all the currencies. Payable prints supplier’s names alphabetically within each currency.

17. Preliminary Payment Register: Use the report to review the payments Payables will create when you format payments for the invoices in a payment batch.

18. Final Payment Register: Use the Final Payment Register to list each payment you create for a payment batch. Payables lists each payment in a payment batch, including setup and overflow payment documents, in ascending order by payment number. Payable sorts the report using the document order you specify for the payment batch. Payable prints this document order on the first page of the report, along with the other criteria specified for the payment batch. Payables also print the total outlay required for the payment batch on this page. On the first page of the report, Payables prints the number of set up documents overflow documents, and the number of negotiable documents.

19. Missing Document Numbers Report: Use the Missing Documents Report to identify any payment documents that you have not accounted for in Payables. The report lists any payment document numbers within a range you specify that are not recorded in Payables as paid, stopped, void, or spoiled.

20. Payment Audit by Voucher Number: Use the Payment Audit by Voucher Number Report to review payments with assigned sequential voucher numbers. If you enable the Sequential Numbering profile option, either you or Payables can assign a unique, sequential number to each payment you create. You can also use this report to review assigned and available voucher numbers for the sequence name you specify, as well as sequential numbers that have been deleted. Payable sorts this report by voucher number.

21. Payment Batch Control Report: Use the Payment Batch Control report to review detailed information about the payments printed in one or more payment batches. You can submit this report after every payment batch to compare it with actual payment information. You can also use this report to provide the cheque signer with comprehensive information about each payment document, eliminating the need to review paper invoices. The report displays payment, supplier, invoice, and expense distribution information for all payment documents in a payment batch.

The report includes the total number of payments and the total batch outlay. Payables sort the Payment Batch Control report by payment document number.

22. Payment Gain or Loss Report: Payable lists each currency exchange rate gain and loss included in the payment. Use this report if you need to know the exact gain or loss for an invoice in a payment, or how the total gain and loss of the payment is distributed across a payment's invoices.

The report totals the gain and loss for each payment and calculates the amount you can adjust your general ledger balance for each combination of gain/loss accounts.

23. Payment Distribution Report: You can submit this report after you create a payment batch, manual payment, or Quick payment to verify the payment distributions created by Payables when you pay an invoice. If Payables cannot create a payment distribution because of an invalid account, the report lists this payment as an exception. You cannot post a payment until you manually correct the distribution's account in the Invalid GL Accounts window.

The report displays payment, supplier, invoice, payment distribution, and liability accounting information for a bank account selected. The report also displays the total number of payment documents and the total payment amount. The report orders the information by bank account, payment document name, and document number.

24. Payment Register: Use the Payment Register to review payments created for each bank account you use during a time period you specify. The report lists each payment, as well as the total payment amount and cleared amount of all payments. It sorts and subtotals by bank, bank branch, and bank account. The report also displays the payment document and disbursement type for each set of payments, and provides subtotals for each payment document.

Payable does not include voided payments in the totals.

25. Stop Payments Register: Use the Stop Payments Report to review all current stop payments. Payables does not list any stop payments which were initiated, but then released, or voided at a later time. Payable sorts the report by bank, bank account, payment document, and document number. Payable subtotals the amount for each payment document and displays the cumulative total for each bank account.

26. Void Payments Register: Use the Void Payment Register to obtain a listing of void payments. The Void Payment Register provides you with payment and supplier information for each void payment. Payables sorts the report by bank, bank branch, bank account, payment document, and payment number, and prints a subtotal for each. Payable also provides a report count and total at the end of the report.

You can submit this report before you reconcile your bank account to verify that void payments did not clear your bank.

27. Posted Invoice Register: Use the Posted Invoice Register to review invoices posted in a particular period. You post invoices by submitting the Payables Transfer to General Ledger program. The Posted Invoice Register lists each Accounts Payable Liability account and the invoices posted to the account, along with the supplier and amount information for each invoice listed.

Payables display the invoice amount and posted distribution amount in the invoice currency. Payables also display the posted distribution amount in your functional currency for easier reconciliation with your general ledger. You can also use this report to reconcile variances between an invoice amount and its distribution amount. Variances can result from reversing distributions or correcting entries.

Payables sorts the report by journal entry batch, invoice currency, account, supplier, and invoice, according to the option you specify in the Sort parameter. The report includes a report total and subtotals for each currency and liability account.

28. Posted Payments Register: Use the Posted Payment Register to review payments posted in a particular period. You post payments by submitting the Payables Transfer to General Ledger Program.

Payable excludes zero amount payments in this report. For all other payments that you post in a journal entry batch, Payables displays the cash amount and the discount taken amount in the currency you used for payment. Payables also display the payment amount and the realized gain or loss on the payment as expressed in functional currency for easier reconciliation with general ledger. The payment amount is the sum of the cash and discount taken amounts. You can use this report, the Posted Invoice Register, the Accounts Payable Trial Balance Report, and your general ledger reports to reconcile balances between your general ledger and Payables.

This report sorts the report by bank, bank branch, bank account, journal entry batch and payment currency according to the option you specify in the Sort Posted Payments by parameter. The report also displays the payment document and disbursement type for each set of payments. The report provides a report total and subtotals for each payment document and bank account. You can submit the Posted Payment Register for one journal entry batch of posted payments or all journal entry batches.

29. Key Indicators Current Activity Report: Use the Key Indicators Report to review your accounts payable department's productivity. The Key Indicators Report provides current activity indicators that compare current period activity with prior period activity in three major areas: suppliers, invoices, and payments. Payables further breaks down each category into basic items, exception items, and updates. The report provides the number of transactions for each indicator (such as number of automatic payments printed during a period) and amount values where applicable to the Key Indicator (such as total value of automatic payments written during a period).

Attention: This report does not sort by currency, nor does it convert foreign currency invoices to your functional currency.

30. Key Indicators State-of-the-System Report: The Key Indicators State-of-the-System Report provides a period-end view of Payables, as well as average values. For example, the Key Indicators State-of-the-System Report includes the total number of suppliers, supplier sites, and average number of sites per supplier.

31. Recurring Invoice Report: Use this report to review recurring invoice templates you defined during a specific time period. You can review this report to determine the amount you have authorized for a recurring invoice template, how much you have released, and the next amount you have scheduled. The report also lists the number of periods remaining for a recurring invoice and the next period you have scheduled.

32. Payables Accounting Entries Report: Use this report to review and analyze accounting entries in the Payables subledger. You can request the report for a specific run of the Payables Accounting Process or the Payables Transfer to General Ledger program. Using the report parameters, you can produce a detailed or summary listing of the accounting information you want to review. The report also lists in detail any transactions that have been accounted with error and all entries that could not be transferred to the general ledger interface.

33. Payables Account Analysis Report: Use this report to review and analyze accounting entries in Payables. You can use the report parameters to limit the report to just the accounting information you want to review.

34. Suppliers Report: This report is used to review detailed information you entered for a supplier in the Suppliers and Supplier Sites windows. This report also shows if a supplier is on PO Hold. You have the option to include supplier site address and contact information. The report shows who entered it, the pay group, terms, creation date, etc. It also shows the remittance bank account information of the supplier.

35. Invoice Aging Report: Use this report to view your unpaid invoices. This report provides information about invoice payments due within four time periods you specify in the Aging Periods window.