Reporting Accounts Payable Data

Your Accounts Payable system can print a wide variety of reports which provide you with up-to-date information and a source of backup information in case your Accounts Payable data is damaged.

This section briefly describes all the reports produced by Accounts Payable.

Printing reports

There are five ways you can print reports in Accounts Payable. You can:

• Print directly from the program to the printer, to obtain permanent copies of the information.
• Print the information on your screen, for quick review.
• Print to a file for printing later, importing into another program, or transferring to a diskette.
• Print to an RTF file and send it as an e-mail attachment to a specified recipient.
• If you are using Seagate Info server software, print a report at a specific time and date and define the publishing format and destination.

Using a laser printer, you can print all Accounts Payable reports on 8½" by 11" or A4-sized paper.

On dot matrix printers all Accounts Payable reports are 132 characters (columns) wide.

Setup reports

You can print a report showing the information entered to define each of the records you create when setting up or updating your Accounts Payable system. These reports include the Options, Account Sets, 1099/CPRS Codes, Distribution Codes, Distribution Sets, Terms, Remit-To Locations, and Payment Selection Codes reports.

They also include the lists and statistical reports for vendors and vendor groups.

Any time you add, delete, or change any of these records, you should print and file the corresponding reports, to keep your printed records up to date.

Choose icons from the Setup Reports folder to print these reports.

Vendor reports

You can print a report showing the information entered for your vendor records, including the lists and statistical reports for vendors and vendor groups. Reports you can print for your vendors also includes the 1099/CPRS Amounts and Remit-To reports.

Whenever you change any of these records, you should print and file the corresponding reports, to keep your printed records up to date.

Choose icons from the Vendor Reports folder to print these reports.

Transaction reports

You can print a complete range of reports of your Accounts Payable transactions. Choose icons from the Transaction Reports folder to print the following reports.

• Audit Trail.  The batch listings, posting journals, error reports, batch status reports, and the G/L Transactions report are important parts of your Accounts Payable audit trail. You should regularly print these reports, check them carefully, and file them in a secure place. Note that you must print the G/L Transactions report before you clear posting journals.
• Analytical Reports.  Accounts Payable also provides three important reports that you can use to interpret, analyze, and summarize your data, including the Aged Cash Requirements, Aged Payables, and Vendor Transactions reports. A summary of the contents and uses of each of these reports follows.

Aged Cash Requirements report

The Aged Cash Requirements report highlights the cash amounts that will be required to meet obligations as they become due, including the amount needed to pay invoices that are overdue, current, and due in each of four future periods you define. Use the report for cash flow analysis and projections.

You can print the report in detailed form, listing all outstanding documents for each vendor, or summary form, printing one line for each vendor number, including the overdue and current balances and the balances in each aging period.

Aged Payables report

The Aged Payables report groups outstanding transactions into a current period and four aging periods by document date or due date. Use the report to analyze your payables.

You can print the report in detailed form, listing all outstanding documents for each vendor, or in summary form, printing one line for each vendor number, including the current balance and the balance in each aging period.

Vendor Transactions report

The Vendor Transactions report serves as an audit trail of posted transactions in your vendor accounts, within the range of dates you specify. Use the report to obtain an overview of your vendor accounts in any period for which you have Accounts Payable data.

You can report the details of any combination of invoices, debit notes, credit notes, and prepayments. You can also choose to include zero balances and applied details, and print a total for each transaction type.

If you use multicurrency accounting, you can also print the report in functional currency or in the vendors’ currencies.