Accounts Payable

Recent changes: 
6.231 - Added  "Voucher line description" to vendor activity report grid.

6.229 - If 'Assign multiple purchase orders to single voucher' is set in AP System file, then the purchase order information will be obtained from the voucher detail.

6.217 - Ensured that, if the "Print vendor address" checkbox is checked, the vendor address will be visible in the grid reporting option

6.194 - Added PO Number as a sequence in the Report Sequence dropdown

6.185 - The report was modified to display the customer names for  'Tax Refund' status vendors.

6.176 - Added option for 'Council Report' to the report types. Which gives just the basic details  Vendor Number, Vendor name and amount in one line per vendor.

6.168 - Added beginning and ending PO reference number and invoice description as filter criteria; Updated the beginning/ending invoice number filter to one that accepts partial text

6.114 - Display selected fund segment filters in the vendor activity reports. 

6.112 - Fixed an issue where 'VOUCHERS WITH OUTSTANDING CHECKS ONLY' message was displaying on the page header even though 'Include vouchers with outstanding checks only' was not checked.   

6.105 - Added the "Show inactive vendors" checkbox that allows users to include inactive vendors in the vendor number selection

6.85 - Fixed the date filters on the page to have the from dates start from the beginning of the day and the to dates to check before the end of the day.

6.78 - Added the option to display commodity codes and descriptions in main details report.

6.62 - Added option for 'FOIA Condensed Version' to the report types. Which gives just the basic details needed by vendor then vouchers.

Overview

The Vendor Activity Report can be printed for paid vouchers, unpaid vouchers, or both paid and unpaid vouchers. The purpose of this report is show invoice details by vendor but it is also a good report to print to show the total amount of unpaid accounts at the end of each accounting period. The unpaid voucher total shown on this report should support the accounts payable balance in Fund Ledger.

The Vendor Activity Report can be printed for paid vouchers, unpaid vouchers, or both paid and unpaid vouchers.

This report is located in two places in Accounts Payable. It can be accessed through the reports menu and also on the Enter/Edit Vendor screen as a detail icon.

Report Selections

Select output option - Detail / Totals Only / FOIA Condensed version / Council Report

Select Report Sequence Available sequences are Invoice Number(within Vendor)/ Voucher Number(within Vendor)/ Check Number / Tax ID / PO Number

Type of invoices to include Open Only / Open And Paid / Paid Only

Accruals to include Accruals Only / Both Accruals and Non Accruals / Non Accruals Only

Show inactive vendors

Enter range to include

  • Vendors
  • Alpha sort
  • Invoice number - Accepts partial text
  • Invoice description - Accepts partial text
  • Check date
  • Check number
  • Pay date
  • PO number - Visible if client has Purchasing and "Hide purchase order field" is not selected in the AP System File
  • PO refr number - Visible if client has Purchasing and "Require a valid purchase order number" is not selected in the AP System File

Include 1099 vendors only
Include minority vendors only
Include voids
Exclude employee vendors
Include commodity code & description - If this checkbox is checked the report prints in landscape format

Include 1099 voucher detail only The 1099 status is no longer applicable to the voucher as a whole and can be specified at the line item level. For this reason, this option will only display voucher line items that are 1099. Sales tax is not 1099 and therefore will not be displayed.
It is important to note that when using this option the Voucher Invoice Amount on this report will only include the total of the 1099 line items.

Include vouchers with outstanding checks only - This is enabled only for 'Paid' invoices
Print account distribution
Print vendor address
Print voucher line description