Accounts Payable: AS OF Invoice Analysis Accounts Payable: AS OF Invoice Analysis
The AS OF Invoice Analysis option under Reports on the Accounts Payable Main Menu produces a listing of all open invoices for a single vendor or job or for all vendors and jobs. This report may be used to facilitate invoice payment selection or to print a Payables History Listing for reference and archival purposes.
The tabs are for sorting by Report Title, User ID, and Modify Date. These will be useful when the list of reports has grown.
Add or Change (button)
To modify the information used in generating the report, press the Add button, or highlight the desired report title and press the Change button. For more information, see Add or Change an AS OF Invoice Analysis Report.
Delete (button)
See Delete (button)
Print (button)
To print a report, press the Print button. For more information, see Printing Reports
Note: If the message "Nothing to Print" comes into view when the Print button is pressed, there are two main causes:
1. There is no information within the selected limits. Remove all limits, then one at a time, reinsert the limits. If the report still will not print, insert a new report title.
2. No report title is selected. The report title is used to store the selected limits. A report title must be selected in order for the report to print.
Two different type of reports may be printed:
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Close (button)
See Close (button)
Help (button)
see How to use help
Add or Change an AS OF Invoice Analysis
To Add or Change a report, press the appropriate button and the following screen will come into view. This screen displays the possible limits that may be set. No limits should be set if a complete listing of every open invoice in the AP Invoice File is desired. Several limits may be set to narrow the list down to a very small range of invoices.
Check the appropriate boxes or radio buttons and enter the desired limits. When all desired limits have been set, press the OK button to save the settings and return to the browse screen. Press the Cancel button to return to the browse screen without saving the settings. The following is a description of each of the limits.
Report Title
The title of the report. Warning: The title is used to store the selected limits. If no title is entered for the report, the message "Nothing to Print" will come into view when trying to print the report.
User
Enter the User ID of the report creator.
Lock (check box)
If this option is selected, only the User listed in the User field can change or delete this report.
Print Items Which Were Open AS OF Fiscal Period
Press the lookup button to open the Fiscal Maintenance screen. Select the Fiscal Period that will be designated as the AS OF date.
Normally a Standard report will be printed. It is the default selection. A Summary, Detail or Totals Only report may be printed if desired. Choose one of the following four options.
Standard (radio button)
Standard reports include all invoices within the specified limits plus totals and Aging Analysis for each vendor.
Summary (radio button)
Summary reports include only the totals and Aging.
Print Aging (check box)
If this box is checked, the report will include columns for invoice amounts past due 30, 60 and 90 days.
Alphabetic (radio button)
Lists the vendors in alphabetical order of the vendors' names.
Numeric (radio button)
Lists the vendors in numerical order of the vendors' numbers.
Choose on of the three following options.
Posted Order (radio button)
Invoices will be listed in the order they were posted.
Invoice Date (radio button)
Invoices will be listed in order of date.
Invoice Number (radio button)
Invoices will be listed in numerical order of the invoice number.
Portrait (radio button)
Specifies how the report is positioned on the page when printed. Portrait is the standard. Portrait is printed vertically.
Landscape (radio button)
Specifies how the report is positioned on the page when printed. Landscape is printed horizontally.
The purpose of this selection item is to differentiate between trade and subcontractor invoices. The system distinguishes between trade and subcontractors invoices because the two are handled differently. The desired type should be selected.
Trade (radio button)
see Trade Invoices
Subcontract (radio button)
see Subcontract Invoices.
Both (radio button)
This is the default selection.
Use this section to limit the report by vendor. Use the Range setting to set a range of vendor numbers. Use the List setting to specify a list of vendors to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Vendor reporting limits. Select Range to enter a range of Vendors in the From and To fields. Select List to report on a list of selected Vendors.
These fields will be available if the Range radio button is selected.
From
Enter the vendor number. Press the lookup button and the Vendors screen comes into view. Highlight the desired vendor and press the Select button.
To
Enter the vendor number. Press the lookup button and the Vendors screen comes into view. Highlight the desired vendor and press the Select button.
Edit Vendor List
Click the Edit Employee List button to add or remove Vendors from the list of Vendors to be included in the report. The following screen will come into view.
Retrieve a Saved List / Save This List for Future Use (buttons)
Use these buttons to save the current list of included records for future use, or to retrieve a previously saved list. See Saved Report Limit Lists for more details.
Available Records
All Available Vendors that are not included in the list are displayed in these columns.
Included Records
All Included Vendors are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
Skip Inactive Vendors (check box)
If the invoice history file is very large and the report takes a long time to calculate, check this box and the calculation routine will skip inactive vendors when looking at invoices to include on the listing.
New Page for Each Vendor (check box)
Check this box to have the system skip to the top of a new page for each new vendor.
If multiple Accounts Payable or Subcontract Payable accounts have been set up, this section may be used for the selection of accounts for which the report should be printed.
All, Range, List (radio buttons)
Select the All radio button to print for all AP Accounts. Select Range to enter a range of accounts in the From and To fields. Select List to report on a list of selected accounts.
These fields will be available if the Range radio button is selected.
From
Enter the account number. Press the lookup button and the GL Account Selection screen comes into view. Highlight the desired account and press the Select button.
To
Enter the account number. Press the lookup button and the GL Account Selection screen comes into view. Highlight the desired account and press the Select button.
Edit Account List
Click the Edit Account List button to add or remove accounts from the list of accounts to be included in the report. The following screen will come into view.
Available Records
All Available Accounts that are not included in the list are displayed in these columns.
Included Records
All Included Accounts are listed in these columns. Use the arrows to move selected records or all records between the Available and Included areas.
Use this section to limit the report by Job. Use the Range setting to set a range of Job ID numbers. Use the List setting to specify a list of Jobs to be included.
All, Range, List (radio buttons)
Select the All radio button to ignore Job reporting limits. Select Range to enter a range of Jobs in the From and To fields. Select List to report on a list of selected Jobs.
These fields will be available if the Range radio button is selected.
From
Selects the first job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
To
Selects the last job in a range or a single job. Enter the job number. Press the lookup button and the Job Setup screen comes into view. Highlight the desired job and press the Select button.
Edit Job List (button)
If the List radio button is selected, this button will be available. The following screen will come into view when the Edit Job List button is pressed.
Use the arrows to move Jobs from the Available list to the Included list. All Jobs in the Included Records section will be included on the report. Use the tabs to sort each section by Job Number or by Job Name.
Load Defaults (button)
Press the Load Defaults button to reset the parameters for the selected Report. The original parameter selections will be loaded. Parameters that can be limited by list or range will be reset to allow All items. Other Parameters will reset to their default values.
Click this button to save the current settings and print the report immediately, without having to return to the Report Title browse window.
Report Description: AS OF Invoice Analysis (Standard)
Most of the columns are self-explanatory. This report is essentially a payment document. It provides an analysis of unpaid invoices which allows a manager to readily establish a payment policy. The information included on this report depends on the limits set.
The report heading includes the title, date, company name, and the limits used to specify the listed data. The invoices are listed by vendor in reverse chronological order. The vendor header includes the vendor number, name, phone number and float code.
Invoice #
This column contains the invoice number.
Reference #
This column displays the reference number for the invoice.
Default Job
The job number for each invoice will be displayed as each line item is listed.
Period
This is the fiscal period of the invoice.
Invoice Date
This is the date of the invoice.
Payment Due
If this invoice has not yet been paid, this column will contain the due date of the invoice and the number of days until that due date arrives.
After each vendor, the totals for this vendor will be printed. This is the same information as listed under Grand Totals.
Grand Totals This Report
The total of all invoices for all vendors is listed.
Gross
This is the gross amount for all unpaid invoice amounts.
Retention
This field is the total retention held for all invoices.
Net Due
This field is the net invoice amount. The field includes retention, if specified, and assumes that all discounts will be taken.
Report Description: AS OF Invoice Analysis (Summary)
Summary reports include only the vendor header information, Grand Totals and Aging.
Vendor Name
The vendor name is displayed on each page.
Number
The vendor number is displayed in this column.
Phone
This column displays the phone number of the Vendor.
Gross
This is the gross amount for all unpaid invoice amounts.
Retention
This field is the total retention held for all invoices.
Net Due
This field is the net invoice amount. The field includes retention, if specified, and assumes that all discounts will be taken.
Totals
The totals for Gross, Retention and Net Due are displayed.
Report Sample- AS OF Invoice Analysis (Standard)
Report Sample - AS OF Invoice Analysis (Summary)
