Accounts Payable: Posted Invoice Analysis Accounts Payable: Posted Invoice Analysis
The Posted Invoice Analysis option under Reports on the Accounts Payable Main Menu produces a listing of all invoices or vouchers whether paid (closed) or unpaid (open) for a single vendor or subcontractor or for all vendors and subcontractors. A Payables Aging Analysis is included for each vendor. This report may be used to facilitate invoice payment selection or to print a Payables History Listing for reference and archival purposes.
Following any complete listing of all vendor accounts, a Cash Requirements Analysis report may be printed. This report shows how much money will be required to pay bills over the following 120 days using each of four different payment strategies.
Click on any column header to sort the listed items. This 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 a Posted Invoice Analysis Report.
Press the Delete button and the following screen comes into view. Press the Yes button and the highlighted record will be deleted. If the No button is pressed, the program returns to the previous screen.
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.
Six different type of reports may be printed:
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Press the View button from the report browse window or the Save and View button from the edit window and a list box will open containing all of the invoices that would have been included on the Printed Report.
This button closes the program and returns to the main screen.
Help (button)
see How to use help
Add or Change a Posted 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 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.
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 Vendor 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)
Place a tick in this box to skip printing of inactive vendors on the listing.
This allows selective printing of invoices depending on the status of the invoice. The options are Open, Ready, Paid, and Unposted. More than one option can be chosen.
Open (check box)
Open invoices are currently not paid
Ready (check box)
These are invoices that have been marked for payment.
Paid (check box)
These invoices have been paid and tracked by the system.
The default is to print all fiscal periods. If the Select Periods box is checked, only selected periods will be printed. To limit the report to one period, enter that number in both the From and To boxes.
Select Periods (check box)
Transactions from one fiscal period or a range of periods may be printed. If transactions from only one fiscal period are desired, enter the period number as both the beginning and ending period. If this option is not selected, then all fiscal periods will be printed.
From
Selects the first fiscal period in a range of periods or a single period. Enter the period.
To
Selects the last fiscal period in a range of periods or a single period. Enter the period.
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.
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.
Use this setting to limit the report to include only invoices paid by a specified check number or range of check numbers.
Warning: If dates are selected, the report generation may be time consuming.
Limit by Invoice Date (radio button)
This option limits the dates by Invoice Date.
Limit by Due Date (radio button)
This option limits the dates by the invoice due date.
Limit by Paid Date (radio button)
This option limits the dates by the invoice paid date.
From
Selects the first date in a range of dates or a single date. Enter the date, or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.
To
Selects the last date in a range or a single date. Enter the date, or press the lookup button and a Calendar will come into view. Highlight the correct date and press the OK button.
Select Dates (check box)
Activates the ranges defined on the next lines. This option may be used to limit transactions to a particular date or range of dates. To limit transactions to a particular date, enter the first and last dates of the desired range. To limit transactions to a single date, enter that date for From and To.
From
Selects the first date in a range of dates or a single date. Enter the date, or press the lookup button and the Calendar screen comes into view. Highlight the desired date and press the OK button.
To
Selects the last date in a range of dates or a single date. Enter the date, or press the lookup button and the Calendar screen comes into view. Highlight the desired date and press the OK button.
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.
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.
Detail (radio button)
Detailed reports include all invoices within the specified limits plus Line Item Detail, totals, and Aging Analysis for each vendor.
Aged Open (radio button)
Reports are printed with the Aged Open broken down into categories
Totals Only (radio button)
Reports are printed with the total for all vendors.
Co-Payee (radio button)
Reports are printed for all Vendors that have been paid as a Co-Payee on posted invoices.
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.
Non Job Invoices (radio button)
Check this radio button to Print Non Job invoices. Non Job Invoices are general ledger transactions.
Job Invoices (radio button)
Check this radio button to print job invoices.
Both (radio button)
Check this radio button to print both job and non job invoices.
Separate Reports by Jobs (check box)
This option will print separate reports for each job.
Include Cash Projections (check box)
This option will print a cash projection report after the invoice and analysis reports.
Retention In Aging (check box)
This option will include the amount of Retention In Aging of this invoice on the report.
Subtract Discounts from Gross
This option will subtract discounts from the Gross amount of this invoice on the report.
If this box is checked, the net amount = gross - discount - retention.
If this box is unchecked, the net amount = gross - retention.
Separate Reports by Vendor (check box)
This option will print separate reports for each Vendor included in the report.
Held Invoices Only (check box)
If this option is selected, only Held Invoices will be included on the report.
Include Insurance Information (check box)
If this box is checked, a section showing the vendor's current insurance coverage will be included with each vendor heading.
Omit Voided Invoices (check box)
If the Pay Status option for “Fully Paid” is checked above, this check box will be enabled. If the box is checked, voided invoices will be excluded from the invoice listing.
Readability Bars (check box)
Select this option to add Readability Bars to the generated Report. Click the color box to select the Readability format. The following screen will come into view.
Select the Readability Bar color or press the Define button to select a Custom Readability Bar color.
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 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.
This area allows the user to select the type of Vendor for which to run the report.
Vendors (radio button)
Select this option to only print reports for Vendors.
Subs (radio button)
Select this option to only print reports for Subcontractors.
Both (radio button)
Select this option to print reports for both Vendors and Subcontractors.
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: Posted 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.
Vendor
The vendor number and name is displayed on each page.
Invoice #
This column contains the invoice number.
Default Job
The job number for each invoice will be displayed as each line item is listed.
Invoice Date
This is the date of the invoice.
Period
This is the fiscal period of the invoice.
Amount Approved
This column shows the total approved (costed) invoice amount.
Retainage
The amount of retention withheld from this invoice is displayed here.
Not Approved
This is the amount of the invoice that was not authorized and will not be paid.
Discount
Any discount amount is listed this column.
Expires
The date the discount expires is listed. "Exp" will be printed next to the discount date if it has expired.
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.
Status
This column contains the type of invoice. Invoice types include Trade Invoices, Subcontract invoices, and Retention payment invoices.
Payment Information
If this invoice has been paid, these two columns will contain the date the invoice was paid and the number of the check and the pay status. Pay status types include Open, Ready to pay, and Paid. For example:, a Trade Invoice which has not yet been paid but is selected for payment would display as open (Pay).
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.
Aging Analysis
The amount outstanding is listed by current, 1-30 days, 31-60 days, 61-90 days and 91+ days for open invoices. The paid amounts for the same period are calculated and listed. The ‘would be’ due date is retrieved from the vendor file to calculate the date the invoice would have been due.
Gross
This is the gross amount for all unpaid invoice amounts.
Discount
This is the total amount of available discounts. Expired discounts are included in this total.
Retainage
This field is the total retention held for all invoices.
Total Paid
This field is the total amount of paid 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: Posted Invoice Analysis (Summary)
Summary reports include only the vendor header information, Grand Totals and Aging.
Vendor
The vendor number and name is displayed. The phone number is also displayed.
Grand Totals This Report
Aging Analysis
The amount outstanding is listed by current, 1-30 days, 31-60 days, 61-90 days and 91+ days for open invoices. The paid amounts for the same period are calculated and listed. The ‘would be’ due date is retrieved from the vendor file to calculate the date the invoice would have been due.
Gross
This is the gross amount for all unpaid invoice amounts.
Discount
This is the total amount of available discounts. Expired discounts are included in this total.
Retainage
This field is the total retention held for all invoices.
Total Paid
This field is the total amount of paid 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: Posted Invoice Analysis (Detail)
Detailed reports include all invoices within the specified limits plus line item detail, totals, and aging analysis for each vendor. This report is very similar to the standard report except there is the following additional information on the report also.
Cost Information
Purchase Order Number
This column includes the purchase order number to which the invoice applies.
Default Job
This column will contain the job number or equipment ID if applicable.
Invoice Detail
General Ledger account numbers are listed in this column. If the transaction is job or equipment related, the cost code or cost category will be listed in place of the general ledger account number.
Quantity
This field will display any quantities entered on the invoice
Gross
The amount for each line item before taxes is printed in this column.
Tax
The amount of tax is printed in this column.
Net
This column reflects any amount withheld from payment, such as discounts, retention, backcharges, or disputed (not approved) amounts.
Report Description - Posted Invoice Analysis (Aged Open)
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 and phone number.
Vendor
The vendor number and name is displayed on each page.
Invoice #
This column contains the invoice number.
Default Job
The job number for each invoice will be displayed as each line item is listed.
Invoice Date
This is the date of the invoice.
Period
This is the fiscal period of the invoice.
Retainage
The amount of retention withheld from this invoice is displayed here.
Not Approved
This is the amount of the invoice that was not authorized and will not be paid.
Discount
Any discount amount is listed in this column.
Due
This column contains the due date of the invoice.
Past Due
These columns contain the amount outstanding. The amount outstanding is listed by current, 1-30 days, 31-60 days, 61-90 days and over 90 days for open invoices.
Gross
This is the gross amount for all unpaid invoice amounts.
Discount
This is the total amount of available discounts. Expired discounts are included in this total.
Net Due
This field is the net invoice amount. The field includes retention, if specified, and assumes that all discounts will be taken.
Retainage
This field is the total retention held for the listed invoices.
Report Description: Posted Invoice Analysis (Totals Only)
The total for all vendors are printed.
Aging Analysis
The amount outstanding is listed by current, 1-30 days, 31-60 days, 61-90 days and 91+ days for open invoices. The paid amounts for the same period are calculated and listed. The ‘would be’ due date is retrieved from the vendor file to calculate the date the invoice would have been due.
Gross Due
This is the gross amount for all unpaid invoice amounts.
Discount
This is the total amount of available discounts. Expired discounts are included in this total.
Retainage
This field is the total retention held for all invoices.
Paid
This field is the total amount of paid 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 - Posted Invoice Analysis (Co-Payee) Report Sample
This report will pull all Co-Payee amounts for the specified report limits.
Co-Payee
The name, ID, and Phone Number of the Co-Payee will be displayed here.
Original Vendor
The name of the Original Invoice Vendor will be displayed here.
Job Id
The Job Number associated with each Invoice is displayed here.
Invoice Number
The Invoice Number is displayed here.
Inv Date
The Invoice Date is displayed here.
Check #
The Check Number is displayed here.
Check Date
The Check Date is displayed here.
Amount
The Check Amount is displayed here.
Report Sample- Posted Invoice Analysis (Standard)
Report Sample - Posted Invoice Analysis (Summary)
Report Sample - Posted Invoice Analysis (Detail)
Report Sample - Posted Invoice Analysis (Aged Open)
Report Sample - Posted Invoice Analysis (Totals Only)
Report Sample - Posted Invoice Analysis (Co-Payee)
