Use this report to print out a comprehensive listing of the travel items that were posted to Costpoint Travel (expense reports, advances, company-paid expenses) and created as A/P vouchers. This report will provide a more detailed query of posted items than the report printed by the Create/Post AP Vouchers screen.
This report will provide valuable information to travel users about the posting program and the auto-generated lines that have been created.
This report is critical because a travel A/P voucher contains auto-generated lines. Therefore, an expense report shown in a travel inquiry may not look like, or have the same amounts as, the created A/P Voucher shown in any of the screens in the Inquiry menu in Costpoint Accounts Payable. The A/P voucher may have additional lines and may have a different voucher amount. If lines are auto-generated by the Create/Post AP Vouchers screen, you cannot issue an A/P check for the amount of the expense report posted in Costpoint Travel.
Include this report in your weekly travel processing procedures. Run it each week immediately after posting vouchers to Costpoint Accounts Payable. At this point in the processing cycle, vouchers become the responsibility of your Accounts Payable department. This report will provide you with travel items that have been created as A/P vouchers and therefore are available for matching on the Reconcile Unmatched Expenses and the Match Company Paid Expenses screens. We suggest that you refrain from running these reports when entering new travel advances, expense reports, and company-paid expenses. You should also refrain from running these reports when the Create/Post AP Vouchers screen is in use.
Use this group box to choose how the items will appear on the reports. The default for this box is Travel Item Type.
Select this option to sort by travel item type. This will give you access to the Print Travel Items group box. You can sort advances, expense reports, and company-paid expenses in any order. Use the fields in the Select Vendor group box to determine a secondary sort.
Select this option to sort by vendor ID. The Print Travel Items group box will be available, but you will not be able to customize your sort order. Use the fields in the Select Vendor group box to determine a secondary sort.
Select this option to sort by voucher number. The Print Travel Items group box will be available, but you will not be able to customize your sort order. Use the fields in the Select Vendor group box to determine a secondary sort.
Select this option to sort by entry user ID. The Print Travel Items group box will be available, but you will not be able to customize your sort order. Use the fields in the Select Vendor group box to determine a secondary sort.
Use this group box to select which travel items you want to print. Three choices are available. You can select the Advances, Expense Reports, and Company Paid Expenses check boxes no matter what choice was made in the Sort By group box. If you selected the Travel Item Type option in the Sort By group box, use the fields in the Print Travel Items group box to select the order by which the items are sorted. If you selected Vendor, Voucher, or Entry User ID in the Sort By group box, the default settings include any or all three travel item types, but only in the default sort order.
If you select the Expense Reports check box, two separate reports will print in immediate succession. The first report will list posted vouchers for advances, expense reports, and company-paid expenses. The second report will list only posted vouchers for expense reports, but includes reconciliations for advances as well as employee and company-paid amounts.
Select this check box to include travel advances in this report. When you also select the Expense Reports check box, two separate reports will be created. The first report, Sort by Item Type, will sort by type, vendor ID, then vendor name. This report will show invoice and voucher amounts including those vouchers already paid and those on hold. The second report, Analyze Expense Report, will sort expense reports by vendor and include advances and company-paid amounts.
Select this check box to include expense reports in this report and to create two separate reports. The first report, Sort by Item Type, will sort by type, vendor ID, then vendor name. This report will show invoice and voucher amounts including those vouchers already paid and those on hold. The second report, Analyze Expense Report, will sort expense reports by vendor and include advances and company-paid amounts.
Select this check box to include company-paid expenses in this report. When you also select the Expense Reports check box, two separate reports will be created. The first report, Sort by Item Type, will sort by type, vendor ID, then vendor name. This report will show invoice and voucher amounts including those vouchers already paid and those on hold. The second report, Analyze Expense Report, will sort expense reports by vendor and include advances and company-paid amounts.
Use these fields to enter the sort order for Advances, Expense Reports, and Company Paid Expenses. These fields are available only if you have selected the Travel Item Type option. The default order is as they appear on the screen.
Use this group box to select a range of vendors (alphabetically, by vendor ID) to be included in this report.
Use this drop-down list to select the range of vendors, by abbreviated name, that will be included. Valid options are All, One, Range, From Beginning, and To End. The default for this field is All.
Enter the starting vendor ID for the alphabetical range you want to include in the report. If you selected All or From Beginning in the Range Option field, this field is inactive.
Enter the ending vendor ID for the alphabetical range you want to include in the report. If you selected All, One, or To End in the Range Option field, this field is inactive.
Use this group box to select a range of users (alphabetically, by user ID) to be included in this report.
Use this drop-down list to select the range of users, by ID, that you want included on the report. Valid options are All, One, Range, From Beginning, and To End. The default for this field is All.
Enter the starting user ID for the alphabetical range you want to include in the report. If you selected All or From Beginning in the Range Option field, this field is inactive.
Enter the ending user ID for the alphabetical range you want to include in the report. If you selected All, One, or To End in the Range Option field, this field is inactive.
Use this group box to choose the time periods from which to take the travel vouchers.
Enter, or use this drop-down list to select, the fiscal year for which you want to run the report.
Use this drop-down list to select the range of periods and subperiods to be included in your report. Valid options are All, One, Range, From Beginning, and To End. The default for this field is All.
Enter, or use the drop-down list to select, the starting period to be included in the reports. If you selected All or From Beginning in the Range Option field, this field is inactive.
Enter, or use the drop-down list to select, the starting subperiod to be included in the reports. If you selected All or From Beginning in the Range Option field, this field is inactive.
Enter, or use the drop-down list to select, the ending period to be included in the reports. If you selected All, One, or To End in the Range Option field, this field is inactive.
Enter, or use the drop-down list to select, the ending subperiod to be included in the reports. If you selected All, One, or To End in the Range Option field, this field is inactive.
Use this group box to review company-paid, employee-paid, and advances that apply to expense reports. This group box is enabled only if you have selected the Expense Reports check box in the Print Travel Items group box.
Select this check box to view the subtotal, by vendor, of any paid by employee or paid by company amounts that are shown on the Analyze Expense Reports document.
Select this check box to view any advance amount applied on the Analyze Expense Reports document.