Use this screen to print AP history information for a single vendor or for a group of vendors by voucher.
The report includes the: Vendor, Vendor Name, AP Account/Organization, Voucher, Entry User ID, Invoice (Number), PO (Number), Invoice Date, Invoice Amount, Discount Amount, Amount Due, Transaction Currency, Check Number, Check/Void Date, FY, Pd, Subpd, Pay Vendor ID, Cash Account (Number), Cash Organization, Discount Taken, Amount Paid, and Pay Currency.
This report is particularly useful in the following situations:
A vendor requests that you send them their invoice and payment history.
An auditor requests a printout of the AP History.
A manager requests that a vendor's history include both the vouchers and the corresponding checks that were cut to pay those vouchers.
This screen consists of four blocks that can be used as follows:
Use the Identification block to enter a parameter ID and description.
Use the Selection Ranges block to specify the selection ranges for the AP history information that you wish to print.
Use the Options block to specify the voucher type, report format, and the level of detail.
Use the Sort By block to specify how the report will be organized.
To have the most up-to-date information, post the vouchers and print the checks in question.
The report will list the AP history information by voucher and any checks that were printed against that voucher, including voided checks. You do not need to post checks and voided checks for them to display on this report.
Use the fields in this block to create a new parameter ID or to retrieve a previously-saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously-saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.
Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen.
When you save your record, all the selections you made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.
You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously-defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.
Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.
Use the fields in this block to specify the selection ranges for the AP history information that you wish to print.
Use the options in this drop-down box to specify whether the vendor ID or the vendor name will appear in the Start and End fields of the selection ranges.
The choices are "Vendor" or "Vendor Name."
Use this drop-down box to select the range of vendors to be included.
Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting vendor ID or the vendor name for the range you want to include.
If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending vendor ID or the vendor name for the range you want to include.
If you select "All," "One," or "To End" in the Option field, this field will be inactive.
All selected vouchers that you posted within the selected fiscal year/period/subperiod for the vendor range will appear on the report along with any checks that you applied against those vouchers.
Use this drop-down box to select the range of periods to be printed.
Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting fiscal year for which you want the report printed.
Enter, or use Lookup to select the starting period for the report.
If you selected "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select the starting subperiod for the report.
If you selected "All" or "From Beginning" in the Option field, this field will be inactive.
This non-editable field displays the end date of the starting fiscal year, period, and subperiod.
Enter, or use Lookup to select, the ending fiscal year for the report.
If you selected "All," "One," or "To End" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending period for the report.
If you selected "All," "One," or "To End" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending subperiod for the report.
If you selected "All," "One," or "To End" in the Option field, this field will be inactive.
This non-editable field displays the end date of the ending fiscal year, period, and subperiod.
All selected voucher numbers that you posted within the selected fiscal year/period/subperiod for the vendor range will appear on the report along with any checks that you applied against those vouchers.
Use this drop-down box to select the range of vouchers to be printed. Valid options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the starting voucher for the range you want to include.
If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Enter, or use Lookup to select, the ending voucher for the range you want to include.
If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Use the fields in this block to specify the voucher type, report format, and the level of detail.
You can only select one voucher type for each report. If you need a list of different voucher types for the same vendor, you will need to print the report several times.
Select this radio button to include AP vouchers on the history report.
This is the default selection.
Select this radio button to include PO vouchers on the history report.
Select this radio button to include vouchers generated from the travel module on the history report.
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Note: The report will include a subtotal for each voucher - if a vendor has more than one voucher and each voucher has a check history
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Note: If you use Costpoint Multicurrency, the report will also include the transaction currency code, the pay currency code, and the functional currency code. The Total/Unrealized Gain/Loss amount added to the Vendor Total Vouchers amount equals the Vendor Total Paid amount. Realized gains and losses are part and parcel of vendor payments. They arise from variances in the currency exchange rates that are used to calculate the translation from transaction to functional currency for Accounts Payable vouchers.
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Select this radio button if you need to have only basic voucher information on your report (i.e., voucher number, vendor name, invoice number, invoice date, and invoice amount).
This is the default selection.
Select this radio button if you need to have more detailed information on your report.
This selection will include much of the information contained in the Vendor History Inquiry.
This group box will only be enabled if you select the Detail radio button in the Report Format group box.
Select this checkbox if you want your report to contain voucher line notes.
Select this checkbox if you want your report to contain the vendor labor history.
Select this checkbox if you want your report to contain account names.
This feature can be useful to auditors or those who may not be familiar with the chart of accounts.
Use this block to specify how the report will be organized.
The selection you make here will affect the order in which the vendors appear on the report. If you select "Vendor Name", the vendors will be ordered by name. If you select "Vendor", the vendors will be ordered by vendor ID.
1st sort *
Use the options in this drop-down box to specify how the report will be organized.
The choices are "Vendor" or "Vendor Name."
Select this checkbox to insert a page break after each vendor.
* A red asterisk denotes a required field.
This screen accesses the VCHR_HDR_HS (Voucher Header History), VCHR_LN_HS (Voucher Line History), VCHR_LAB_VEND_HS (Voucher Labor Vendor History), VCHR_LN_ACCT_HS (Voucher Line Account History), VEND_CHK (Vendor Check), and the VEND_CHK_VCHR (Vendor Check Voucher) tables.
