Use this screen to print a report that lists all the vouchers that are outstanding and waiting for payment.
You can age the vouchers according to any date ranges you specify. However, because the headings of the columns are specified independently of the date ranges that determine the aging of the columns, be sure that the headings correspond to what the columns actually reflect.
For example, the first column range of dates is set to zero and cannot be changed; however, the heading of the column, which defaults to "Current," is editable. If you changed the heading to "0-30 days," it would not reflect what is actually going to show up in that column, because only vouchers that are not yet due will be printed in the first column.
You can select the vouchers by "A/P Acct/Org," "Pay Vendor ID," or "Pay Vendor Name."
The Open A/P Report screen consists of five 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 primary sort, as well as the organization, the transaction currency, and the period of the vouchers to appear on the report.
Use the Options block to specify the level of detail that you want on the report.
Use the Sort By block to specify the secondary sort of the report.
Use the Generate block to specify how the report will age the vouchers that are outstanding.
Run this report when you need to review the outstanding items. The report is useful for seeing the age of your outstanding vouchers and the status of all open items.
As this is the only report that shows deferred vouchers, review it periodically to check for items that are set to "Defer".
The Open Accounts Payable Report and the General Ledger balance don't agree. What should I do?
Make sure that you have posted all the voucher and cash disbursement journals. Cash disbursements will not appear on the Open A/P Report before they are posted.
Afterwards, reprint the Open A/P Report and re-check the General Ledger balances.
Select the vouchers for a check run. The system will assign a check number based on the "zero balance" check range that you set up in the Company Bank Accounts Detail Information screen. No check will print but you may have a cash disbursement to post.
After you post the Cash Disbursements Journal, the vouchers will come off the Open Accounts Payable Report.
When you run the Open A/P Report, you must pick either "From Beginning" or "All" in order to get a correct report.
"From Beginning" means from inception date through the specified TO date.
"All" means from inception date through today.
Why do I see "Paid" items on my Open A/P Report?
If you are printing for a prior period, and the item has since been paid, this is normal and not a cause for concern. This means that the item was paid in a period subsequent to the period for which the Open A/P Report was run.
If the item is not supposed to show up on the report (i.e., it is paid as of the period for which the Open A/P Report was run), this may be caused by the status code being out of sync between the Open_AP and Vchr_Hdr_Hs tables. In this case, contact Costpoint General Support for assistance to correct this.
How do I make a partial payment on an A/P voucher?
Find the voucher in the Edit Voucher Payment Status screen.
Change the status to "PAY" and the amount in the Amount To Payfield to whatever amount you want to pay.
Save the record and run the Prepayment Edit Report to verify that the amount to pay is correct.
You are now ready to print the check.
How do I change the Aging Periods on the Open A/P Report - our company uses a different method.
If your aging is always the same, you can change the Default Aging Criteria in the A/P Settings screen (Administration\Configure\Accounting).
If your aging varies, you can change it at the time of the run on the Open AP Report screen (Accounting\Review\Accounts Payable). Save the report parameters and change them as needed.
The Open Accounts Payable Report and the General Ledger balances don't agree. What should I do?
Make sure that you have posted all the journals. These include the Voucher Distribution Journal (Accounting\Process\Post\Post Vouchers) and the Cash Disbursements Journal (Accounting\Process\Post\Post Cash Disbursements).
Print the Open AP Report again. If you have more than one AP account, sort the report by AP Account/Org, and choose the account level and the org level to match your AP account posting level.
Print a General Ledger Detail Report (Accounting\Review\General Ledger) for each AP Account and Org, with the Account and Org level matching the Open AP Report you just printed. Make sure that the fiscal year, period, and subperiod agree with the Open AP Report.
The total of the Open AP Report should agree with the General Ledger detail ending balance.
If the balances do not agree, look for the following:
Journal Entries made to AP accounts - there should not be any.
Voucher charges made to A/P accounts by mistake.
Any checks issued with dates outside the accounting period.
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 field on which to base your sort
Use the drop-down box to select the field upon which you would like to base your sort.
The option you choose here will display in the 1st Sort field in the Sort By group box.
The possible values are "A/P Acct/Org," "Pay Vendor ID" or "Pay Vendor Name."
Only those records that match the specified field will be included in the report.
Use this drop-down box to select the range of values 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 value 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 value for the range you want to include.
If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Organization *
Use this drop-down box to select the range of organizations to be included. This option is available only if you selected "AP Acct/Org" as the first sort. Otherwise, the only option is "All Orgs."
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 organization 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 organization for the range you want to include.
If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Transaction Currency *
Use this drop-down box to select the range of transaction currencies that you want included in the report.
Options are "All," "One," "Range," "From Beginning," and "To End."
The default for this field is "All."
Enter, or use Lookup to select, the currency code as the beginning of the range you want to include in the report.
If you select "All" or "From Beginning" in the Option field, this field will be inactive.
Only those currencies saved in the Currencies screen (Administration\Maintain\Multicurrency) will be available in Lookup.
Enter, or use Lookup to select, the currency code as the ending of the range you want to include in the report.
If you select "All," "One," or "To End" in the Option field, this field will be inactive.
Only those currencies saved in the Currencies screen (Administration\Maintain\Multicurrency) will be available in Lookup.
Period *
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 "From Beginning." This is the recommended setting to tie the Open A/P Report to the General Ledger.
Enter, or use Lookup to select, the starting fiscal year of the vouchers you want included on the report. This will not be available if the Option selected was "From Beginning" or "All."
Enter, or use Lookup to select, the starting period of the vouchers you want included on the report.
This will not be available if the Option selected was "From Beginning" or "All."
This field displays the starting subperiod of the vouchers that will be included on the report.
This will not be available if the Option selected was "From Beginning" or "All."
Enter, or use Lookup to select, the ending fiscal year of the vouchers you want included on the report.
This will not be available if the Option selected was "All", "One", or "To End."
Enter, or use Lookup to select, the ending period of the vouchers you want included on the report.
This will not be available if the Option selected was "All", "One", or "To End."
This field displays the ending subperiod of the vouchers that will be included on the report.
This will not be available if the Option selected was "All", "One", or "To End."
Select this checkbox to have each voucher listed on the report for each pay vendor.
This box defaults unchecked. If you check this box, unrealized gains and losses computed during the Compute/Post Unrealized Gains/Losses process will appear on the report under each voucher that has an unrealized gain or loss.
Select this checkbox to exclude "pay when paid" vouchers from the report.
Use the Calendar icon, or enter the date you would like to see print at the top of the report.
This date should be the last day of the selected subperiod end.
The system does not use this date to select vouchers to be included in this report. The selection is based on the Period Fiscal Year, Period, and Subperiod information.
Specify the top level of the account you want to see included on this report.
If your account structure has three levels and you want to see vouchers for only the third level, enter "3" here. The report will then include only those vouchers charged to the third level of the account or below.
If you wanted to see vouchers for all levels, enter "1." The report will then include vouchers that were charged to all three levels of the account.
Specify the top level of the organization you want to see included on this report.
If your organization structure has five levels and you want to see vouchers for only the fifth level, enter "5." The report will then include only those vouchers charged to the fifth level of the organization or below.
If you wanted to see vouchers for all levels, enter "1." The report will then include vouchers that were charged to all five levels of the organization.
Use this block to specify a secondary sort for the report. For example, if you selected by "A/P Acct/Org" in the Selection Ranges block, the report will first print in "A/P Acct/Org" order, then by the selection specified in the 2nd Sort drop-down box.
The 1st sort will be by the field you selected in the drop-down box in the Selection Ranges block. This field is non-editable.
2nd Sort *
Use this drop-down box to specify a 2nd sort for the report.
The valid selections are:
Pay Vendor - If you want the report to print using pay vendor ID
as the secondary sort, make this selection.
The report will order the vouchers in voucher number order within each
pay vendor.
Pay Vendor Name - If you want the report to print using pay vendor
name as the secondary sort, make this selection.
The report will order the vouchers in voucher number order within each
pay vendor.
Voucher - Make this selection to print the report in voucher number
order within the first sort selection. If you select this option, the
Show Detail checkbox will automatically
be selected.
For example, if you selected "A/P Acct/Org" in the Selection
Rangesblock, the report will
sort the vouchers into "A/P Acct/Org" order.
Within the "A/P Acct/Org," the vouchers will be printed in voucher
number order.
Select this checkbox if you would like the report to break by the 1st sort. For example, if you run the report for all pay vendors, a new page will print for each.
Use the fields in this block to specify how the report will age the vouchers that are outstanding.
The column headings are independent of the voucher aging, so be sure that the headings of the columns correspond to what is actually reflected in the columns. The default values come from the A/P Settings screen (Administration\Configure\Accounting) but can be changed here.
1) *
Enter the description that you would like to print above the first aging column of the report.
This column, regardless of what you name it, will contain those vouchers that are not yet due.
This field is set to zero and is not editable.
2) *
Enter the description that you would like to print above the second aging column of the report.
This column will contain those vouchers that are from day one to whatever you specify in the Days (To) column.
The system calculates the Days (From) column by adding one to the value in the previous column's Days (To) field.
In the second column, the value in the Days (From) box will default to one.
This field is not editable.
Enter the ending number of the range of days you would like included in column two.
3) *
Enter the description that you would like to print above the third aging column of the report.
This column will contain those vouchers that fall within the range of days past due, that you specify in the Days (From) and Days (To) fields.
The system calculates the Days (From) column by adding one to the value in the previous column's Days (To) field.
This field is not editable.
Enter the ending number of the range of days you would like included in column three.
4) *
Enter the description that you would like to print above the fourth aging column of the report.
This column will contain those vouchers that fall within the range of days past due, that you specify in the Days (From) and Days (To) fields.
The system calculates the Days (From) column by adding one to the value in the previous column's Days (To) field.
This field is not editable.
Enter the ending number of the range of days you would like included in column four.
5) *
Enter the description that you would like to print above the fifth aging column of the report.
This column will contain those vouchers that fall within the range of days past due, that you specify in the Days (From) and Days (To) fields.
The system fills this field in with the value of "Over."
This means that any voucher that is past due by the number of days in the Days (To) field will be included in this column.
* A red asterisk denotes a required field.
This screen accesses the VHCR_HDR_HS (Voucher Header History), VEND_CHK (Vendor Check), and the VEND_CHK_VCHR (Vendor Check Voucher) tables.