AP History Report window

AccountsPayableCS > Accounts Payable > Accounts Payable Reporting menu > AP History Report window

The AP History Report provides complete information on Accounts Payable history. This report lets you audit each vendor's account at a glance. You can also use it to quickly print vendor payments or view them on screen.

History

Select this option to include a complete history of the vendors based on the selected date range and other criteria. If you choose this option, the detailed version of the History Report includes:

• AP Code, vendor number, vendor name, and product type

• transaction type, transaction number, and transaction description

• transaction date, GL date, discount date, and due date

• discount or deduction amount and original amount

• line item information including line type, discount eligibility, description or stock number, GL expense account, expense date, quantity, unit cost, and extended cost

Invoice to Payment

The invoice to payment report lists each invoice followed by the payments you applied to that invoice.

For each vendor, the report includes the AP Code, vendor number, and vendor name.

For each invoice, the report includes the invoice number, description, and date. For each payment applied to the invoice, the report includes the payment number, payment date, amount applied, discount amount, and net amount.

Payment to Invoice

The payment to invoice report lists each payment followed by the invoices that payment was applied to.

For each vendor, the report includes the AP Code, vendor number, and vendor name.

For each payment, the report includes the payment number, payment date, and amount. For each Invoice that is paid by the payment, the report includes the invoice number, invoice date, and amount.

Sort By

Specify if you want to sort the report by vendor number, vendor name, or product type.

The Sort By drop-down also shows any User-Defined Fields (UDF) you set up in the AP Module Preferences window. If you select one of the UDF, new Start and End Range boxes will appear below the existing Start and End Range boxes so you can choose the range of values in the UDF to appear in the report.

Page Break on Vendor Number / Vendor Name / Product Type / UDF

This label changes based on your selection from the Sort By drop-down. Select this check box if you want to begin a new page for each vendor number, vendor name, product type, or UDF.

Report Type

This option is only available if you generate a history report. Select the level of detail you want to see in the report.

• Detailed: this report contains the highest level of detail out of the reports. It contains detailed transaction information.

• Condensed: the condensed report contains aging information by vendor and by transaction, but not to the transaction detail line level.

• Summary: the summary report contains only aging totals by vendor, with no transaction information.

• Detailed with Notes: this option contains the same level of detail as the detailed report, but it also includes any notes you have entered about the vendor.

Vendor Status

From the drop-down, select which vendors you want to include based on their vendor status.

• All Vendors: this option includes every vendor in your company in the list.

• Active Vendors: this option includes only vendors with a status of active in the AP Vendors window.

• Inactive Vendors: this option includes only vendors with a status of inactive in the AP Vendors window.

• Temporary Vendors: this option includes only vendors with a status of temporary in the AP Vendors window.

Transaction Type

From the drop-down select the type(s) of transactions you want to include in the report.

• All Transactions: this option includes all transactions for the vendor(s) you select for this report.

• Invoice: this option includes only invoices for the vendor(s) you select.

• Credit Adjustment: this option includes only credit adjustments for the vendor(s) you select.

• Payment Correction: this option only includes payment corrections for the vendor(s) you select.

• Payment Correction - Credit Card: this option only includes credit card payment corrections for the vendor(s) you select.

• Payment: this option includes payments for the vendor(s) you select.

• Payment - Credit Card: this option only includes credit card payments for the vendor(s) you select.

• Debit Adjustment: this option includes debit adjustments for the vendor(s) you select.

• Debit Invoice: this option only includes debit invoices for the vendor(s) you select.

• Unapplied Debit: this option includes only unapplied debits for the vendor(s) you select.

Additional Filter

If you defined User-Defined Fields in Accounts Payable, they will be available here as an additional filter for the report.

Start and End Ranges: Vendor Number, Vendor Name, Product Type, Trans Date Range, AP Code, and User-Defined Field (if selected as Sort By and/or Additional Filter)

Use these ranges to specify the vendors and/or items to include in the report. Leave the defaults of Start and End to include all values for a particular range or use the Lookup to enter the starting and/or ending value to include.

Date Range

From the drop-down, select a predefined period to run the report for.

Group by AP Code (History Report only)

This option is only available if you have more than one AP Code set up. Select this check box if you want to group your vendors by AP Code.