Recalculate Vendor Balances

Form ID: (AP509900)

You can use this form to recalculate the balances of selected vendors. Balances are recalculated based on the history records and are matched to the account balances stored in the database.

Tip:

We recommend that you run this process only if a system error has occurred and the vendor account balances are incorrect. You can use the Vendor Details (AP402000) form to see if there is any discrepancy between the vendor balance and the total amount of all the released vendor documents. For details on the vendor account history, use the Vendor History (AP652000) report.

To use this form, you select a financial period (and, optionally, a vendor class) in the Selection area, and view the list of vendors in the table. To recalculate the balances of all vendors in the list, click Process All. To recalculate the balances of selected vendors, select the check boxes next to those vendors and click Process.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Process	Recalculates balances for the vendors you have selected in the list.
Process All	Recalculates balances for all the vendors in the list.

Selection Area

You use the elements in this area, described in the following table, to select the financial period (and, optionally, the vendor class) for which you want to recalculate vendor balances.


Element	Description
Fin. Period	The financial period starting in which you want to recalculate vendor balances. By default, this box shows the earliest financial period that is not locked in the accounts payable subledger, that is, the earliest period with one of the following statuses: Inactive, Open, or Closed.
Vendor Class	The vendor class for which you want to recalculate balances. If you select no vendor class, vendors of all classes will be displayed. If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of vendor classes available for selection may be limited based on the roles assigned to the user account to which you are signed in. In this case, the Restrict Visibility To box appears on the General tab of the Vendor Classes (AP201000) form. With the feature enabled, a vendor class is available for selection if one of the following is true: The Restrict Visibility To box is empty for the vendor class—that is, the vendor class’s visibility is not restricted. A branch, company, or company group is specified in the Restrict Visibility To box for the vendor class, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company or a company within the company group.

Table

This table contains the list of vendors of the selected class (if selected) or of all classes for the selected financial period.

Table 1. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
View Vendor	Navigates to the Vendors (AP303000) form and displays the selected vendor's account details.

Table 2. Table Columns
Column	Description
Included	An unlabeled check box that you can select to include a vendor account for processing.
Vendor ID	The identifier of the vendor account.
Vendor Class	The class to which the vendor belongs.
Vendor Name	The name of the vendor.