AP Documents by Vendor
Form ID: (AP634000)
This report displays the list of open AP documents, open and closed AP documents, or vendors with their aggregated amounts, depending on the report format. (The report does not show retainage documents. The amounts of retainage documents are already included in the columns for original documents.) On the report form, you can also specify the company, branch, vendor, project, and project manager for which you want to view data.
In the report, the documents are grouped by vendor, and then by project. Within the group, the documents are sorted by document date, due date, document type, and reference number. All amounts are displayed in the base currency.
Document amounts are shown in the printed report form in the following columns.
| Column Name | Description |
|---|---|
| Total Amount | The total amount of the document including the retainage amount. This amount is shown in the Total Amount box on the Retainage tab of the Bills and Adjustments (AP301000) form. |
| Original Retainage | The amount retained in all the lines of the document. This amount is shown in the Original Retainage box on the Retainage tab of the Bills and Adjustments form. |
| Paid/Adjusted | The paid or adjusted amount of both the original document and the retainage document. This amount reflects the applications of payments and the direct applications of debit adjustments, if the document is not a reversing document. |
| Total Balance | The total amount minus all the payment amounts. |
| Unreleased Retainage | The amount that has been retained from the document and has not yet been released. This amount is shown in the Unreleased Retainage box on the Retainage tab of the Bills and Adjustments form. |
| Net Balance | The total amount minus the unreleased retainage and payments. |
See the following section for a description of each parameter on the Report Parameters tab of the report form. For more information about using other elements on the report form, see Reports.
Report Parameters
On the Report Parameters tab, you use the following parameters to select the information to be displayed in the report:
- Report Format: The format in which
you want to review the report. The following options can be selected:
- Open Documents (default): The report shows individual open documents.
- Document Summary: The report shows a list of projects with their aggregated amounts grouped by vendor.
- Open and Closed Documents: The report shows a list of projects grouped by vendor with their open and closed documents.
- Company/Branch: The company,
branch, or company group for which you want to view information. By default, the current
company or branch is selected. You can select another branch, company, or company group
to which you have access or leave the box blank to view information about all companies
in the tenant.
This parameter is required if the Multiple Base Currencies feature is enabled on the Enable/Disable Features (CS100000) form.
- Vendor: The vendor whose balances will
be included in the report. Either select a vendor from the list of active vendors or make
no selection to view information about all vendors.The list of vendors available for selection may be limited based on the role or roles assigned to the user account to which you are signed in if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form. In this case, the Restrict Visibility To box appears on the Financial tab of the Vendors (AP303000) form. With the feature enabled, a vendor is available for selection if one of the following is true:
- The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
- A branch, company, or a company group is specified in the Restrict Visibility To box for the vendor, and your user account has 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 selected branch, or the Company Details tab of the Companies (CS101500) form for the selected company or a company within the company group.
- Project: The project whose balances will be included in the report. Either select a project from the list or make no selection to view information for all projects.
- Project Manager: The project manager whose documents will be included in the report. Either select a project manager from the list or make no selection to view information for all managers.
- Show Active Projects Only: A check box that you select to include only active projects in the report. These projects have the Active status on the Projects (PM301000) form.