Purchases with a Sales Tax: Related Report and Inquiry Forms

The following sections describes reports, inquiries, and forms you may review to gather information about AP bills.

Note: If you do not see a particular report or form that is described, you may have signed in to the system with a user account that does not have access rights to the report or form. Contact your system administrator to obtain access to any needed reports or forms.

Reviewing the Details of an Unreleased Bill

If a bill has not yet been released, you can review the details of the bill by running the AP Edit Detailed (AP610500) report. When you run this report from the Bills and Adjustments (AP301000) form by clicking AP Edit Detailed (under Reports) on the More menu, the report shows the details of the bill opened on this form. You can review what GL batch the system will create when you release the bill, which accounts will be updated by the transaction, and how the vendor's balance will be affected.

Reviewing the Details of a Released Bill

Once you have released a bill, you can review the details of the bill by running a report on the AP Register Detailed (AP622000) form. When you run this report from the Bills and Adjustments (AP301000) form by clicking AP Register Detailed (under Reports) on the More menu, the report shows the details of the bill opened on this form. You can review the GL batch the system created when releasing the bill and the accounts that have been updated by the transaction.

Reviewing Vendor Information

You can review the balances of a specific vendor on the Vendor Details (AP402000) form. When you open this inquiry from the Bills and Adjustments (AP301000) form by clicking Vendor Details (under Inquiries) on the More menu, the Vendor Details form is opened, showing the outstanding balances of the selected vendor and a list of documents of this vendor that have the Open status. You can select the Show All Documents and Include Unreleased Documents check boxes in the Selection area of the form to include all documents and unreleased documents, respectively, in the inquiry.

Reviewing the Vendor's Balance

After a bill has been released, you can review the vendor's balance on the AP Balance by Vendor (AP632500) form. On this form, you select Open Documents in the Report Format box and specify the needed financial period.

In the report, you can review open documents and vendor balances at the end of the period, grouped by vendor and by AP account. When you release a bill or an adjustment, the system updates the vendor balance. Vendor Documents Total is the total amount of all open documents of the vendor.