Select PropertiesCompanies

Click to select propertiescompanies from the Select PropertiesCompanies tab. The report runs for all selected propertiescompanies.  

Aging Date

This field defaults to the current Login Date. To change the date, use the electronic calendar to select a date. The system compares the Aging Date to transaction due dates to determine the number of days the invoice has been open. The Aging Date works in conjunction with the Cutoff Period you enter, if any.

Transaction Cutoff Date

Use the electronic calendar to select a date. Use this field to exclude invoice and payment transactions from the report. The report will not include any transactions past this date.

The Cutoff Date works in conjunction with the period you enter, if any, in the Cutoff Period field. If you want the report to include all of the transactions for your specified period, set the Cutoff Date far enough in the future to view transactions dated beyond the period. Transactions are not reported if the transaction date is later than the Cutoff Date and Cutoff Period.

For example:

On 7/31/2015, a payment was made with a Check Date of 7/31/2015.

On 8/1/2015, that check was voided with a Void Date of 8/1/2015 and an Accounting Date of 7/31/2015.

If you run the report with the Cutoff Date of 7/31/2015 and the Cutoff Period of 7/2015, the void is not reported. This is because the void occurred after the Cutoff Date. In order for the report to include the void, the Cutoff Date must be later than 8/1/2015.

Accounting Cutoff Period

To run the report for a specific accounting period, type a cutoff period for the invoices you want to view on the report (for example, 4 / 2015). The report will show all open invoices dated within or prior to the period.  

Sort By

Select a sort option for the report: Vendor ID (default), Job, Vendor/Job, Job/Vendor, and Short Name/Job.

NOTE that  options other than by Vendor ID are only shown if the current property's/company's default Entity/Company is set to Track Jobs.

NOTE that for any of the Sort By options other than Sort By - Vendor ID, the following additional From / Thru fields appear: Job, Phase and Cost. Field descriptions for these additional fields appear below.

From Vendor ID / Thru Vendor ID

To run the report for a specific vendor or vendor ID range, click the Lookup icon to display the Select Vendor pop-up  and then select a starting vendor ID. Repeat the process to select an ending vendor ID.

Entries appearing on this list are established on the Vendors Tab in AP Setup.

From Job / Thru Job

To run the report for a specific Job range, click the Lookup icon to display the Select Job pop-up and then select a starting Job ID. Repeat the process to select an ending Job ID.

This field appears only when a Sort By option other than Sort By - Vendor ID is selected.

Entries appearing on this list are established in Jobs Setup.

From Phase / Thru Phase

To run the report for a specific phase range, click the Lookup icon to display the Select Phase pop-up and then select a starting Phase No. Repeat the process to select an ending Phase No.

This field appears only when a Sort By option other than Sort By - Vendor ID is selected.

Entries appearing on this list are established as part of Cost Activity Setup.

From Cost / Thru Cost

To run the report for a specific Cost range, click the Lookup icon to display the Select Cost pop-up and then select a starting Cost No. Repeat the process to select an ending Cost No.

This field appears only when a Sort By option other than Sort By - Vendor ID is selected.

Entries appearing on this list are established in Cost Activity Setup.

From Approved By / Thru Approved By

To run the report for a specific range of values for the user code Approved By, click the Lookup icon to display the Approved By pop-up and then select a starting value. Repeat the process to select an ending value.

Entries appearing on this list are established in AP Setup for User Codes.

From Invoice Type / Thru Invoice Type

To run the report for a specific range of values for the user code Invoice Type, click the Lookup icon to display the Invoice Type pop-up and then select a starting value. Repeat the process to select an ending value.

Entries appearing on this list are established in AP Setup for User Codes.

From Location / Thru Location

To run the report for a specific range of values for the user code Location, click the Lookup icon to display the Location pop-up and then select a starting value. Repeat the process to select an ending value.

Entries appearing on this list are established in AP Setup for User Codes.

From Priority / Thru Priority

To run the report for a specific range of values for the user code Priority, click the Lookup icon to display the Priority pop-up and then select a starting value. Repeat the process to select an ending value.

Entries appearing on this list are established in AP Setup for User Codes.

From Vendor Type / Thru Vendor Type

To run the report for a specific range of values for the user code Vendor Type, click the Lookup icon to display the Vendor Type pop-up and then select a starting value. Repeat the process to select an ending value.

Entries appearing on this list are established in AP Setup for User Codes.

Include Unauthorized (check box)

Select this check box to include unauthorized transactions on the report. Amount totals for unapproved items are included in the Unapproved and Unauthorized Total line at the end of the report (they are not included in the Authorized and Approved Total line).

Include Unapproved (check box)

Select this check box to include transactions from unapproved batches on the report. On the report, the amount for an unapproved item appears in the appropriate aging column and the balance due is 0.00. Amount totals for unapproved items are included in the Unapproved and Unauthorized Total line at the end of the report (they are not included in the Authorized and Approved Total line).

Print by PropertyCompany (check box)

If Print by PropertyCompany is not selected (default), the report prints for all selected propertiescompanies by vendor, and a list of selected propertiescompanies prints at the end of the report  

If Print by PropertyCompany is selected, the report prints grouped by propertycompany and has a total for each selected propertycompany. The propertycompany name prints in the header, the vendor transactions for that propertycompany display in the list, and the report displays the totals for each propertycompany.

Use Alternate Report (check box)

Select the check box to print the report in Alternate Report format.

If Use Alternate Report is selected, then only the Sort By  - Vendor ID option is available to be selected and other options are not shown; however, the Alternate Report allows for using the AP User Code criteria ranges for limiting the report.  

NOTE that for this option to be available:

The global policy Default to Alternate Report must be turned on, and

The Print by PropertyCompany and Detail (Report Type) options must be selected.

Print Overdue Accounts Only (check box)

Select the check box to trigger the report to show only those vendors (within the Job if those sort by options are chosen) that have balances that are more than 30 days overdue. The report still shows any current balance for those "overdue" vendors.  

Report Type

Select an option:

Summary (default): Select this option to print the summary version of the report.

Detail: Select this option to print the report with line item detail.

When you select Detail, the Include Vendors with Retainage Balance Only option appears.

Include Vendors with Retainage Balance Only

Selected: A Retainage amount column appears in the report and it includes vendors who have only an unbilled/unpaid retainage balance left.  

Also, the Total Unbilled Retainage amount appears in the group totals section of the report, based on the Sort By option selected.

Not selected: Those vendors with only an unbilled retainage balance left show on the report.  

NOTE that this option is shown on the selection criteria form only when these conditions are met:

The global policy to Use AP Retainage is selected.

The Report Type Detail is selected.

By PropertyCompany is not selected.

Deduct Retainage from Balance Due (check box)

Default is checked.

This option appears only when the Use AP Retainage global policy on the Invoice Tab is turned on. If selected, the retainage amount will be deducted from the balance due. It is available on both the Summary and Detail Report Types.

If the Detail Report Type is selected, only the Deduct Retainage from Balance Due or Include Vendors with Retainage Balance only can be selected. When one is selected, the other becomes unselected.

Note that if the Global Policy on the Common Tab, Default Alternate Report, is turned on, then the report defaults to the Detail Report Type.

Report Format

PDF Format (default): Select this option to print the report in PDF format.

Create Spreadsheet: Select this option to print the report in an Excel spreadsheet.  

Print

Click to print the report.

This report lists posted invoices that have no payments. The versions of this report available are: Summary and Detail, as well as Alternate.

• Summary Report — The Summary Report provides the balance for each invoice and indicates aging based on the setup in Global Policies. Totals are accumulated by invoices for a vendor. When the report includes unauthorized and/or unapproved transactions, the Balance Due column, amounts for unauthorized and unapproved invoices are denoted by an asterisk (*)
• Detail Report — The Detail Report provides invoice line item detail, including the expense code, hold status (ST), transaction type (TY), and aging. For detail reports including unauthorized and unapproved transactions, the Aut/App column indicates whether or not the item is authorized and approved, as follows:
• Y/Y - Authorized and Approved
• Y/N - Authorized, but Not Approved
• N/Y - Not Authorized, but Approved
• N/N - Not Authorized and Not Approved

For summary and detail reports run by propertycompany or not by propertycompany, the report includes a totals section for each vendor. The totals section shows the total amount of invoices for the vendor. When the report includes unauthorized and/or unapproved transactions, the vendor totals section also includes the total amount of authorized and approved invoices, and the total amount of unauthorized and unapproved invoices.

Additional information prints based on the selections made on the selection criteria form.

• Alternate Report — Refer to the Fields list for more information about the Standard Report vs. Alternate Report options available if you select to print a Detail report by PropertyCompany.

Options that appear for selection may depend on global policy settings or the options selected on the form. For details, please refer to the Fields list.

1. From the eFinancials menu, select Reports—AP Reports—Aged Open Invoices.
2. Click Select PropertiesCompanies. Select the propertiescompanies for which you want to print the report and click Done.
3. At the Aging Date field, click in the field to use the electronic calendar to select a date. (The system compares the Aging Date to transaction due dates to determine the number of days the invoice has been open.)
4. At the Transaction Cutoff Date field, click in the field to use the electronic calendar icon to select a date. The report will not include any transactions past this date.)
5. In the Accounting Cutoff Period field, type the latest period for the invoices you want to view on the report (for example, 4 / 2015).  
6. For the Sort By drop-down list, select a way to sort the report. Other options may appear based on your selection.
7. For the various From and Thru fields, Use the Lookup iconfor each field to enter ranges. Refer to the Fields list for help.
8. To include unauthorized transactions on the report, select the Include Unauthorized Transactions check box.
9. To include transactions from unapproved batches on the report, select the Include Unapproved Transactions check box.
10. To group all vendor transactions by propertycompany on the report, select the Print by PropertyCompany check box. Otherwise, leave the check box cleared to list the transactions by vendor. Refer to the Fields list for more information about the Standard Report vs. Alternate Report options available if you select to print a Detail report by PropertyCompany.
11. If you want to print an alternate report, select the Use Alternate Report check box.
12. To print overdue accounts only on the report, select the Print Overdue Accounts only check box.
13. At Report type, to print a summary report, select the Summary button. Or, to print a  detailed report, select the Detail button.
14. To include vendors with a retainage balance on the report, select the Include Vendors with Retainage Balance only check box.
15. At Report Format, select one of the following report printing options:
• PDF Format: Print the report in PDF format for use in a PDF viewer, such as Acrobat.
• Create Spreadsheet: Prints the report in an Excel spreadsheet.
16. Click Print. If you selected Create Spreadsheet, you are prompted to open or save the report Excel file. Otherwise, the report opens in PDF format.

 

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