Generating payables report

If List is selected at Report, the following sections and fields will be displayed:

Layout section

Report

Select the type of report you want displayed. If you want to generate an extensive report (Outstanding items creditors), select Details. If you are only interested in a receivables list (Accounts payable: list), select List.

Criteria section

Creditor

Type or select the range of creditor codes or select the All check box for all creditor codes.

Reporting date

Select the required option to determine whether the Reporting date is based on Invoice date, Due date, or Reporting date.

Reference date

Type or select the reference date. This allows you to retrieve outstanding items from an earlier date.

Type

Select the type of creditor. You can choose from All, Supplier, or Resource.

Invoice currency

Select the required option to determine whether the invoice currency is based on All – Invoice currency, All – Default currency, the default currency or other foreign currencies that are registered in the settings. If you select a foreign currency, only the entries that have been posted in that currency are selected. If you select All – Invoice currency or All – Default currency, all payments to be paid are displayed irrespective of the currency code.

Summary: Foreign currency

Select this check box to include a summary of the foreign currency at the bottom of the report. This is only available if All – Default currency is selected in Invoice currency.

Include tax creditors

Select whether to include tax creditors in the report. You can select No, VAT return (final), or All.

Exclude unknown creditor

Select this check box to exclude the unknown creditor from the report.

Show: Analytical values

Select this check box to enable the Project, Cost center, and Cost unit fields under the Range section.

Range section

Project

Type or select a range of projects or select the All check box for all projects. This is only possible if you have creditors linked to the projects. This option is enabled if the Show: Analytical values check box is selected.

Cost center

Type or select a range of cost centers or select the All check box for all cost centers. This is only possible if you have creditors linked to the cost centers. This option is enabled if the Show: Analytical values check box is selected.

Cost unit

Type or select a range of cost units or select the All check box for all cost units. This is only possible if you have creditors linked to the cost units. This option is enabled if the Show: Analytical values check box is selected.

If Details is selected at Report, the following sections and fields will be displayed:

Layout section

Report

Select the type of report you want displayed. If you want an extensive report (Outstanding items creditors), select Details. If you are only interested in a payables list (Accounts payable: list), select List.

Criteria section

Sorting

Select the required option to sort the data by Creditor code, Name, Post code, Classification, Country or Due date.

Show: Analytical values

Select this check box to enable the Project , Cost center, and Cost unit fields. This check box is selected in the default setting and is disabled when you select Reporting date at Reporting date.

Reporting date

Select the required option to determine whether the Reporting date is based on Invoice date, Due date, or Reporting date.

Group

Select the required option to group the data according to None, Our ref., or Due date.

Aging

Select this check box if you want to include aging in your criteria. Type the number of days for the aging in the three boxes. This field is enabled only when you select Our ref. at Group.

Invoice currency

Select the required option to determined whether the invoice currency is based on All – Invoice currency, All – Default currency, the default currency or other foreign currencies that are registered in the settings. If you select a foreign currency, only the entries that have been posted in that currency are selected. If you select All – Invoice currency or All – Default currency, all payments due are displayed, irrespective of the currency code.

Reference number

Select the required option to determine whether the reference number is based on Our ref, Entry No., External number, or All.

Additional criteria

Click this to display the following check boxes and field:

Only with notes

Select this check box to view entries that have a note linked to them. This option will be disabled if you select Compress.

Note: This check box is enabled only if the Outstanding items and notes check box is cleared.

Exchange rate difference

Select this check box to have the exchange rate differences between outstanding items that are posted in a foreign currency and those same items calculated in the default currency displayed for each creditor. This option is only available if you have the E-Currency module.

New page every creditor

Select this check box to indicate that you want to display each creditor on a new page.

Exclude unknown creditor

Select this check box to exclude the unknown creditor from the report.

Outstanding items and notes

Select this check box to print all outstanding amounts with and without notes together with the contents of the notes (if any). Once selected, the Only with notes check box is disabled.

Compress

Select this check box to compress the report.

Include tax creditors

Select this check box to include the tax authorities in the report.

Creditor data

Select this check box to include additional creditor data (contact person, address, telephone number, country, fax number, bank account, credit line, and payment method) in the report.

Show amount not due

Select this check box to show payment amounts that are not due yet. This option is only enabled if you have selected Due date at Reporting date and selected the Aging check box under the Criteria section.

Range section

Reference date

Type or select the reference date. This allows you to retrieve outstanding items from an earlier date.

Status

Select the status of the creditors you want to include in the report. You can choose from All, Active, Blocked, Inactive, Pilot, Reference, and Passive.

Type

Select the type of creditor. You can choose from All, Supplier, or Resource.

Creditor

Type or select the range of creditor codes or select the All check box for all creditor codes.

Note: Creditor is available when Creditor code is selected at Sorting under the Criteria section.

Name

Type or select a range of creditor names or select the All check box for all creditor names.

Note: Name is available when Name is selected at Sorting under the Criteria section.

Post code

Type the range of post codes or select the All check box for all post codes.

Note: Post code is available when Post code is selected at Sorting under the Criteria section.

Classification

Type or select the range of classifications or select the All check box for all classifications.

Note: Classification is available when Classification is selected at Sorting under the Criteria section.

Country

Type or select the country name.

Note: Country is available when Country is selected at Sorting under the Criteria section.

Due date

Type or select the range of due dates or select the All check box for all due dates.

Note: Due date is available when Due date is selected at Sorting under the Criteria section.

Items

Select All or Due to display all payment items or only items that are due. This is enabled only if Invoice date or Reporting date is selected at Reporting date under the Criteria section.

Project

Type or select a range of projects or select the All check box for all projects. This is only possible if you have creditors linked to the projects. This option is enabled if the Show: Analytical values check box is selected.

Cost center

Type or select a range of cost centers or select the All check box for all cost centers. This is only possible if you have creditors linked to the cost centers. This option is enabled if the Show: Analytical values check box is selected.

Cost unit

Type or select a range of cost units or select the All check box for all cost units. This is only possible if you have creditors linked to the cost units. This option is enabled if the Show: Analytical values check box is selected.

Blocked

Select the required option to determine whether you want to include all payment items (All), only the blocked (Yes), or unblocked items (No) in the report.

Payment method

Select the payment method to be included in the report. By default, All is selected but you can choose from On credit, Cash, Credit card, Cheque, Post dated cheque, Letter of credit, Collection, or EFT.

Currency section

Note: This section will only be enabled if All – Default Currency is selected at Invoice currency.

Summary: Foreign currency

Select this check box to include a summary of the foreign currency at the bottom of the report.

Exchange rate

Select the type of exchange rate you want to use when displaying the data in the report. You can choose from Original, Current, or Historical.

Date

Type or select the exchange rate date in order to determine the correct rate. This is used to convert the amounts to the selected currency. Date is only enabled if you have selected Historical at Exchange rate.

Start

Click this to generate the report.

Close

Click this to exit.