Apreport PDF

FinancialEdge
The
Reports Guide for Accounts Payable
041813
2013Blackbaud,Inc.Thispublication,oranypartthereof,maynotbereproducedor
transmittedinanyformorbyanymeans,electronic,ormechanical,includingphotocopying,
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FEReportsGuideforAccountsPayable041813
Contents
REPORTSBASICS ..................................................... 1
BasicReporting ...................................................................... 3
BANKACCOUNTREPORTS............................................. 23
BankProfileReport ................................................................. 24
BankReconciliationReport........................................................... 31
BankRegisterReport ................................................................ 37
CUSTOMREPORTS .................................................. 49
CreatingCustomReports............................................................. 50
EditinganExportforaCustomReport .................................................. 53
INVOICEREPORTS ................................................... 57
AccountDistributionReport .......................................................... 59
AgedAccountsPayable............................................................... 68
CashRequirementsReport............................................................ 76
CreditMemoReport................................................................. 84
HoldPaymentReport ................................................................ 92
InvoiceExpenseAllocationReport ..................................................... 99
InvoiceGenerationReport ........................................................... 107
InvoiceHistory .................................................................... 114
OpenInvoiceReport................................................................ 122
ProjectDistributionReport .......................................................... 130
RecurringInvoiceReport ............................................................ 139
TransactionRegister ................................................................ 146
PURCHASEORDERREPORTS ........................................... 155

AnticipatedDeliveriesReport ........................................................ 157
BlanketPurchaseOrdersReport...................................................... 166
EncumbranceReport ............................................................... 174
OpenPurchaseOrdersReport ........................................................ 183
OverdueShipmentsReport.......................................................... 191
ProductListReport ................................................................. 199
ProductProfileReport.............................................................. 206
PurchaseOrderDetailReport ........................................................ 212
PurchaseOrderHistoryReport ....................................................... 222
PurchaseOrderRegister............................................................. 230
ReceiptReport .................................................................... 238
RequisitionDetailReport............................................................ 246
RequisitionList.................................................................... 252
RequisitionProfileReport........................................................... 259
RECONCILIATIONREPORTS ...........................................269
AccountDistributionReport ......................................................... 270
OpenInvoiceReport................................................................ 280
VENDORREPORTS ................................................. 287

1099ActivityReport................................................................ 288
CashDisbursementJournals ......................................................... 295
VendorActivityReport.............................................................. 305
VendorProfileReport............................................................... 314
VendorYeartoDateAnalysis ........................................................ 322
INDEX ..........................................................333
chapter 1
Reports Basics
BasicReporting ............................................................................. 3
AccessingReports...............................................................................4
ManageTags ...................................................................................4
Tabs ..........................................................................................6
ReportCategories...............................................................................9
ReportingProcedures ...........................................................................10
CreatingReports ............................................................................11
PrintingReports .............................................................................17
PreviewingReports..........................................................................17
ExportingReports ...........................................................................18
SendingReportsasEmail .....................................................................20
2 CHAPTER
Note:Visitourwebsiteatwww.blackbaud.comforthelatestdocumentationandinformation.
AccountsPayablecontainsmanystandardreportstohelpyouproduceandviewinformationyouneedquickly
andeasily.ReportsinAccountsPayablearevaluabletoolsformonitoring,evaluating,anddistributing
informationaboutyourexpenditures.Forexample,youcanprintreconciliationreports,cashdisbursement
journals,productprofiles,andcreditmemoreports.
ThischapterexplainsthebasicsofreportingandincludesalistofallreportsavailableinAccountsPayable.In
addition,youwillfindexplanationsforthebasictoolsusedinReports,andtabfunctions.ReportBasicsalso
containsproceduresforcreating,printing,previewing,sendingasemail,andexportingreports.Eachreportis
describedindetailinthechapterforthatreportcategory.PivotreportsarediscussedinthePivotReports
chapterofthisguide.
InAccountsPayable,reportsaredividedintocategories:
BankAccountReports
InvoiceReports
PivotReports
Note:PurchaseorderreportsareavailableonlyifyouhavetheoptionalmodulePurchaseOrders.
PurchaseOrdersReports
ReconciliationReports
VendorReports
R E P O R T S B A S I C S 3
Basic Reporting
TheReportspageisthecentrallocationforreportinginAccountsPayable.Fromthenavigationbar,select
ReportstoaccesstheReportspage.Thispagecontainslinkstoeachreportcategory.Whenyouselectalink,the
programdisplaysalistofthereportsmakingupthecategory.
4 CHAPTER
Accessing Reports
Toselectareport,clickthelinkforthecategoryofreportsyouneedfromtheReportspage.Forexample,click
VendorReports.
OntheVendorReportspage,selectVendorActivityReportinthelistontheleft.Ifanyvendoractivityreports
havebeensaved,theyappearontherightofthescreen.Youcaneitheropenoneofthesavedreportsorcreatea
newreport.Formoreinformationaboutcreatingoropeningavendoractivityreport,seetheVendorReports
chapter.
Manage Tags
TheManageTagsfeatureallowsyoutobetterorganizeandfilteryourFinancialEdgereportparameters.For
example,youcanfilterallofyoursavedreportparametersbytagsandcategories,suchasReconciliationor
FiscalYear2012.Whenyoumarkthecheckboxtoshowatagorcategoryonareportspage,onlythereport
parameterswiththatspecifictagandcategorydisplay.
Tocreateandmanagereportparametertags,simplyselectManageTagsbelowthelistofreportsonanyReports
page.Youcancreateasmanycategoriesandtagsasyouneed,andwhennecessary,marktagsinactive.
Totagareportparameter,simplyrightclickanexistingparameterandselectTagsfromthemenu.Every
categoryandtagyouhavecreatedinthatmoduleappearonthelist.
Managereporttags
1. FromReports,selectManageTags.TheManageTagsscreenappears.Fromhere,youcanaddnewtags
andcategories,oreditanddeleteexistingtagsandcategories.Youcanalsousethearrowsinthetopright
cornerofthescreentomoveitemsupordowninthelist.
2. SelectNewtoaddanewtagandcategory.TheAddTagscreenappears.
3. Enterareportcategoryandnameforthetag.Ifyouwantthetagtobeactive,markthecheckbox.
4. SelectSave.YoureturntotheManageTagsscreen.
5. Youcanalsoeditanddeletetags,aswellasorganizeyourlistofcategoriesandtags.Youcanchangethe
nameordeletecategoriesandtagsatanytime.
6. Onceyouhavemadeyourchanges,selectSave.
6 CHAPTER
Tagareportparameter
1. Totagareportparameter,simplyrightclickanexistingparameterandselectTagsfromthemenu.Every
activecategoryandtagyouhavecreatedinthatmoduleappearinthemenulist.
2. Selectthecategoryandtag.YoureturntotheReportspage.
Tabs
WhetheryoucreateanewreportoropenasavedreportinAccountsPayable,ascreenappearswithtabsto
specifyhowthereportshouldlookandtheinformationincludedinthereport.Likefoldersinafilingcabinet,
thesetabshelpyouselectinformationtoappearonareport.Forexample,theVendorActivityreportincludes
theGeneral,Filters,andFormattabs.Tonavigateamongareportstabs,selectthetabitselforuseBackand
Next.Onceyoulearntorunonereport,itiseasytorunotherreportsbecausemanyofthetabshavesimilar
features.
Reportsineachcategoryhavecommontabswithsimilarselections.Rememberthatrecordsmustsatisfyall
parametersettingsyouselectforthereportbeforetheyareincludedinthereport.Forexample,ifyoumark
IncludeinactiveaccountsontheGeneraltab,thisdoesnotmeanallinactiveaccountsinthedatabaseappearon
thereport.Aselecteddaterangeorafiltercaneliminatesomeaccounts.Formoreinformationabouttabs,see
thatreportinitsrespectivechapter.
Note:Keepinmindthatoptions,fields,andotherselectionsvaryfromreporttoreport.
FollowingarepicturesofeachtabinAccountsPayableReports.Keepinmindthatoptions,fields,andother
selectionsvaryfromreporttoreport.
General Tab. OntheGeneraltab,yousetparametersspecifictothereportyouhaveopen.Youcanmake
selectionsfortheformatandinformationinthereport.AllAccountsPayablereportsusetheGeneraltab.
Glossary:Afilteriscriteriarecordsmustmeettobeincludedinareport.Forexample,ifyouapplytheAccount
filter,onlytheaccountsyouselectareincludedinthereport.
Filters Tab. OntheFilterstab,youincluderecordsbasedonselectedcriteriasuchasVendors,PurchaseOrders,
Banks,orInvoices.Forexample,youwanttorunanopeninvoicereportandincludeinvoiceswithapost
statusofNotYetPosted.OnlyinvoiceswithapoststatusofNotYetPostedrecordedinthePostStatusfield
oftheinvoicerecordappearonthereport.Invoiceswithotherpoststatuses,suchasPostedorDoNotPost,
donotappearonthereport.AllAccountsPayablereportsusetheFilterstabexcepttheBankRegister
Report,whichusestheFiltersbuttonfoundontheGeneraltab.Forinformationaboutfiltersforaspecific
report,seethatreportinitsrespectivechapter.
8 CHAPTER
ForeachfilterlistedintheFilterscolumn,specifywhethertoincludeallorselectedrecords.Whenyoudonot
wanttofilterrecordsfromthereportusingcriterialistedintheFilterscolumn,selectAllintheInclude
column.Forexample,forareporttolistallpostingstatuses,regardlessofstatus,selectAllintheInclude
columnforPostStatuses.WhenyouselectAll,<AllPostStatuses>appearsintheSelectedFilterscolumn.For
moreinformationaboutfilteringcriteria,seetheProgramBasicsGuide.
Format Tab. OntheFormattab,youdesignatetheformatofthereport.Yoursettingsonthistabdeterminethe

appearanceofthereport.Youcancreateheadings,pagefooters,andreportfooters.Youcanselectdetails
andthecriteriausedtocreatethereportandincludethecriterialistwiththereport.Onsomereportsyoucan
sortorbreakthereportaccordingtoselectionsyoumake.Youcanselecttheformatfordisplayingmonetary
amountsandselectcolorsforthereport.AllAccountsPayablereportsusetheFormattab.
Thelistontheleftofthescreendisplaysformattingoptionsforthereport:Headings,Criteria,Detail,Grand
Totals,Sort,PageFooter,ReportFooter,Miscellaneous,andColorScheme.Whenyouselectaniteminthe
list,therightsideofthescreenchangestopresentselectionsforthatsectionofthereport.
Forexample,inanopeninvoicereport,selectDetailandagridappearswithtwocheckboxes:Showtotal
discountslostandShowunappliedcreditmemoschedule.Tousethesedetailsinthereport,markthe
correspondingcheckbox.Forinformationaboutformattingaspecificreport,readaboutthereportinits
respectivechapter.
Report Categories
AccountsPayableincludesmanystandardreportstohelpyouproduceandviewinformationyouneedquickly
andeasily.Thesereportsgiveyouinformationtohelpyoustayuptodatewitheveryaspectofyourorganization.
Tohelpyoulocatethereportyouneedquickly,reportsaredividedintocategories:BankAccountReports,Invoice
Reports,PivotReports,PurchaseOrderReports,andVendorReports.Formoreinformationaboutaspecific
report,seethatreportinitsrespectivechapter.
BankAccountReports
BankProfileReport
BankRegisterReport
BankReconciliationReport
InvoiceReports
AccountDistributionReport
AgedAccountsPayableReport
CashRequirementsReport
CreditMemoReport
HoldPaymentReport
InvoiceExpenseAllocationReport
InvoiceGenerationReport
InvoiceHistoryReport
10 C H A P T E R
OpenInvoiceReport
Note:PivotreportsareavailableinThe FinancialEdgeonlyifyouhaveMicrosoftExcel2000orExcelXP
installedonyourcomputer.
ProjectDistributionReport
RecurringInvoiceReport
TransactionRegister
PivotReports
PurchaseOrderReports
AnticipatedDeliveriesReport
Note:PurchaseOrderreportsareavailableonlyifyouhavetheoptionalmodulePurchaseOrders.
BlanketPurchaseOrdersReport
EncumbranceReport
OpenPurchaseOrdersReport
OverdueShipmentsReport
ProductListReport
ProductProfileReport
PurchaseOrderDetailReport
PurchaseOrderHistoryReport
PurchaseOrderRegisterReport
ReceiptReport
RequisitionDetailReport
RequisitionProfileReport
ReconciliationReports
OpenInvoiceReport
VendorReports
1099ActivityReport
CashDisbursementJournals
VendorActivityReport
VendorProfile
VendorYeartoDateAnalysis
Reporting Procedures
YoucanuseavarietyofparameterstodefinetheoutputforreportsinAccountsPayable.Savingthese
parametersalsomakesfuturereportingeasier.Thefollowingproceduresprovideinstructionsforcreating,
printing,previewing,sendingasemailandexportingreports.Whiletheseproceduresarewrittenspecificallyfor
creditmemoreports,youcanusethesesamebasicstepsasamodelforallreportinginAccountsPayable.For
specificinformationabouttabs,fields,options,andcheckboxesforaparticularreport,seethechapterforthat
categoryofreports.
Creating Reports
Creatingareportisaquickandeasyprocess.Forthisprocedurewefocusoncreatingacreditmemoreport.
CreatingareportinAccountsPayable
Note:Anactionbarcontaininglinksforcreatinganewreport,openingareport,anddeletingareportappears
abovethelistofreports.TheselinksarecommontoallReportspages.
1. FromtheReportspage,clickInvoiceReports.TheInvoiceReportspageappearswithalistofallinvoice
reportsontheleft.
2. Inthelistontheleft,selectCreditMemoReport.
3. Ontheactionbar,clickNew.TheNewCreditMemoReportscreenappearsontheGeneraltab.
Note:Fields,options,andcheckboxesontheGeneraltabvaryforeachreport.ForGeneraltabselectionsona
particularreport,seethechapterforthatcategoryofreports.
4. IntheCreditmemodatefieldselect<Specificrange>.StartdateandEnddatefieldsappear.Enterstart
andenddatesinthesefields.
IfyouleavetheStartdatefieldblank,allactivityisincludeduptotheenddate.IfyouleavetheEnddate
fieldblank,allactivityfromthestartdateuntilpresentisincluded.Ifyouleavebothfieldsblank,all
activityisincluded.
5. InthePostdatefieldselect<Specificrange>.StartdateandEnddatefieldsappear.Enterstartandend
datesinthesefields.
6. Toincludefullyappliedcreditmemos,markthecorrespondingcheckbox.
12 C H A P T E R
7. Tocreateanoutputquery,markthecorrespondingcheckboxandselectVendorsorCreditMemos.
8. ClickNextorselecttheFilterstab.IntheIncludecolumnfortheVendorsfilter,chooseSelected.The
SelectedVendorsscreenappears.
9. IntheVendorNamecolumn,clickthebinoculars.TheOpenscreenappears.IntheLastmodifiedonfield,
selectthismonth.
10. ClickFindNow.Agridappearsdisplayingallvendorsmodifiedthismonth.SelectAlphaGraphicsandclick
Openontheactionbar.
14 C H A P T E R
11. TheSelectedVendorsscreenappears.AlphaGraphicsislistedintheVendorNamecolumn.
12. ClickOK.YoureturntotheFilterstab.AlphaGraphicsappearsintheSelectedFilterscolumnonthe
Vendorsrow.
Note:Ifyouhavetheappropriatesecurityrights,youcanusecreditcard,bankaccount,andSocialSecurity
numberstosortreportdataandtoidentifyrecordsincludedinthereport.TheSortbyoptionishiddenforany
userwithouttheserights.Formoreinformation,seetheSecuritychapteroftheAdministrationGuideforThe
FinancialEdge.
13. ClickNextorselecttheFormattab.TheFormattabappears.
OntheFormattab,therightsideofthescreenchangesasyoumakeselectionsinthelistontheleft.
14. Fromthelist,selectHeadings.TheprogramassignsanameintheTitlefieldbasedontherecordtype;in
thiscase,CreditMemoReport.Youcanchangethistitle.
15. IntheSubtitlefield,enterAlphaGraphics.
16. Fromthelistontheleft,selectSort/Break.
17. IntheSortbycolumn,selectVendorName.
Note:ClickPreviewtoviewthereportasitwillprintusingyourselectionsandfilters.ClickLayouttoviewa
samplelayoutofthereportwithoutdata.
18. IntheOrderbycolumn,selectAscending.
16 C H A P T E R
Note:Youcansetanoptiontomaximizethepreviewwindowwhenyoupreviewareport.Todothisselect
Tools,OptionsandmarkAutomaticallymaximizepreviewwindow.
19. ClickPreviewtopreviewthereportonthescreen.Amessageappearsindicatingtheprogramis
processingthereport.The<CreditMemoReport>Previewscreenappearssoyoucanpreviewthereport.
20. Whenyouarefinishedviewingthereport,clicktheredXtoclosetheview.
21. ClickSaveontheactionbartosavethenewreport.TheSaveReportasscreenappears.
22. IntheReportnamefield,enterAlphaGraphics.
23. IntheDescriptionfield,enterCreditMemoReport.
Note:Youcansetanoptiontosaveselectionsmadeonreporttabswhenyouclose.Todothis,selectTools,
OptionsandmarkAutomaticallysavereportparametersonclose.
24. ClickSavetosavethenewreport.YoureturntotheCreditMemoReportsscreen.
25. Closethescreen.YoureturntotheCreditMemoReportspage,andtheAlphaGraphicsReportcredit
memoreportappearsinthegrid.
Printing Reports
Youcanprintahardcopyofasavedcreditmemoreportwithoutopeningthereport.Yourselectionsonthe
Formattabofthereportdeterminetheinformationthatprintsonthereportandhowthisinformationis
formatted.Forthisprocedure,wefocusonprintingthecreditmemoreportcreatedinCreatingReportson
page 11.Formoreinformationaboutsettingupyourprinter,seetheSettingupPrinterschapteroftheProgram
BasicsGuide.
PrintinganAccountsPayablereport
1. FromtheReportspage,clickInvoiceReports.TheInvoiceReportspageappears.Alistofallinvoice
reportsappearsontheleftofthepage.
2. Inthelistontheleft,selectCreditMemoReports.Alistofsavedcreditmemoreportsappearsinthegrid
ontheright.
Note:YoucansetanoptiontoprintthereportusingtheorientationdefinedinPrintSetup.Todothis,select
Tools,OptionsandmarkAsdefinedinPrintSetup.Forexample,ifareportisdesignedtoprintinportrait,but
theprintsetupissetforlandscape,thereportprintsthereportinlandscape.
3. SelectAlphaGraphicsReport.
Note:Youcansetanoptiontoprintthereportusingtheorientationdefinedforthereport.Todothis,select
Tools,OptionsandmarkAsdefinedfortheReport.Thereportprintsintheorientationselectedonthereport
regardlessofwhatisdefinedinPrintSetup.
4. Fromthemenubar,selectFile,Print.Amessageappearsindicatingthereportisprinting.Afterthereport
prints,youreturntotheInvoiceReportspage.
Previewing Reports
Youcanpreviewtheformatandinformationinareportwithoutopeningthereport.Werecommendpreviewing
areportbeforeprintingorsendingittoanotherperson.Bypreviewing,youcanmakesureyouincludedthe
requiredinformationandthatthereportisformattedasyouwantit.Forthisprocedure,wefocusonpreviewing
theCreditMemoReportcreatedinCreatingReportsonpage 11.
18 C H A P T E R
PreviewinganAccountsPayablereport
2. Inthelistontheleft,selectCreditMemoReport.Alistofsavedcreditmemoreportsappearsinagridon
theright.
3. Inthegrid,selectAlphaGraphicsReport.
Note:Youcansetanoptiontomaximizethepreviewwindowwhenyoupreviewareport.Todothisselect
Tools,OptionsandmarkAutomaticallymaximizepreviewwindow.
4. Fromthemenubar,selectFile,Preview.
5. Amessageappearsindicatingtheprogramisprocessingthereport.The<CreditMemoReport>preview
screenappears.
6. Whenyouarefinishedpreviewingthereport,clicktheredXtoclosethescreen.YoureturntotheCredit
MemoReportspage.
Exporting Reports
Tousereportinformationinanothersoftwareapplication,forexample,MicrosoftExcelorCrystalReports,you
canexportthereport.Whenyouexportareport,yousendreportinformationfromthedatabasetoanother
softwareapplicationusingadatafile.Youcanexportareportwithoutopeningthereport.Formoreinformation
aboutexporting,seetheExportchapteroftheExportGuide.Forthisprocedure,wefocusonexportingtheCredit
MemoReportcreatedinCreatingReportsonpage 11.
ExportinganAccountsPayablereport
theright.
4. Fromthemenubar,selectFile,Export.Amessageappearsindicatingtheprogramisprocessingthe
report.Whenprocessingiscomplete,theExportScreenappears.
5. IntheFormatfield,selectExcel5.0(XLS).
6. IntheDestinationfield,selectDiskfile.
7. ClickOK.
8. TheChooseExportFilescreenappears.TheprogramassignsanameintheFilenamefieldbasedon
reporttypeandsysteminformation.Youcanchangethisname.
20 C H A P T E R
9. ClickSave.Amessageappearsindicatingtheprogramisexportingthedata.Oncethedatahasbeen
exportedtoyourfile,youreturntotheCreditMemoReportspage.
Sending Reports as Email

InAccountsPayable,youcansharereportinformationwithotherusersthroughelectronicmail.Forexample,
youcansendtheresultsofareporttoanotheruserforfurtheranalysisortouseinotherapplications.Whenyou
sendreportinformationthroughemail,youperformtwofunctions:changingtheformatoftheinformationtoa
datafileandsendingthisdatafiletoanotherperson.Beforeyoucansendareporttoanotheruser,youmustfirst
selectaformat(suchasMicrosoftExcel,CrystalReports,orAdobeAcrobat)forthedatafile.Theformat
determinestheappearanceofthereportandthesoftwareapplicationsinwhichyoucanopenthedatafile.
Sendingreportresultsbyemailcanbeparticularlyusefulwhenanindividualneedstoquicklyreferencereport
resultsbutdoesnotneedtoaccessoreditthereport.
Youcansendreportinformationbyemailwithoutopeningthereport.Forthisprocedurewefocusonsendingthe
CreditMemoReportcreatedinCreatingReportsonpage 11.
SendinganAccountsPayablereportasemail
theright.
4. Fromthemenubar,selectFile,SendasMail.Amessageappearsindicatingtheprogramisprocessingthe
report.TheSaveStaticQueryscreenappears.
5. TocreateastaticqueryincludingtheselectedrecordsfromtheAlphaGraphicsCreditMemoReport,
enteranameintheQuerynamefield,enteradescriptionofthequeryintheDescriptionfield,andclick
Save.TheExportScreenappears.
Tocontinuetheexportprocesswithoutcreatingastaticquery,clickCancel.TheExportScreenappears.
6. IntheFormatfield,selectExcel5.0(XLS).
7. IntheDestinationfield,selectMicrosoftMail(MAPI).
8.
9.
10.
11.
ClickOK.TheSendMailscreenappears.
IntheTofield,enteranemailaddress.Forexample,entercjones@internet.com.
IntheSubjectfield,enterAlphaGraphicsCreditMemoReport.
IntheMessagebox,enteramessagetotherecipient.Forexample,Heresthecreditmemoreportyou
requested!
12. ClickSend.Thereportissentanattachmenttoyouremailmessage.YoureturntotheCreditMemo
Reportspage.
22 C H A P T E R
chapter 2
Bank Account Reports

BankProfileReport.......................................................................... 24
GeneralTab...................................................................................24
FiltersTab....................................................................................26
FormatTab ...................................................................................26
BankReconciliationReport ................................................................... 31
GeneralTab...................................................................................31
FormatTab ...................................................................................33
BankRegisterReport ......................................................................... 37
GeneralTab...................................................................................37
FiltersButton .................................................................................39
FormatTab ...................................................................................41
24 C H A P T E R
Note:Tocreatepurchaseorderreports,youmusthavetheoptionalmodulePurchaseOrdersinstalled.
ReportingcategoriesinAccountsPayableincludeBankAccountReports,InvoiceReports,PivotReports,
PurchaseOrderReports,andVendorReports.ThischapterdiscussesBankAccountReports.Forinformation
aboutotherreportcategories,seethechapterforthatcategory.
Note:WerecommendyoureadthedocumentationforThe FinancialEdgethoroughly.Informationpresented
hereprovidesyouwithbasicinformationaboutbankaccountreportsinAccountsPayable.Handson
experienceisthebestwaytolearn,soweencourageyoutotryvariousoptionswithyoursampledatabase.
BankAccountReportsinAccountsPayableinclude:
BankProfileReport
BankReconciliationReport
BankRegisterReport
Bank Profile Report

TheBankProfileReportpresentsasummaryprofileofeachdesignatedbank.Itprovidesbasicbankaccount
informationincludingaccountnumber,routingnumber,andaddressinformation.Thisreportshowsthetotal
debitsandcreditsassociatedwitheachaccount.Adjustmenttransactionscanalsobeincludedtofurther
facilitatethereconciliationprocess.
TheBankProfileReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.To
moveamongthetabsinareport,useNextandBackatthebottomofthescreenorselectthetabitself.Onthese
tabsyouspecifytherecordstoincludeinthereportandhowthereportshouldlook.Formoreinformationabout
creatingareport,seeCreatingareportinAccountsPayableonpage 11.
General Tab
Glossary:Aparameterisanyfield,option,orfilterthatnarrowsinformationinareportanddeterminesthe
appearanceofthereportsoutput.Byspecifyingparameters,youcustomizetheoutputresultsofyourreport.
Forexample,youcanapplyfilters,createaheaderandfooter,orchooseacolorschemeforthereports
results.
B A N K A C C O U N T R E P O R T S 25
OntheGeneraltab,yousetparametersspecifictothereportyouhaveopenandmakeselectionsaboutthe
informationincludedinthereport.
Include this information. Markthecheckboxesinthisboxtoselectbankinformationtoincludeinthereport.

SomeoptionsareavailableonlyifyouhavetheoptionalmoduleCashManagement.
Include transactions with these dates. IntheTransactiondatefieldoftheIncludetransactionswiththese
datesframe,selectadateordaterangeforthetransactionstoincludeinthereport.
Ifyouselect<Specificrange>,youcanspecifyastartandenddate.IftheStartdatefieldisblank,allactivityis
includeduptotheenddate.IftheEnddatefieldisblank,allactivityfromthestartdateuntilpresentis
included.Ifbothfieldsareblank,allactivityisincluded.
Report orientation. SelectPortraitforthereporttoappearverticallyorLandscapeforthereporttoappear
horizontally.
26 C H A P T E R
Filters Tab
OntheFilterstab,youcanfilterthebankaccountsappearinginthereport.Formoreinformationaboutfiltering
inThe FinancialEdge,seetheProgramBasicsGuide.
Open. Onceyouhighlightafilterinthegrid,clickOpentoaccesstheSelected<Filter>screenonwhichyou
selectspecificfilters.
Clear All Filters. ClickClearAllFilterstoremoveallpreviouslyselectedfiltersfromthereport.
Glossary:Afilteriscriteriarecordsmustmeettobeincludedinareport.Forexample,ifyouapplytheBanks
filter,onlythebanksyouselectareincludedinthereport.
Filters. TheFilterscolumnlistsalltheavailablefiltersforthisreport.Youcannoteditthiscolumn.
Include. IntheIncludecolumn,ifyouchooseSelected,theSelected<Filter>screenappearsforyoutodesignate
specificfilters.
Selected Filters. Afteryouhaveselectedspecificfilters,theyappearintheSelectedFilterscolumn.
Format Tab
OntheFormattab,youdeterminehowthereportappears.Adescriptionofeachformattingoptionisprovided.
Note:TheheadingdefaultstoBankProfileReportintheTitlefield.Youcanleavethisasthetitleforthereport
orenteryourown.
Headings. UseHeadingstoenteramaximumof60charactersineachoftheTitleandSubtitlefields.Thetitle
andsubtitleappearatthetopofthereport.Youcanselecthowyouwanttheheadingalignedandwhether
youwantyourorganizationsnametoappearintheheader.Youcanincludethepagenumberanddateinthe
heading.Youcanalsoselecttoincludetheheadingoneverypageofthereport.
Note:Theprogramautomaticallyselectsallcriteria.Unmarkthecheckboxforanyyoudonotwanttoprint
withthereport.
28 C H A P T E R
Criteria. SelectCriteriatoprintalistofcriteriausedtocreatethereport.MarkPrintthesecriteriaonandselect
aseparatepageorthefirstpage.Allselectedoptionsprintinthecriteriasectionofthereport.
Sort. UseSorttoselecttheorderinwhichinformationappearsonthereport.WhenyouselectSortonthe
Formattab,agriddisplaysthecategoriesyoucansortinthereport.SelectasortingcategoryintheSortby
columnandselectAscendingorDescendingintheOrderbycolumn.IfyouwantanewpageforeachSortby
selection,markPagebreakoneachnew<Sortbyselection>.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythebankIDinascending
order.
Page Footer. Youcanenteramaximumof254charactersinthepagefooter.Youcanincludeotheroptions,such

asthepagenumberanddate.
30 C H A P T E R
Report Footer. Youcanenteramaximumof254charactersinthereportfooterandselecthowyouwanttext
aligned.Thereportfooterappearsattheendofthereport.
Miscellaneous. UseMiscellaneoustospecifyhowyouwantnumberstoappearonthereportandthefontsize
forthereport.
Bank Reconciliation Report

TheBankReconciliationReportpresentstheAdjustedStatementBalance,ortheendingstatementbalanceplus
depositsintransitlessoutstandingdisbursements.Inaddition,thisreportlistsalltransactionsincludedinthe
reconciliationprocessandalladjustments(suchasfees,interestearned,voidedchecks)recordedintheregister
atthedateofreconciliation.YoucanruntheBankReconciliationReportfromReportsandfromBanks.
TheBankReconciliationReportismadeupofthreeparts:ReconciliationofRegistertoStatement,Outstanding
TransactionDetails,andReconciliationofCashAccountstoStatement.WithReconciliationofCashAccountsto
Statement,youcanidentifytimingdiscrepanciesandoutstandingtransactionsincashaccountsaffectingthecash
balance,butnotaccountedforintheperiodreconciliation.
TheBankReconciliationReportprovidesawayoftroubleshootingissuesbeforeyoureceiveyourbank
statement.Fromthisreport,youcanprintreconciliationsfrompreviousmonths,oraprereconciliation.Withthe
prereconciliationreport,youcanprintacomputerbalanceofthecurrentaccountwithoutactuallyreconciling
theaccount.Thisissimilartothetransactionregisteryouusetomanuallybalanceapersonalcheckingaccount
untilyourbankaccountstatementarrives.
TheBankReconciliationReporthastwotabsonwhichyousetparameters:theGeneraltabandFormattab.To
General Tab
results.
32 C H A P T E R
Bank account. IntheBankaccountfield,selectthebankaccounttobeincludedinthereport.

Note:WhencreatingaprereconciliationreportinBanks,usethestatementdatefromtheBankAccount
ReconciliationscreenintheReconciliationdatefield.InReports,useonemonthfromthelastreconciliation
date.
Print. InthePrintfield,selectLastcompletedreconciliation,Reconciliationusingthisinformation,or
HistoricalReconciliation.Toreviewthemostrecentreconciliation,selectLastcompletedreconciliation.To
createaprereconciliationreport,selectReconciliationusingthisinformation.Whenyouselectthisoption,
youmustenterinformationinadditionalfields.
IfyouselectHistoricalReconciliation,adropdownmenuappearsandyoucanchooseahistorical
reconciliationfromthelist.
Beginning balance. TheBeginningbalancefieldisenabledonlyifyouselectReconciliationusingthis
informationinthePrintfieldandtheaccounthasnotbeenreconciledbefore.Afteryoureconcileonce,the
endingbalancefromthemostrecentreconciliationappearsintheBeginningbalancefieldandcannotbe
edited.
Reconciliation date. TheReconciliationdatefieldisenabledonlyifyouselectReconciliationusingthis
informationinthePrintfield.Enterthedateofreconciliation.
Note:Foraprereconciliationreport,usetheendingbalancefromtheBankAccountReconciliationscreenin
BanksintheEndingbalancefield.
Ending balance. TheEndingbalancefieldisenabledonlyifyouselectReconciliationusingthisinformationin
thePrintfield.Entertheendingbalanceinthisfield.
Show unreconciled transactions with these dates. IntheTransactiondatefieldoftheShow
unreconciledtransactionswiththesedatesframe,selectadateordaterangeforunreconciledtransactions
toincludeinthereport.
ThisfieldisenabledonlyifyouselectReconciliationusingthisinformationinthePrintfield.
horizontally.
Format Tab
OntheFormattab,youselecthowyouwantthereporttoappear.Adescriptionofeachformattingoptionis
provided.
Note:TheheadingdefaultstoBankReconciliationReportintheTitlefield.Youcanleavethisasthetitlefor
thereportorenteryourown.
withthereport.
34 C H A P T E R
Detail. UseDetailtoselectdetailsspecifictotheBankReconciliationReport.Youcanmarkcheckboxestoprint
transactiondetailsforreconcilingthebankregisterandcashaccountstothestatement.
Sort. UseSorttoselecttheorderinwhichinformationappearsonthereport.WhenyouselectSortonthe
Formattab,agriddisplaysthecategoriesyoucansortinthereport.SelectasortingcategoryintheSortby
columnandselectAscendingorDescendingintheOrderbycolumn.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythetransactionnumberin
ascendingorder.
36 C H A P T E R

forthereport.
Bank Register Report

TheBankRegisterReportpresentstransactionsintheregisterofabankaccount.Thisreportprovidesasummary
statementorcanbefilteredtodisplayspecificinformation.Forexample,youcanfilterthereporttodisplayonly
outstandingdepositspostedtoStudentBilling.Insummaryformat,thereportincludestotaldeposits,total
payments,andgrandtotals.Theamountsforeachtypeofcheckarealsolisted.
TheBankRegisterReporthasonlytwotabsonwhichyousetparameters:GeneraltabandFormattab.Tomove
amongthetabsinareport,useNextandBackatthebottomofthescreenorselectthetabitself.Youcanfilter
banktransactionsbyclickingtheFiltersbuttonfoundontheGeneraltab.Onthesetabsyouspecifytherecords
toincludeinthereportandhowthereportshouldlook.Formoreinformationaboutcreatingareport,see
CreatingareportinAccountsPayableonpage 11.
General Tab
results.
38 C H A P T E R
OntheGeneraltab,yousetparametersspecifictothereportyouhaveopenandmakeselectionsabout
informationincludedinthereport.TheBankRegisterReportdoesnothaveaFilterstab;youcanfilterbank
transactionsforthisreportbyclickingtheFiltersbuttonfoundontheGeneraltab.
Report format. IntheReportformatfield,selectDetailorSummary.

Bank account. IntheBankaccountfield,selectthebankaccounttoincludeinthereport.
Show transactions with these dates. IntheTransactiondatefieldoftheShowtransactionswiththese
datesframe,selectaspecificdateordaterangefortransactionstoincludeinthereport.
Report orientation. Ifyouselecttocreatethereportinsummaryformat,selectPortraitforthereportto
appearverticallyorLandscapeforthereporttoappearhorizontally.Ifyouselecttocreatethereportindetail
format,theReportOrientationfieldisdisabledandtheorientationissettoLandscape.
Note:ThefiltersfunctionfortheBankRegisterReportdiffersfromallotherreports.ClicktheFiltersbuttonon
theGeneraltabtofilterbanktransactions.
Filters button. ThefiltersfunctionfortheBankRegisterReportdiffersfromallotherreports.Whenyouclick
theFiltersbutton,theTransactionFiltersforBankNamescreenappears.Fivefilteroptions(General,System,
TransactionType,TransactionStatus,andPostStatus)arefoundinalistontheleftsideofthescreen.
Filters Button
Note:TheFiltersbuttonfortheBankRegisterReportisverysimilartotheFiltersbuttonfoundonthebank
registerscreenforabankaccount.
WhenyouclicktheFiltersbutton,theGeneral,System,TransactionType,TransactionStatus,andPostStatus
filteroptionsappear.Clickeachfilteroptionandagridwithcorrespondingfilteringoptionsappearsontheright.
General. ClickGeneraltoestablishdateandamountrangesforpaymentsanddeposits.
IntheFromandTocolumnsforthefirsttworows,ShowdepositswiththesedatesandShowpaymentswith
thesedates,enterbeginningandendingdates,orclickthefieldstoselectdatesfromacalendar.
IntheFromandTocolumnsforthesecondtworows,ShowdepositswiththeseamountsandShow
paymentswiththeseamounts,enterbeginningandendingamounts,orclickthefieldstouseacalculatorto
calculateamounts.
System. ClickSystemtoselectwhichBlackbaudprogramstoincludeinthereport.IntheShow?column,mark
checkboxesfortheprogramstoinclude.
40 C H A P T E R
Transaction Type. ClickTransactionTypetoselecttransactiontypestoincludeinthereport.IntheShow?
column,markcheckboxesforthetransactiontypestoinclude.IntheStartNumberandEndNumber
columns,enterbeginningandendingtransactionnumbers.
Transaction Status. ClickTransactionStatustoselectwhichbankregistertransactionstatusestoincludeinthe

report.IntheShow?column,markcheckboxesforthetransactionstatusestoinclude.IntheStartDateand
EndDatecolumns,enterbeginningandendingdates,orclickthefieldstoselectdatesfromacalendar.
Post Status. ClickPostStatustoselectpoststatusestoincludeinthereport.IntheShow?column,mark
checkboxesforthepoststatusestoinclude.IntheStartDateandEndDatecolumns,enterbeginningand
endingdates,orclickthefieldstoselectdatesfromacalendar.
Format Tab
provided.
Note:TheheadingdefaultstoBankRegisterReportintheTitlefield.Youcanleavethisasthetitleforthe
reportorenteryourown.
42 C H A P T E R
withthereport.
Detail. UseDetailtoselectdetailsspecifictotheBankRegisterReport.Markthecheckboxestoshowdistribution
bytransactioncharacteristics.IfyouhavetheoptionalmoduleProjectsandGrantsandhavedefined
transactioncodes,additionalcheckboxesappear.
44 C H A P T E R
Sort/Break. UseSort/Breaktoselecttheorderforinformationtoappearonthereportandwherebreaksfall
betweensetsofinformation.WhenyouselectSort/BreakontheFormattab,agriddisplaysthecategories
youcansortinthereport.SelectasortingcategoryintheSortbycolumnandselectAscendingorDescending
intheOrderbycolumn.IfyouwantanewpageforeachSortbyselection,markPagebreakoneachnew
<Sortbyselection>.IfyoumarkthecheckboxintheBreak?column,theprogramautomaticallyincludesany
subtotalsfortheselectionintheSortbycolumn.
Youcanalsocreatebreaksbetweenthesectionsbywhichyouhavesorted.IntheTextbeforevalueandText
aftervaluefields,youcanenterupto30charactersofinformationtoprintdirectlybeforeandafterthe
break.IfyoumarkPrintcountperorPrintcountasapercentageoftotalfortheselectedsortfield,the
numberorpercentageforeachselectedsortoptionappearsinthefooter.IfyoumarkPagebreakoneach
new,anewpagestartsforthehighestlevelbreak.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythetransactionnumberin
ascendingorder.

46 C H A P T E R
forthereport.
Color Scheme. Youcanapplyacolorschemetothecolumnheadingandgroupheadingofthereport.When

youclickinthecolorboxnexttotheselection,aColorscreenappearsfromwhichyoucanselectastandard
colorordefineacustomcolor.IfyouleaveApplyaColorSchemecheckboxunmarked,thereportprintsin
black.
48 C H A P T E R
chapter 3
Custom Reports
CreatingCustomReports..................................................................... 50
EditinganExportforaCustomReport .......................................................... 53
50 C H A P T E R
CustomReportsmakeiteasyforyoutoaccessandsharereportsyoucreateusingCrystalReports.UsingCustom
Reports,youcanlinkaCrystalreportfilewithanAccountsPayableexportfileandthensavethelinkedreportin
yourFinancialEdgedatabase.Oncethefilesarelinked,youandotherFinancialEdgeuserscaneasilyviewor
printcustomCrystalreportsdirectlyfromAccountsPayablewithouthavingtoopenCrystalReports.
The FinancialEdgeincludesonelicenseforCrystalReportsXI.ClientscreatingcustomreportsusingExportin
The FinancialEdgewithCrystalReportswillneedalicenseforeachpersoncreatingcustomreports.Inaddition,
eachlicenseisassociatedwithaparticularproduct,whichmeansifonepersonisreportingforbothThe Financial
EdgeandThe RaisersEdge,thatindividualneedstwoCrystalReportsXIlicenses.Forinformationabout
purchasingadditionalCrystalReportsXIlicenses,sendanemailrequesttosolutions@blackbaud.comorcontact
youraccountrepresentative.
Creating Custom Reports

WhensettinguptheCrystalreportandtheexportfile,itisimportanttorememberthatyoucanaddasmanyor
asfewfieldsasyouwanttotheCrystalreportaslongasthosefieldsarealsocontainedintheexportfile.Youcan
addadditionalfieldstotheexportfilethatarenotincludedintheCrystalreport,butyoucannotaddfieldstothe
Crystalreportthatarenotincludedintheexportfile.
Makesuretoformattheexportfileinoneofthese*.MDBformats:BlackbaudReportWriterDatabase,Microsoft
Access2.xDatabase,MicrosoftAccess95Database,MicrosoftAccess97Database,orMicrosoftAccess2000
Database.Formoreinformationaboutcreatingexportfiles,seetheExportGuide.Formoreinformationabout
creatingCrystalreports,seetheCrystalReportshelpfile.
Creatingacustomreport
1. FromtheAccountsPayableReportspage,clickCustomReports.TheCustomReportspageappears.
C U S T O M R E P O R T S 51
2. ClickNew.TheCustomReportscreenappears.
3. IntheSelectExportfield,clickthebinocularstolocatetheexportfileyouwanttouseasadatasourcefor
yourcustomreport.TheOpenscreenappears.
Note:OnlyexportsinsavedinaMicrosoftAccessdatabasefileformat(*.MDB)appearontheOpenscreen.
4. Fromthisscreenyoucanselectanexistingexportfileorcreateanewexportfile.
Toselectafile,selectthefilenameandclickOpen.YoureturntotheCustomReportscreenandthe
selectedexportfilenameappearsintheSelectExportfield.
52 C H A P T E R
Note:Makesuretoformattheexportfileinoneofthese*.MDBformats:BlackbaudReportWriterDatabase,
MicrosoftAccess2.xDatabase,MicrosoftAccess95Database,MicrosoftAccess97Database,orMicrosoft
Access2000Database.
Tocreateanewexportfile,clickAddNew.TheCreateaNewExportscreenappearswhereyoucan
createanexportfiletousewithCustomReports.Afteryoucreateandsaveyourexportfile,youreturn
totheCustomReportscreenandtheselectedexportfilenameappearsintheSelectExportfield.For
moreinformationaboutcreatingexportfiles,seetheExportGuide.
5. IntheSelectCrystalReportfield,browsetotheCrystalreportfileyouwanttolinktotheselectedexport
file.TheOpenscreenappears.
6. SelecttheCrystalreportandclickOpen.YoureturntotheCustomReportscreenandtheselectedreport
nameappearsintheSelectCrystalReportfield.
Note:IfyouselectedtheSaveDatawithReportoptionwhenyoucreatedtheCrystalreport,thisoptionhas
noeffectwhenthereportisrunfromThe FinancialEdge theprogramsimplyignoresit.Ifyouwanttomake
thecustomreportstatic(thedatadoesnotupdateeachtimethereportisrun)youshouldunmarkthe
RefreshExportoption.
7. Toautomaticallyrefreshtheexportfileeverytimeyouviewthereport,markRefreshExport.Ifyoudonot
markthischeckbox,whenyourunthereporttheprogramcheckstoseeiftheexportfileissavedonyour
machine.Ifitis,theprogramusestheexistingexportfileandwillnotupdatethedataeachtimeyourun
thereport.Iftheexportfileisnotsavedtoyourmachine,theprogramgeneratesanewexportfileand
includescurrentdatafromthedatabase.
8. ClickPreviewtoviewacopyofthereportonyourscreenbeforeprinting.
9. Acopyofthereportappearsonyourscreen.Ifthereportisokay,clickthePrintbuttonatthetopofthe
previewscreentoprintthereport.
10. Tosavethereportparameterfile,clickFile,Savefromthemenubar.TheSavereportasscreenappears.
11. EnteraReportnameandaDescription.Youcanalsomarkoptionstoallowotheruserstorunormodify
thisreport.
12. ClickSave.YoureturntotheCustomReportsscreen.
13. ToreturntotheReportspage,selectFile,Closefromthemenubar.
Editing an Export for a Custom Report

Warning:YoucannotdeletefieldsfromanexportfileiftheexportislinkedwithaCustomReport.The
RemovebuttonisdisabledinExport.YoualsocannotdeleteanexportfilelinkedwithaCustomReport.Ifyou
try,anerrormessageappears.
YoucaneditanexportfiledirectlyfromtheCustomReportsscreenbyclickingtheClicktoeditexportbutton.
YoucanaddadditionalfieldstotheexportfilethatarenotincludedintheCrystalreport,butyoucannotadd
fieldstotheCrystalreportthatarenotincludedintheexportfile.EachtimeyourunasavedCustomReport,
The FinancialEdgecheckstomakesurethefieldsselectedfortheCrystalreportarestillincludedintheexport
file.
54 C H A P T E R
EditinganexportfilefromanopenCustomReport
1. OpenthesavedCustomReportyouwanttoedit.ThereportopensdisplayingtheGeneraltab.
2. IntheSelectExportfield,clicktheClicktoeditexportbuttonnexttothebinoculars.Theexportfile
appears,displayingtheFilterstab.
3. MakeanynecessarychangesontheFiltersandOutputtabs,andclickSaveandClose.Youreturntothe
CustomReportscreen.
4. ClickPrinttoprintthereportorsaveandclosetheupdatedreport.
56 C H A P T E R
chapter 4
Invoice Reports
AccountDistributionReport .................................................................. 59
GeneralTab...................................................................................60
FiltersTab....................................................................................61
FormatTab ...................................................................................62
AgedAccountsPayable ...................................................................... 68
GeneralTab...................................................................................68
FiltersTab....................................................................................70
FormatTab ...................................................................................71
CashRequirementsReport.................................................................... 76
GeneralTab...................................................................................77
FiltersTab....................................................................................78
FormatTab ...................................................................................79
CreditMemoReport ......................................................................... 84
GeneralTab...................................................................................84
FiltersTab....................................................................................85
FormatTab ...................................................................................86
HoldPaymentReport ........................................................................ 92
GeneralTab...................................................................................92
FiltersTab....................................................................................93
FormatTab ...................................................................................94
InvoiceExpenseAllocationReport ............................................................. 99
GeneralTab...................................................................................99
FiltersTab...................................................................................100
FormatTab ..................................................................................101
InvoiceGenerationReport ................................................................... 107
GeneralTab..................................................................................107
FiltersTab...................................................................................108
FormatTab ..................................................................................109
InvoiceHistory ............................................................................ 114
GeneralTab..................................................................................114
FiltersTab...................................................................................115
FormatTab ..................................................................................116
OpenInvoiceReport ........................................................................ 122
GeneralTab..................................................................................122
FiltersTab...................................................................................124
FormatTab ..................................................................................125
ProjectDistributionReport .................................................................. 130
GeneralTab..................................................................................131
FiltersTab...................................................................................132
FormatTab ..................................................................................133
RecurringInvoiceReport .................................................................... 139
GeneralTab..................................................................................139
FiltersTab...................................................................................140
58 C H A P T E R
FormatTab ..................................................................................141
TransactionRegister ........................................................................ 146
GeneralTab..................................................................................147
FiltersTab...................................................................................148
FormatTab ..................................................................................149
I NV O I C E R E P O R T S 59
PurchaseOrderReports,andVendorReports.ThischapterdiscussesInvoiceReports.Forinformationabout
otherreportcategories,seethechapterforthatcategory.
hereprovidesyouwithbasicinformationaboutinvoicereportsinAccountsPayable.Handsonexperienceis
thebestwaytolearn,soweencourageyoutotryvariousoptionswithyoursampledatabase.
FortheInvoiceReportscategory,youcancreatethesereports:
AgedAccountsPayable
CashRequirementsReport
CreditMemoReport
HoldPaymentReport
InvoiceExpenseAllocationReport
InvoiceGenerationReport
InvoiceHistory
OpenInvoiceReport
ProjectDistributionReport
RecurringInvoiceReport
TransactionRegister
Account Distribution Report

TheAccountDistributionReportprovidesdistributiondetailsfortransactionscontainedinorproducedby
AccountsPayable.Thedetailreportlistsalltransactionsandassociateddebitsandcreditsbyaccountnumber.
Thesummaryreportshowsthetotaldebitsandcreditsassociatedwitheachaccount.Adjustmenttransactions
canalsobeincludedtofurtherfacilitatethereconciliationprocess.
ThemajoruseofthisreportistoreconcileAccountsPayablewiththegeneralledger.TheeffectsofAccounts
Payabletransactionsonthegeneralledgerareillustratedbythereport,whichpromotesthereconciliationofthe
system.Thereportisalsousefulinreportingthedistributionofoneormoreinvoicesforreconciliationpurposes.
TheAccountDistributionReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
tab.Tomoveamongthetabsinareport,useNextandBackatthebottomofthescreenorselectthetabitself.
Onthesetabsyouspecifytherecordstoincludeinthereportandhowthereportshouldlook.Formore
informationaboutcreatingareport,seeCreatingareportinAccountsPayableonpage 11.
60 C H A P T E R
General Tab
Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.

Transaction date. IntheTransactiondatefield,selectadaterangefortransactionsyouwanttoincludeinthe
report.Ifyouselect<Specificrange>,youcanspecifyastartdateandanenddate.IftheStartdatefieldis
blank,allactivityisincludeduptotheenddate.IftheEnddatefieldisblank,allactivityfromthestartdate
untilpresentisincluded.Ifbothfieldsareblank,allactivityisincluded.
Post Date. InthePostDatefield,selectadaterangeforthepostdatesoftransactionsyouwanttoincludein
thereport.
Include. IntheIncludefield,selectRegulartransactionsonlyorEncumbrancetransactionsonlytoincludeinthe
report.
Include adjustment transactions. Markthischeckboxtoincludeadjustmenttransactionsinthereport.
Include one time checks. Markthischeckboxtoincludeonetimechecksinthereport.
Create an output query of. Ifyoumarkthisoption,thesystemcreatesaqueryoftherecordsyouselectto
includeinthereport.Thisqueryisavailableforuseinotherareasoftheprogram.
Report orientation. IntheReportorientationfield,selectPortraitorLandscape.
Filters Tab
OntheFilterstab,youcanfiltertheinformationappearinginthereport.Formoreinformationaboutfilteringin
The FinancialEdge,seetheProgramBasicsGuide.
Open. Onceyouhighlightafilterinthegrid,youcanclickthisbuttontoaccesstheSelected<Filter>screenon
whichyouselectspecificfilters.
Clear All Filters. Clickthisbuttontoremoveallpreviouslyselectedfiltersfromthereport.
Filters column. Thiscolumnlistsalltheavailablefiltersforthisreport.Youcannoteditthiscolumn.
Include column. IntheIncludecolumn,selectAllorSelected.IfyouchooseSelected,theSelected<Filter>
screenopensforyoutodesignatespecificfilters.
Selected Filters column. Afteryouhaveselectedspecificfilters,theyappearintheSelectedFilterscolumn.
62 C H A P T E R
IfyouclickOpenorchooseSelectedintheIncludecolumn,theSelected<Filter>screenappearswith
additionalfieldsandoptionsspecifictothefilter.
Include. Youcanincludeaselectedfilter,arangeoffilters,orapreviouslycreatedqueryoffilters.Dependingon
yourselection,differentcolumnoptionsappearinthefiltersgrid.
Filters grid. IfyoumarktheSelectedorRangeoption,agridappearsinwhichyoucanspecifyindividualfilters.
Enterinformationinthefieldsthatarewhite.Clickthebinocularsbuttontosearchforinformation.Yellow
fieldscannotbeeditedandarefilledwithtextbasedonyourselections.
Query name. ThisfieldappearsifyouselectQuery.Enterthenameofthequeryyouwanttofilterthereport
by,orclickthebinocularsbuttontosearchforthequeryname.
Tocreateanewquery,clickthebinoculars.ThenclickAddaNewQueryontheOpenQueryscreen.Formore
informationaboutcreatingqueries,seetheQueryGuide.
Previous Filter. TovieworeditthepreviousfilterwithoutreturningtotheFilterstab,clickthisbutton.
Next Filter. TovieworeditthenextfilterwithoutreturningtotheFilterstab,clickthisbutton.
Format Tab
provided.
Headings. Youcanenteramaximumof60charactersineachoftheTitleandSubtitlefields.Thetitleand
subtitleappearatthetopofthereport.Youcanselecthowyouwanttheheadingalignedandifyour
organization'snameappearsintheheader.
Note:TheheadingdefaultstoAccountDistributionReportintheTitlefield.Youcanleavethisasthetitlefor
Youcanincludeotheroptionsintheheader,suchasthepagenumberandthedate.Youcanalsoselectto
includetheheaderoneverypageofthereport.
withthereport.
64 C H A P T E R
Detail. UseDetailtoshowdistributionbytransactioncharacteristics.MarkShowdistributionforthese
characteristicsandselectthecharacteristicsyouwanttoseedistributed.Aseparatelinewillappearbelow
transactionswiththecharacteristicdistribution.Ifyouselectonlyonecharacteristic,youcanmarkShow
characteristicsasacolumninthemainreportbody.Thecharacteristicwillappearinaseparatecolumnin
thereport.
Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.MarkShowcombined

totalsforthesecharacteristicsandmarkthecharacteristicsyouwanttoseetotaled.Asectionappearsatthe
endofthereportwiththegrandtotalinformation.
Sort/Break. UseSort/Breaktoselecttheorderinwhichinformationappearsonthereport.Whenyouselect
Sort/BreakontheFormattab,agriddisplaysthecategoriesyoucansortinthereport.Selectasorting
categoryintheSortbycolumnandselectAscendingorDescendingintheOrderbycolumn.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytheAccountNumberin
ascendingorder.
Youcanalsocreatebreaksbetweenthesectionsyouhavesortedby.IntheTextbeforevalueandTextafter
valuefields,youcanenterupto30charactersineachfieldforinformationyouwanttoprintdirectlybefore
andafterthebreak.IfyoumarkPrintcountper[ ]orPrintcountaspercentageoftotalfortheselectedsort
field,thenumberorpercentageforeachselectedsortoptionappearsinthefooter.IfyoumarkPagebreak
oneachnew[ ],anewpagestartsforthehighestlevelbreak.
66 C H A P T E R
Page Footer. Youcanenteramaximumof255charactersinthepagefooter.Youcanincludeotheroptionsin
thepagefooter,suchasthepagenumberanddate.

Miscellaneous. Youcanselecthowyouwantnumberstoappearonthereport.Also,youcanselectthefont
sizeusedinthereport.
Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

theselection,theColorscreenappearssoyoucanselectastandardcolorordefineacustomcolor.Ifyou
leavetheApplyaColorSchemecheckboxunmarked,thereportprintsinblackandgray.
68 C H A P T E R
Aged Accounts Payable

TheAgedAccountsPayableReportprovidesatimelinerepresentationoftheageofeachinvoiceinyoursystem.
Itprovidesacalculationofhowmuchmoneyyouowevendors,aswellasalistofopeninvoicesandcreditmemos
associatedwiththeselectedvendors.Thisreportisusefulasaweeklyormonthlyreporttoensurethatyour
invoicesarebeingpaidinatimelymanner.
Warning:Invoicespaidwithacreditmemowillnotappearonsomereportsifyoumarkthebusinessrule
changingtheinvoicestatustoPaidwhenanappliedcreditmemoreducestheinvoicebalancetozero.To
includetheseinvoicesonreports,unmarkthebusinessruleinConfiguration.
TheAgedAccountsPayableReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
Formattab.Tomoveamongthetabsinareport,useNextandBackatthebottomofthescreenorselectthetab
itself.Onthesetabsyouspecifytherecordstoincludeinthereportandhowthereportshouldlook.Formore
General Tab
OntheGeneraltab,yousetparametersspecifictotheopenreportandmakeselectionsabouttheinformation
includedinthereport.
Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.Detaillistseach

invoiceforavendor.Summaryliststhetotalamountsineachagingperiod.
Include invoice discounts. MarkIncludeinvoicediscountstoreducetheagedamountsbyapplicable
discounts.
Calculate discounts as of. IfyoumarkIncludeinvoicediscounts,intheCalculatediscountsasoffield,select
Todayor<Specificdate>.
report.
Ifyouselecta<SpecificRange>,youcanspecifyastartandenddate.IftheStartdatefieldisblank,allactivity
isincludeduptotheenddate.IftheEnddatefieldisblank,allactivityfromthestartdateforward,including
transactionswithadateinthefuture,isincluded.Ifbothfieldsareblank,allactivityisincluded.
Post date. InthePostdatefield,selectpostdatesfortransactionsyouwanttoincludeinthereport.
transactionswithapostdateinthefuture,isincluded.Ifbothfieldsareblank,allactivityisincluded.
Invoice due date. IntheInvoiceduedatefield,selectadaterangeforinvoicesyouwanttoincludeinthe
report.
transactionswithaduedateinthefuture,isincluded.Ifbothfieldsareblank,allactivityisincluded.
Include invoices with discounts that expire in the Due date range. Toincludeinvoiceswithdiscounts
thatexpireintheduedaterange,markthischeckbox.
Include unapplied credit memo amounts. Toincludeunappliedcreditmemoamountsinthereport,mark
thischeckbox.
70 C H A P T E R
Filters Tab
additionalfieldsandoptions.
Format Tab
provided.
Note:TheheadingdefaultstoAgedAccountsPayableReportintheTitlefield.Youcanleavethisasthetitle
forthereportorenteryourown.
subtitleappearatthetopofthereport.Youcanselecthowyouwanttheheadingalignedandifyouwant
yourorganization'snametoappearintheheader.
72 C H A P T E R
withthereport.
Detail. UseDetailtoselecttheagingperiodsthatappearonthereport.InthePeriodsfield,selectthenumberof
agingperiodstoappear.Youcanmodifytheagingperiodsandcolumnheadingsintheingrid.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythevendornamein
ascendingorder.
74 C H A P T E R

76 C H A P T E R
Cash Requirements Report

TheCashRequirementsReportcalculatesanddisplaystheamountofcashrequiredtosatisfytheobligationsof
yourorganizationonaspecifieddate.Youcanincludediscountcalculationsinthereport,aswellasinvoicesyou
wanttogeneratebeforeaspecificdate.Thereportisusefulinmanagingthecashflowofanorganizationasit
calculatestherequiredcashneededwithinaspecificrangeofdatesorasofaspecificdate.
TheCashRequirementsReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
General Tab
Show invoices open as of. IntheShowinvoicesopenasoffield,selectTodayor<specificdate>.Ifyouselect

<specificdate>,enterthedateintheDatefield.
Base invoice open date on. IntheBaseinvoiceopendateonfield,selectPostDateorInvoiceDate.
Include invoices scheduled to be generated. Toincludeinvoicesscheduledtobegenerated,markthis
checkbox.
Calculate discounts as of. IntheCalculatediscountsasoffield,selectTodayor<specificdate>.
Invoice date. IntheInvoicedatefield,selectadaterangeforinvoicesyouwanttoincludeinthereport.
transactionswithaninvoicedateinthefuture,isincluded.Ifbothfieldsareblank,allactivityisincluded.
Post date. InthePostdatefield,selectpostdatesfortheinvoicesyouwanttoincludeinthereport.
Due date. IntheDuedatefield,selectduedatesforinvoicesyouwanttoincludeinthereport.
Include invoices with discounts that expire in the Due date range. Toincludeinvoiceswithdiscounts
thatexpireintheduedaterange,markthischeckbox.
78 C H A P T E R
Filters Tab
Format Tab
provided.
Note:TheheadingdefaultstoCashRequirementsReportintheTitlefield.Youcanleavethisasthetitlefor
80 C H A P T E R
withthereport.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythevendornamein
ascendingorder.
82 C H A P T E R


84 C H A P T E R
Credit Memo Report

TheCreditMemoReportprovidesadetailedlistofvendorscreditmemoactivity.Itprofilestheamountusedfor
eachvendorandtheamountofcreditoutstandingpervendorrecord.
Thereportisusefulasachecktodeterminealltotaloutstandingcreditmemosissuedtodatethatyouneedto
applybeforepayingvendorinvoices.
TheCreditMemoReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.To
General Tab
Credit memo date. IntheCreditmemodatefield,selectdatesforthecreditmemosyouwanttoincludeinthe

report.
Post date. InthePostdatefield,selectpostdatesforthecreditmemosyouwanttoincludeinthereport.
Include fully applied credit memos. Toincludefullyappliedcreditmemosinthereport,markthischeckbox.
Filters Tab
86 C H A P T E R
Query name. ThisfieldappearsifyouselectQuery.Enterthenameofthequeryyouwanttofilterthereportby,
orclickthebinocularsbuttontosearchforthequeryname.
Format Tab
provided.
Note:TheheadingdefaultstoCreditMemoReportintheTitlefield.Youcanleavethisasthetitleforthe
withthereport.
88 C H A P T E R
Detail. UseDetailtoseeapplicationanddistributioninformation.MarkShowcreditmemoapplicationsto
createalineonthereportlistingtheitemtowhichthecreditmemowasapplied.
Toshowdistributionforthecreditmemos,markShowdistributionforthesecharacteristicsandmarkthe
characteristicstoappear.Toseetheaccountdistributionoftheapplication,markShowaccountdistribution
ofeachapplication.

totalsforthesecharacteristicsandmarkthecharacteristicsyouwanttoseetotaled.Agrandtotalwillappear
attheendofthereportforeachselectedcharacteristic.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbyvendornameinascending
order.
field,thenumberorpercentageforeachselectedsortoptionappearsinthefooter.IfyoumarkPagebreakon
eachnew[ ],anewpagestartsforthehighestlevelbreak.
90 C H A P T E R


92 C H A P T E R
Hold Payment Report

TheHoldPaymentReportlistsallinvoicesthataremarkedasholdpaymentontheInvoicerecord.Thisreport
includesallstandardinvoiceinformation,includingthebalancedue.Youcanusethisreporttoprovidealistof
invoicesleftonholdpastdesignatedduedates.Youcanalsouseittopromptyoubeforereleasinganinvoice
forpaymentaftermeetingcertaincriteria.
TheHoldPaymentReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.
Tomoveamongthetabsinareport,usetheNextandBackbuttonsatthebottomofthescreenorselectthetab
General Tab

Create an output query of. Ifyoumarkthisoption,thesystemcreatesavendororinvoicequeryofthe
recordsyouselecttoincludeinthereport.Thisstaticqueryisavailableforuseinotherareasoftheprogram.
Filters Tab
94 C H A P T E R
Format Tab
provided.
Note:TheheadingdefaultstoHoldPaymentReportintheTitlefield.Youcanleavethisasthetitleforthe
withthereport.
96 C H A P T E R
order.

98 C H A P T E R

Invoice Expense Allocation Report

TheInvoiceExpenseAllocationReportincludesvendorexpensedistributionforaccountsandtransaction
characteristics.Thisreportprovidesdetaileddebitinformationforinvoicesassociatedwithselectedvendors.The
dataonthereportisdrawnfromtheDistributiontaboftheinvoicerecord.
ThisreportisusefulforreviewingwhichexpenseaccountsareaffectedwhenyoupostinvoicestoGeneral
Ledger.Inaddition,thereportcansummarizethetotalactivityforeachGeneralLedgerexpenseaccountandthe
project.
Youcanbasethisreportonvendorsorinvoices.Thereportcanincludeallrecords,selectedrecords,orone
record.
TheInvoiceExpenseAllocationReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
Formattab.Tomoveamongthetabsinareport,usetheNextandBackbuttonsatthebottomofthescreenor
selectthetabitself.Onthesetabsyouspecifytherecordstoincludeinthereportandhowthereportshould
look.Formoreinformationaboutcreatingareport,seeCreatingareportinAccountsPayableonpage 11.
General Tab

100 C H A P T E R
Create an output query of. Ifyoumarkthisoption,thesystemcreatesavendororinvoicequeryofthe
Filters Tab
Format Tab
provided.
Note:TheheadingdefaultstoInvoiceExpenseAllocationReportintheTitlefield.Youcanleavethisasthe
titleforthereportorenteryourown.
102 C H A P T E R
withthereport.
Detail. UseDetailtoshowdistributionsforinvoices.MarkShowdistributionforthesecharacteristicsandmark
thecharacteristicstoappearonthereport.Aseparatelinewillappearonthereportwiththecharacteristics
distribution.Ifyouselectonecharacteristic,youcanmarkShowcharacteristicasacolumninthemain
reportbody.

totalsforthesecharacteristicsandmarkthecharacteristicsyouwanttoseetotaled.Asectionappearsattheend
ofthereportwiththegrandtotalinformation.Toseeagrandtotalforaccounts,markShowaccountsummary.A
sectionappearsattheendofthereportwithaccountsummaryinformation.
104 C H A P T E R
order.

106 C H A P T E R

Invoice Generation Report

TheInvoiceGenerationReportisdividedintotwoparts:invoicesthathavealreadybeengeneratedfrom
recurringinvoicesandinvoicesthatarescheduledtobegeneratedfromrecurringinvoiceswithinspecifieddate
parameters.Thereportisusefulwhendeterminingifyouhaveinadvertentlyomittedinvoicesduringthenormal
generationprocessperformedbytheorganization.Also,itisaquickwaytoassesshowmuchtheorganization
spendswithaparticularvendorforrecurringinvoices.
TheInvoiceGenerationReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
tab.Tomoveamongthetabsinareport,usetheNextandBackbuttonsatthebottomofthescreenorselectthe
tabitself.Onthesetabsyouspecifytherecordstoincludeinthereportandhowthereportshouldlook.Formore
General Tab
Invoice Date. IntheInvoicedatefield,selectadaterangeforinvoicesyouwanttoincludeinthereport.

Due Date. IntheDueDatefield,selectaduedateforgeneratedinvoicesyouwanttoincludeinthereport.
Include invoices scheduled to be generated with these dates. Toselectinvoicedatesandduedatesfor
invoicesscheduledtobegenerated,markthischeckbox.
108 C H A P T E R
Create an output query of. Ifyoumarkthisoption,thesystemcreatesaninvoiceorvendorqueryofthe
Filters Tab
Format Tab
provided.
Note:TheheadingdefaultstoInvoiceGenerationReportintheTitlefield.Youcanleavethisasthetitleforthe
110 C H A P T E R
withthereport.
order.
112 C H A P T E R


114 C H A P T E R
Invoice History
TheInvoiceHistoryReportlistsinvoicesandtheirbalancesaccordingtotheapplicationofpayments,credit
memos,andadjustmentsoveraspecifieddaterange.
TheInvoiceHistoryReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.
Tomoveamongthetabsinareport,useNextandBackatthebottomofthescreenorselectthetabitself.On
thesetabsyouspecifytherecordstoincludeinthereportandhowthereportshouldlook.Formoreinformation
aboutcreatingareport,seeCreatingareportinAccountsPayableonpage 11.
General Tab

Filters Tab
116 C H A P T E R
Format Tab
provided.
Note:TheheadingdefaultstoInvoiceHistoryReportintheTitlefield.Youcanleavethisasthetitleforthe
withthereport.
118 C H A P T E R
transactionswiththecharacteristicdistribution.

order.
120 C H A P T E R


122 C H A P T E R
Open Invoice Report

TheOpenInvoiceReportlistsallunpaidinvoicesandunappliedcreditmemosforaspecifieddaterange.Youcan
reconcilethevalueofopeninvoiceslistedonthisreporttoyourgeneralledgeraccountspayablesummary
account.
YoucanrunthisreportweeklyormonthlytodeterminetheoutstandinginvoicesandcreditmemosinAccounts
Payable.Youcanalsouseittodetermineoutstandingitemsforaparticularvendororgroupofvendors.
TheOpenInvoiceReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.
General Tab

invoicesasaseparateitemwiththetotalbalance.Summarygivesthetotalbalanceduetoeachvendor.
Show invoices open as of. IntheShowinvoicesopenasoffield,selectTodayor<Specificdate>.Ifyouselect
<Specificdate>,enterthedateintheDatefield.
Base invoice open date on. IntheBaseinvoiceopendateonfield,selectPostDateorInvoiceDate.
Calculate discounts as of. IntheCalculatediscountsasoffield,selectTodayor<Specificdate>.
Base invoice aging on. IntheBaseinvoiceagingonfield,selectDueDate,PostDateorInvoiceDate.
report.
Post date. InthePostdatefield,selectpostdatesforinvoicesyouwanttoincludeinthereport.
Include invoices with a discount that expire in the Due date range. Toincludeinvoiceswithdiscounts
thatexpireinthespecifiedDuedaterange,markthisbox.
Report orientation. IfyouarecreatingaSummaryreport,youcanselectPortraitorLandscapeintheReport
orientationfield.WhencreatingaDetailreport,thisfieldisdisabled.
124 C H A P T E R
Filters Tab
OntheFilterstab,youcanfiltertheinformationappearinginthereportbyinvoice.Ifyouhavetheoptional
modulePurchaseOrders,youcanalsofilterbypurchaseorderandpurchaseorderattribute.Formore
informationaboutfilteringinThe FinancialEdge,seetheProgramBasicsGuide.
Format Tab
provided.
Note:TheheadingdefaultstoOpenInvoiceReportintheTitlefield.Youcanleavethisasthetitleforthe
126 C H A P T E R
withthereport.
Detail. Toseediscountsthathavebeenlost,markShowtotaldiscountslost.Alineprintsonthereportswitha
totalamount.
Toseeunappliedcreditmemos,markShowunappliedcreditmemoschedule.Unappliedcreditmemosfor
vendorsthatappearontheOpenInvoiceReportappearinaseparatesection.
order.
128 C H A P T E R

Miscellaneous. UseMiscellaneoustospecifythefontsizeandhownumbersappearonthereport.
130 C H A P T E R
Project Distribution Report

TheProjectDistributionReportprovideslistsalldebitsandcreditsassociatedwitheachprojectineitherdetailor
summaryformat.Thereportcanincludeallrecords,selectedrecords,oronerecord.
TheProjectDistributionReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
General Tab

transactionthatwasdistributedtoaproject.Summarylistsatotalamountforeachproject.
report.
Post date. InthePostdatefield,selectpostdatesforinvoicesyouwanttoincludeinthereport.
Include adjustment transactions. Markthischeckboxtoincludeadjustmenttransactionsinthereport.
132 C H A P T E R
Filters Tab
OntheFilterstab,youcanfiltertheinformationappearinginthereportbyinvoice.Ifyouhavetheoptional
modulePurchaseOrders,youcanalsofilterbypurchaseorderandpurchaseorderattribute.Formore
Format Tab
provided.
Note:TheheadingdefaultstoProjectDistributionReportintheTitlefield.Youcanleavethisasthetitlefor
134 C H A P T E R
withthereport.
characteristicsasacolumninthemainreportbody.Thecharacteristicwillappearinaseparatecolumnin
thereport.

136 C H A P T E R
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbyprojectnumberinascending
order.

138 C H A P T E R

Recurring Invoice Report

TheRecurringInvoiceReportlistsallrecurringinvoiceswhosenextscheduledinvoicedatefallswithinthe
specifieddaterange.Youshouldgeneratethisreportwheneveryouneeddetailedinformationregarding
recurringinvoices.
TheRecurringInvoiceReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
General Tab
Created on. IntheCreatedonfield,selectadaterangeforwhenrecurringinvoiceswerecreatedtoincludein

thereport.
Create an output query of. Ifyoumarkthisoption,thesystemcreatesarecurringinvoiceorvendorqueryof
therecordsyouselecttoincludeinthereport.Thisstaticqueryisavailableforuseinotherareasofthe
program.
140 C H A P T E R
Filters Tab
Format Tab
provided.
Note:TheheadingdefaultstoRecurringInvoiceReportintheTitlefield.Youcanleavethisasthetitleforthe
142 C H A P T E R
withthereport.
order.
144 C H A P T E R

146 C H A P T E R
Transaction Register
TheTransactionRegisterprovidesasummaryofAccountsPayabletransactionsduringaspecifieddaterange.
ThisreportprovidesamethodforreconcilingAccountsPayabletothegeneralledger,andprovidesadetailed
listingofinvoicetransactions,creditmemotransactions,andtheassociatedgeneralledgerdistributions.
TheTransactionRegisterhasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.To
General Tab

report.
Post Date. InthePostDatefield,selectadaterangeforthepostdatesoftransactionsyouwanttoincludeinthe
report.
Include invoices with discounts that expire in the Due date range. Markthisboxtoincludeinvoices
withdiscountsthatexpireinthespecifiedduedaterange.
Create an output query of. Ifyoumarkthisoption,thesystemcreatesaninvoice,creditmemo,payment,or
vendorqueryoftherecordsyouselecttoincludeinthereport.Thisstaticqueryisavailableforuseinother
areasoftheprogram.
148 C H A P T E R
Filters Tab
Format Tab
provided.
Note:TheheadingdefaultstoTransactionRegisterintheTitlefield.Youcanleavethisasthetitleforthe
150 C H A P T E R
withthereport.
order.
152 C H A P T E R

154 C H A P T E R
chapter 5
Purchase Order Reports

AnticipatedDeliveriesReport ................................................................. 157
GeneralTab..................................................................................157
FiltersTab...................................................................................159
FormatTab ..................................................................................160
BlanketPurchaseOrdersReport............................................................... 166
GeneralTab..................................................................................166
FiltersTab...................................................................................167
FormatTab ..................................................................................169
EncumbranceReport ....................................................................... 174
GeneralTab..................................................................................174
FiltersTab...................................................................................175
FormatTab ..................................................................................177
OpenPurchaseOrdersReport ................................................................ 183
GeneralTab..................................................................................183
FiltersTab...................................................................................184
FormatTab ..................................................................................186
OverdueShipmentsReport .................................................................. 191
GeneralTab..................................................................................191
FiltersTab...................................................................................192
FormatTab ..................................................................................193
ProductListReport ......................................................................... 199
GeneralTab..................................................................................199
FiltersTab...................................................................................200
FormatTab ..................................................................................201
ProductProfileReport....................................................................... 206
GeneralTab..................................................................................206
FiltersTab...................................................................................207
FormatTab ..................................................................................208
PurchaseOrderDetailReport ................................................................ 212
GeneralTab..................................................................................212
FiltersTab...................................................................................214
FormatTab ..................................................................................215
PurchaseOrderHistoryReport ............................................................... 222
GeneralTab..................................................................................222
FiltersTab...................................................................................223
FormatTab ..................................................................................224
PurchaseOrderRegister..................................................................... 230
GeneralTab..................................................................................230
FiltersTab...................................................................................231
FormatTab ..................................................................................232
ReceiptReport............................................................................. 238
GeneralTab..................................................................................238
FiltersTab...................................................................................239
156 C H A P T E R
FormatTab ..................................................................................241
RequisitionDetailReport .................................................................... 246
GeneralTab..................................................................................246
FiltersTab...................................................................................247
FormatTab ..................................................................................248
RequisitionList ............................................................................ 252
GeneralTab..................................................................................253
FiltersTab...................................................................................254
FormatTab ..................................................................................255
RequisitionProfileReport ................................................................... 259
GeneralTab..................................................................................260
FiltersTab...................................................................................261
FormatTab ..................................................................................262
P U R C H A S E O R D E R R E P O R T S 15
PurchaseOrderReports,andVendorReports.ThischapterdiscussesPurchaseOrderReports.Forinformation
aboutotherreportcategories,seethechapterforthatcategory.
hereprovidesyouwithbasicinformationaboutpurchaseorderreportsinAccountsPayable.Handson
experienceisthebestwaytolearn,soweencourageyoutotryvariousoptionswithyoursampledatabase.
ForthePurchaseOrderReportscategory,youcancreatethesereports:
AnticipatedDeliveriesReport
BlanketPurchaseOrdersReport
EncumbranceReport
OpenPurchaseOrdersReport
OverdueShipmentsReport
ProductListReport
ProductProfileReport
PurchaseOrderDetailReport
PurchaseOrderHistoryReport
PurchaseOrderRegister
ReceiptReport
RequisitionDetailReport
RequisitionList
RequisitionProfileReport
Anticipated Deliveries Report

TheAnticipatedDeliveriesReportisbasedonthePromiseddatefieldforeachlineiteminapurchaseorder
record.Thisreportpresentsdetailedinformationaboutlineitemstobereceivedasofaspecificdate.Allline
itemswithnovaluesinthePromiseddatefieldareexcludedfromthereport.
TheAnticipatedDeliveriesReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
General Tab
results.
158 C H A P T E R
Include line items with these promised dates. InthePromisedDatefieldoftheIncludelineitemswith

thesepromiseddatesframe,selectadateordaterangeforlineitempromiseddatestoincludeinthereport.
Create an output query of. Ifyoumarkthisoption,thesystemcreatesaqueryoftherecordyouselectand
includesitinthereport.Thisqueryisavailableforuseinotherareasoftheprogram.
Report orientation. Landscapeistheonlyreportorientationavailableforthisreport.
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:PurchaseOrders,Vendors,
RegularPOLineItemStatuses,ShipTypes,andPurchaseOrderAttributes.Forexample,youcanincludepurchase
orderswithinaselectedrangeandpurchaseordersnotfallingwithintherangeareexcludedfromthereport.For
moreinformationaboutfilteringinThe FinancialEdge,seetheProgramBasicsGuide.
Open. Onceyouselectafilterinthegrid,youcanclickOpentoaccesstheSelected<Filter>screenonwhichyou
specifyfilters.
specificfilters.
Selected Filters. FiltersyouspecifyappearintheSelectedFilterscolumn.IfyouchooseSelectedintheInclude
columnorclickafilterandclickOpenontheactionbar,theSelected<Filter>screenappears.MarkSelected,
Range,orQuerytoincludeaselectedfilter,rangeoffilters,orapreviouslycreatedqueryoffilters.
Dependingonyourselection,differentoptionsappearonthescreen.
Note:IfyoumarkAll,youcannotdefinefilters.YoumustmarkSelected,Range,orQuerytodefinefilters.
160 C H A P T E R
IfyoumarkSelectedorRange,agridappearssoyoucanspecifyindividualfilters.
IfyoumarkQuery,theQuerynamefieldappearssoyoucanselectaquerytouseasafilter.
Previous Filter. TovieworeditthepreviousfilterwithoutreturningtotheFilterstab,clickPreviousFilter.

Next Filter. TovieworeditthenextfilterwithoutreturningtotheFilterstab,clickNextFilter.
Format Tab
provided.
Note:TheheadingdefaultstoAnticipatedDeliveriesReportintheTitlefield.Youcanleavethisasthetitlefor
withthereport.
162 C H A P T E R
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythepromiseddatein
ascendingorder.
164 C H A P T E R

forthereport.

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166 C H A P T E R
Blanket Purchase Orders Report

TheBlanketPurchaseOrdersReportisamanagementreportintendedtopresentsummaryblanketpurchase
orderinformationforaspecifiedperiodoftime.Thisreportincludesbeginningpurchaseorderbalancesforthe
blanketandreducesthebalanceforeveryblanketlineitemusedinregularpurchaseorders.
TheBlanketPurchaseOrdersReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
General Tab
results.

Purchase order date. InthePurchaseorderdatefield,selectadaterangeforpurchaseorderstoincludein
thereport.
Expiration date. IntheExpirationdatefield,selectarangeofexpirationdatestoincludeinthereport.
Filters Tab
Glossary:Anattributeaddsflexibilitytoyourrecordkeepingbygivingyoutheabilitytodefineandstore
specialinformationaboutarecordtype.Youcanidentifyacategoryfortheattributeandthenstoreanentry
specifictothatcategory.
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:BlanketPurchaseOrders,
Vendors,BlanketPurchaseOrderStatuses,andBlanketPurchaseOrderAttributes.Forexample,youcaninclude
blanketpurchaseorderswithinaselectedrangeandblanketpurchaseordersnotfallingwithintherangeare
excludedfromthereport.FormoreinformationaboutfilteringinThe FinancialEdge,seetheProgramBasics
Guide.
specifyfilters.
168 C H A P T E R
specificfilters.

Format Tab
Ontheformattab,youselecthowyouwantthereporttoappear.Adescriptionofeachformattingoptionis
provided.
Note:TheheadingdefaultstoBlanketPurchaseOrdersReportintheTitlefield.Youcanleavethisasthetitle
withthereport.
170 C H A P T E R
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytheblanketpurchaseorder
numberinascendingorder.
172 C H A P T E R

forthereport.

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174 C H A P T E R
Encumbrance Report
Anencumbranceisanitemanorganizationhasorderedbutnotyetpaidfor.TheEncumbranceReportpresents
outstandingdebtsonpurchaseorders.Thisreportpresentsthepurchaseorderdetails,extendedcost
information,aswellasgrandtotalsforthedetaildefinitionsinthereport.
TheEncumbranceReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.
General Tab
results.
Include purchase orders with these dates. InthePurchaseorderdatefieldoftheIncludepurchaseorders

withthesedatesframe,selectadaterangeorspecificdate.
Include line items with these posting dates. InthePostdatefieldoftheIncludelineitemswiththese
postingdatesframe,selectadaterangeorspecificdate.
Include POs whose encumbrance post balance is zero. Toincludepurchaseordersthathavebeenfully
receipted,markthischeckbox.
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Accounts,Projects,Vendors,
PurchaseOrders,andPurchaseOrderAttributes.Forexample,youcanincludepurchaseorderswithinaselected
rangeandpurchaseordersnotfallingwithintherangeareexcludedfromthereport.Formoreinformationabout
filteringinThe FinancialEdge,seetheProgramBasicsGuide.
specifyfilters.
176 C H A P T E R
specificfilters.

Format Tab
provided.
Note:TheheadingdefaultstoEncumbranceReportintheTitlefield.Youcanleavethisasthetitleforthe
Youcanincludeotheroptions,suchasthepagenumberandthedate.Youcanalsoselecttoincludethe
headeroneverypageofthereport.
withthereport.
178 C H A P T E R
Detail. UseDetailtoselectdetailsspecifictotheEncumbranceReport.Markthecheckboxestoshowdistribution
bytransactioncharacteristics.IfyouhavetheoptionalmoduleProjectsandGrantsandhavedefined
transactioncodes,additionalcheckboxesappear.
Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.Ifyouhavetheoptional
moduleProjectsandGrantsandhavedefinedtransactioncodes,additionalcheckboxesappear.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytheentirevendornamein
ascendingorder.
180 C H A P T E R
Page Footer. Youcanenteramaximumof254charactersinthepagefooter.Youcanalsoincludeotheroptions,
suchasthepagenumberanddate.

182 C H A P T E R
forthereport.

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Open Purchase Orders Report

TheOpenPurchaseOrdersReportpresentsalllineitemsintermsoftheirrespectiveregularorblanketpurchase
orders.Thisreportpresentsextendedcostinformationaswellassubtotalsforthedetaildefinitionsinthereport.
TheOpenPurchaseOrdersReportandtheAnticipatedDeliveriesReportareessentiallythesameandpresent
equalvaluesgiventhesamefilteringcriteria.ThesingledifferenceistheAnticipatedDeliveriesReportsuseof
theDatepromisedfieldinthelineitem.
TheOpenPurchaseOrdersReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
General Tab
results.
Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.Summaryformat

includesonlyonelineitemforeachpurchaseorder.
Include purchase orders with these dates. InthePurchaseOrderdatefieldoftheIncludepurchaseorders
withthesedatesframe,selectadateordaterangeforpurchaseorderstoincludeinthereport.
184 C H A P T E R
Report orientation. IfyouselectSummaryintheReportformatfield,youcanselectPortraitorLandscapein
theReportorientationfield.IfyouselectDetail,youcanprintthereportinlandscapeformatonly.
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:PurchaseOrders,Vendors,
RegularandBlanketPurchaseOrderLineItemStatuses,ShipTypes,andPurchaseOrderAttributes.Forexample,
youcanincludepurchaseorderswithinaselectedrangeandpurchaseordersnotfallingwithintherangeare
excludedfromthereport.FormoreinformationaboutfilteringinThe FinancialEdge,seetheProgramBasics
Guide.
specifyfilters.
specificfilters.
Range,orQuerytoincludeaselectedfilter,rangeoffilters,orapreviouslycreatedqueryoffilters.Depending
onyourselection,differentoptionsappearonthescreen.

186 C H A P T E R
Format Tab
provided.
Note:TheheadingdefaultstoOpenPurchaseOrdersintheTitlefield.Youcanleavethisasthetitleforthe
withthereport.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytheentirepurchaseorder
188 C H A P T E R

190 C H A P T E R
forthereport.

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Overdue Shipments Report

TheOverdueShipmentsReportlistsallpurchaseordersthathavenotbeenfilledbythevendorspromiseddate
asrecordedonthepurchaseorder.
TheOverdueShipmentsReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
General Tab
results.
Include Items overdue as of. IntheIncludeitemsoverdueasoffield,selectTodayor<specificdate>and

enteradateforwhenitemsbecomeoverdue.
192 C H A P T E R
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Vendors,PurchaseOrders,
PurchaseOrderAttributes,andShipTypes.Forexample,youcanincludepurchaseorderswithinaselectedrange
andpurchaseordersnotfallingwithintherangeareexcludedfromthereport.Formoreinformationabout
specifyfilters.
specificfilters.

Format Tab
provided.
Note:TheheadingdefaultstoOverdueShipmentsReportintheTitlefield.Youcanleavethisasthetitlefor
194 C H A P T E R
withthereport.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythedatepromisedin
ascendingorder.
196 C H A P T E R

198 C H A P T E R
forthereport.

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Product List Report

TheProductListReportisasimplelistingofallproductsandrelatedproductinformationdefinedinConfiguration
inAccountsPayable.ThisreportincludesinformationsuchastheproductID,description,receivinglocation,and
unitcost.
TheProductListReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.To
General Tab
results.
Create an output query of products. Ifyoumarkthisoption,thesystemcreatesaqueryofproductsyou

selectandincludesitinthereport.Thisqueryisavailableforuseinotherareasoftheprogram.
200 C H A P T E R
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Products,Receiving
Locations,UnitTypes,andDonotallowonnewlineitemstatuses.Forexample,youcanincludeproductswithin
aselectedrangeandproductsnotfallingwithintherangeareexcludedfromthereport.Formoreinformation
aboutfilteringinThe FinancialEdge,seetheProgramBasicsGuide.
specifyfilters.
Glossary:Afilteriscriteriarecordsmustmeettobeincludedinareport.Forexample,ifyouapplythe
Productsfilter,onlytheproductsyouselectareincludedinthereport.
specificfilters.

Format Tab
provided.
Note:TheheadingdefaultstoProductListReportintheTitlefield.Youcanleavethisasthetitleforthereport
orenteryourown.
202 C H A P T E R
withthereport.
Sort. WiththeSortoption,youcanselectcharacteristicsbywhichtosortinformationinthereportandwhether
tosortinascendingordescendingorder.SortoptionsareProductID,Productdescription,Unittype,andUnit
cost.
204 C H A P T E R

forthereport.

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206 C H A P T E R
Product Profile Report

TheProductProfileReportpresentsbiographicalandsummaryinformationforanyproductorcollectionof
productsdefinedinConfigurationforAccountsPayable.Thesummarysectionofthereportincludes
transactionalinformationforpurchaseorders,receipts,lineitems,invoices,andrequisitioninformation,if
available.
TheProductProfileReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.
General Tab
results.
Include these report sections. Youselectthesectionstoappearonthereport.Eachproductappearswitha

sectionthatlistsinformationfromtheGeneraltaboftherequisitionrecord.MarkSummaryInformation,
PricingSchedule,andAttributestoincludethesesections.Ifasectiondoesnotexistforaproduct,itdoesnot
showonthereporteveniftheitemismarked.Forexample,ifaproductdoesnothaveanattribute,the
Attributessectiondoesnotappearforthatproduct.
Create an output query of products. Ifyoumarkthisoption,thesystemcreatesaqueryoftheproductsyou
selectandincludesitinthereport.Thisqueryisavailableforuseinotherareasoftheprogram.
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Products,ProductTypes,
ReceivingLocations,andDonotallowonnewlineitems.Forexample,youcanincludeproductswithinaselected
rangeandproductsnotfallingwithintherangeareexcludedfromthereport.Formoreinformationabout
specifyfilters.
specificfilters.
208 C H A P T E R

Format Tab
provided.
Note:TheheadingdefaultstoProductProfileReportintheTitlefield.Youcanleavethisasthetitleforthe
withthereport.
210 C H A P T E R
tosortinascendingordescendingorder.SortoptionsareProductIDandProductdescription.

212 C H A P T E R
forthereport.
Purchase Order Detail Report

ThePurchaseOrderDetailReportpresentsregularandblanketpurchaseorderdetailandsubordinatelineitem
detailforaspecifiedperiodoftime.Youcanselecttoincludealldistributioninformationforeachpurchaseorder
lineiteminthereport.Alltotalsarepresentedintermsoftransactiontotalsanddonotincludeoutstanding
balances.Theoptiontoincludeasummaryforeachcombinationoftransactionalcharacteristicsattheendofthe
reportisavailable.
ThePurchaseOrderDetailReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
General Tab
results.
Purchase Order date. InthePurchaseOrderdatefield,selectadaterangeforpurchaseorderstoincludein

thereport.
Promised date. InthePromiseddatefield,selectapromiseddateordaterangetoincludeinthereport.
Required date. IntheRequireddatefield,selectarequireddateordaterangetoincludeinthereport.
Show. IntheShowfield,selectAlllineitemsorOnlylineitemswiththesedates.IfyouselectAlllineitems,the
reportincludesalllineitemsonpurchaseordersthatmeetthedaterequirements.IfyouselectOnlyline
itemswiththesedates,thereportincludesonlylineitemsthatmeetthedaterequirements.
Show linked requisition line items. Markthisboxtoshowrequisitionlineitemsthatareassociatedwith
eachpurchaseorder.
214 C H A P T E R
Filters Tab
PurchaseOrderAttributes,PurchaseOrderStatuses,PurchaseOrderTypes,Departments,andBuyers.For
example,youcanincludepurchaseorderswithinaselectedrangeandpurchaseordersnotfallingwithinthe
rangeareexcludedfromthereport.FormoreinformationaboutfilteringinThe FinancialEdge,seetheProgram
BasicsGuide.
specifyfilters.
specificfilters.

Format Tab
provided.
Note:TheheadingdefaultstoPurchaseOrderDetailReportintheTitlefield.Youcanleavethisasthetitlefor
216 C H A P T E R
withthereport.
Detail. UseDetailtoselectdetailsspecifictothePurchaseOrderDetailReport.Markthecheckboxestoshow
distributionbytransactioncharacteristics.IfyouhavetheoptionalmoduleProjectsandGrantsandhave
definedtransactioncodes,additionalcheckboxesappear.
218 C H A P T E R
Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.Ifyouhavetheoptional
moduleProjectsandGrantsandhavedefinedtransactioncodes,additionalcheckboxesappear.
220 C H A P T E R

forthereport.

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222 C H A P T E R
Purchase Order History Report

ThePurchaseOrderHistoryReportprovidesacompletehistoryofselectedpurchaseorders,includingallline
itemsandreceipts.
ThePurchaseOrderHistoryReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
General Tab
results.
Include Purchase Orders with these dates. IntheDatefieldoftheIncludePurchaseOrderswiththese

datesframe,selectaspecificdateordaterangeforpurchaseorderstoincludeinthereport.
Create an output query of. Ifyoumarkthisoption,thesystemcreatesastaticqueryofpurchaseordersor
vendorsandincludesitinthereport.Thisqueryisavailableforuseinotherareasoftheprogram.
Filters Tab
PurchaseOrderAttributes,andPurchaseOrderStatuses,andPurchaseOrderTypes.Forexample,youcan
includepurchaseorderswithinaselectedrangeandpurchaseordersnotfallingwithintherangeareexcluded
fromthereport.FormoreinformationaboutfilteringinThe FinancialEdge,seetheProgramBasicsGuide.
specifyfilters.
specificfilters.
224 C H A P T E R

Format Tab
provided.
Note:TheheadingdefaultstoPurchaseOrderHistoryReportintheTitlefield.Youcanleavethisasthetitle
withthereport.
226 C H A P T E R
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbythepurchaseorderdatein
ascendingorder.
228 C H A P T E R

forthereport.

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230 C H A P T E R
Purchase Order Register

ThePurchaseOrderRegistersummarizesthedetailitemsfoundinthePurchaseOrderDetailReport.Thisreport
presentstotalpurchaseorderinformationinconjunctionwithstatus,terms,andbuyerinformation.Information
ispresentedinalistformatinwhichyouspecifypurchaseordercriteriaanddateranges.ThePurchaseOrder
Registerpresentsalltotalsintermsoftransactiontotalsanddoesnotconsideroutstandingbalances.
ThePurchaseOrderRegisterhasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
General Tab
results.
Purchase Order date. InthePurchaseorderdatefield,selectadaterangeforpurchaseorderstoincludein

thereport.
Filters Tab
Buyers,andPurchaseOrderAttributes.Forexample,youcanincludepurchaseorderswithinaselectedrangeand
purchaseordersnotfallingwithintherangeareexcludedfromthereport.Formoreinformationaboutfilteringin
specifyfilters.
specificfilters.
232 C H A P T E R

Format Tab
provided.
Note:TheheadingdefaultstoPurchaseOrderRegisterintheTitlefield.Youcanleavethisasthetitleforthe
withthereport.
234 C H A P T E R
236 C H A P T E R

forthereport.

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238 C H A P T E R
Receipt Report
TheReceiptReportpresentsextendedcostinformationversusactualcostinformationforlineitemsreceived.
Thisisanactivitybasedreportandcomparesthelineitemextendedcosttothereceiptamountforeachlineitem
receiptedinAccountsPayable.
TheReceiptReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.To
General Tab
results.

Receipt date. IntheReceiptdatefield,selectadaterangeforreceiptstoincludeinthereport.
Include only receipts that have no associated invoices. Markthischeckboxtoincludeonlyreceiptswith
noassociatedinvoices.
Show receipt line item information. Markthischeckboxtoshowthelineiteminformationforeachreceipt
onthereport.
Show requisition deliver to information sorted by [ ] ordered by [ ]. Markthisboxtoshowthedeliver
toinformation.YoucansortbyDateNeeded,SubmittedOn,orDeliverTo.Youcanthenordertherequisitions
inascendingordescendingorder.
Print serial numbers. Markthischeckboxtoprintserialnumbersonthereport.
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Vendors,Receipts,Purchase
Orders,Invoices,andReceiptTypes.Forexample,youcanincludepurchaseorderswithinaselectedrangeand
purchaseordersnotfallingwithintherangeareexcludedfromthereport.Formoreinformationaboutfilteringin
specifyfilters.
240 C H A P T E R
Include. IntheIncludecolumn,ifyouchooseSelected,theSelected<Filter>screenappearsforyouto
designatespecificfilters.

Format Tab
provided.
Note:TheheadingdefaultstoReceiptReportintheTitlefield.Youcanleavethisasthetitleforthereportor
enteryourown.
withthereport.
242 C H A P T E R
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytheentirereceiptnumberin
ascendingorder.
244 C H A P T E R

forthereport.

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246 C H A P T E R
Requisition Detail Report

TheRequisitionDetailReportlistssubordinatelineitemdetailforspecifiedrequisitionsandperiodsoftime.All
totalsarepresentedintermsoftransactiontotalsanddonotincludeoutstandingbalances.
TheRequisitionDetailReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
General Tab
Submitted on. IntheSubmittedonfield,specifyadateforrequisitionstoinclude.

isincludeduptotheenddate.IftheEnddatefieldisblank,allactivityfromthestartdateforwardisincluded.
Ifbothfieldsareblank,allactivityisincluded.
Include line items with a total amount between [ ] and [ ]. Toonlyincludelineitemswithacertaintotal
amount,markIncludelineitemswithatotalamountbetween.
Ifthefirstfieldisblank,allamountsareincludeduptotheamountinthesecondfield.Ifthesecondfieldis
blank,allamountsgreaterthantheamountinthefirstfieldareincluded.Ifbothfieldsareblank,allamounts
areincluded.
Show line item detail. MarkShowlineitemdetailtoshowthelineitemsthatcomposeapurchaseorder.
Create an output query of requisitions. IfyoumarkCreateanoutputqueryofrequisitions,theprogram
createsaqueryofrequisitionsincludedinthereport.YoucanusethequerylaterinotherareasofAccounts
Payable.
Report Orientation. SelectPortraitforthereporttoappearverticallyorLandscapeforthereporttoappear
horizontally.
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Requisitions,Vendors,
Departments,andProducts.Forexample,youcanincluderequisitionswithinaselectedrangeandrequisitions
notfallingwithintherangeareexcludedfromthereport.FormoreinformationaboutfilteringinThe Financial
Edge,seetheProgramBasicsGuide.
specifyfilters.
specificfilters.
248 C H A P T E R

Format Tab
provided.
andsubtitleappearatthetopofthereport.Youcanselecttheheadingalignmentandifyourorganization's
nameappearsintheheader.
Youcanincludeotheroptionsintheheader,suchasthepagenumberandthedate.MarkPrintreport
headingsoneachpagetoincludetheheaderoneverypageofthereport.
Criteria. UseCriteriatohelpyourememberthecriteriayouusedtocreatethereport.MarkPrintthesecriteria
onandselectaseparatepageorthefirstpage.Markthecheckboxesforthecriteriayouwanttoshow.
250 C H A P T E R
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytherequisitionnumberin
ascendingorder.
andafterthebreak.IfyoumarkPrintcountperRequisitionNumberorPrintcountaspercentageoftotalfor
theselectedsortfield,thenumberorpercentageforeachselectedsortoptionappearsinthefooter.Ifyou
markPagebreakoneachnewRequisitionNumber,anewpagestartsforthehighestlevelbreak.
Page Footer. UsePageFootertocreateafootertoappearatthebottomofeachpageofthereport.Youcan
enteramaximumof254charactersintheTextfieldtoprintasthepagefooter.Youcanselectthealignmentof
thefooterandtoincludeotheroptions,suchasthepagenumberanddate.
Report Footer. UseReportFootertocreateafootertoappearatthebottomofthelastpageofthereport.You

canenteramaximumof254charactersintheTextfieldtoshowasthereportfooter.IntheAlignfield,select
thealignmentofthefooter.
252 C H A P T E R
Requisition List
TheRequisitionListpresentsalistofallrequisitionsforaspecifieddaterange.
TheRequisitionListhasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.To
General Tab

Include line items with a total amount between [ ] and [ ]. Toonlyincludelineitemswithacertaintotal
amount,markIncludelineitemswithatotalamountbetween.
areincluded.
createaqueryofrequisitionsincludedinthereport.YoucanusethequerylaterinotherareasofAccounts
Payable.
Report Orientation. SelectPortraitforthereporttoappearverticallyorLandscapeforthereporttoappear
horizontally.
254 C H A P T E R
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Requisitions,Departments,
andRequisitionAttributes.Forexample,youcanincluderequisitionswithinaselectedrangeandrequisitionsnot
fallingwithintherangeareexcludedfromthereport.FormoreinformationaboutfilteringinThe FinancialEdge,
seetheProgramBasicsGuide.
specifyfilters.
specificfilters.

Format Tab
provided.
yourorganizationsnametoappearintheheader.
256 C H A P T E R
onandselectaseparatepageorthefirstpage.Yourselectionsprintinthecriteriasectionofthereport.
Sort/Break. UseSort/Breaktoselecttheorderinformationappearsonthereport.WhenyouselectSort/Break
ontheFormattab,agriddisplaysthecategoriesyoucansortinthereport.Selectasortingcategoryinthe
SortbycolumnandselectAscendingorDescendingintheOrderbycolumn.
ascendingorder.
IfyoumarkPagebreakoneachnewRequisitionNumber,anewpagestartsforthehighestlevelbreak.

enteramaximumof254charactersintheTextfieldtoprintasthepagefooter.Youcanselectthealignment
ofthefooterandtoincludeotheroptions,suchasthepagenumberanddate.
258 C H A P T E R
Report Footer. UseReportFooterenteramaximumof254charactersintheTextfieldandselectthefooter
alignment.Thereportfooterappearsattheendofthereport.
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Requisition Profile Report

TheRequisitionProfileReportpresentsbiographicalandsummaryinformationforspecifiedrequisitionsand
subordinatelineitemdetailforaspecifiedperiodoftime.Youcanselecttoincludedistributioninformationfor
eachrequisitionlineiteminthereport.Alltotalsarepresentedintermsoftransactiontotalsanddonotinclude
outstandingbalances.
TheRequisitionProfileReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
260 C H A P T E R
General Tab
Include these report sections. Youselectthesectionstoappearonthereport.Eachrequisitionwillappear

withasectionthatlistsinformationfromtheGeneraltaboftherequisitionrecord.MarkLineItemDetail,
Historyofchanges,andAttributestoincludethesesections.Ifasectiondoesnotexistforarequisition,it
doesnotshowonthereporteveniftheitemismarked.Forexample,ifarequisitiondoesnothavean
attribute,theAttributessectiondoesnotappearforthatrequisition.
Date needed. IntheDateNeededfield,specifyadateforrequisitionstoinclude.Thisdatepullsfromthe
Neededbyfieldonarequisitionrecord.
requisitionswithaneededdateinthefuture,isincluded.Ifbothfieldsareblank,allactivityisincluded.
Include requisitions with a total between [ ] and [ ]. Toonlyincludelineitemswithacertaintotalamount,
markIncludelineitemswithatotalamountbetween.
areincluded.
createsaqueryofrequisitionsincludedinthereport.YoucanusethequerylaterinotherareasofAccounts
Payable.
horizontally.
Filters Tab
OntheFilterstab,youcanincludeinformationbasedonselectedcriteriaincluding:Requisitions,Departments,
andRequisitionAttributes.Forexample,youcanincluderequisitionswithinaselectedrangeandrequisitionsnot
fallingwithintherangeareexcludedfromthereport.FormoreinformationaboutfilteringinThe FinancialEdge,
seetheProgramBasicsGuide.
specifyfilters.
specificfilters.
262 C H A P T E R

Format Tab
provided.
andsubtitleappearatthetopofthereport.Youcanselecttheheadingalignmentandifyourorganization's
nameappearsintheheader.
Youcanincludeotheroptionsintheheader,suchasthepagenumberandthedate.MarkPrintreport
headingsoneachpagetoincludetheheaderoneverypageofthereport.
onandselectaseparatepageorthefirstpage.Yourselectionsprintinthecriteriasectionofthereport.
264 C H A P T E R
Detail. UseDetailtoselecttheamountofinformationthatappearsforrequisitionsandthesubordinateline
items.
MarkShowhistoryofchangesforlineitemstoshowthechangesmadetolineitemsonarequisition.Mark
Shownotesforlineitemstoshowthenotefromtherequisitionlineitem.
Toseethedistributionofalineitem,markShowdistributionforthesecharacteristicsandchoosethe
characteristicstoappear.Thiswillcreateanadditionallineonthereportforthecharacteristicswiththe
correspondingdebitandcreditamount.
Sort/Break. UseSort/Breaktoselecttheorderinformationappearsonthereport.WhenyouselectSort/Break
ontheFormattab,agriddisplaysthecategoriesyoucansortinthereport.Selectasortingcategoryinthe
SortbycolumnandselectAscendingorDescendingintheOrderbycolumn.
ascendingorder.
IfyoumarkPagebreakoneachnewRequisitionNumber,anewpagestartsforthehighestlevelbreak.

enteramaximumof254charactersintheTextfieldtoprintasthepagefooter.Youcanselectthealignment
ofthefooterandtoincludeotheroptions,suchasthepagenumberanddate.
266 C H A P T E R
Report Footer. UseReportFootertocreateafootertoappearatthebottomofthelastpageofthereport.You
canenteramaximumof254charactersintheTextfieldtoshowasthereportfooter.IntheAlignfield,select
thealignmentofthefooter.
Miscellaneous. UseMiscellaneoustospecifythefontsizeandhowthenumberstoappearonthereport.
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268 C H A P T E R
chapter 6
Reconciliation Reports
AccountDistributionReport ................................................................. 270
GeneralTab..................................................................................271
FiltersTab...................................................................................271
FormatTab ..................................................................................272
OpenInvoiceReport ........................................................................ 280
GeneralTab..................................................................................280
FormatTab ..................................................................................281
270 C H A P T E R
PurchaseOrderReports,ReconciliationReports,andVendorReports.ThischapterdiscussesReconciliation
Reports.Forinformationaboutotherreportcategories,seethechapterforthatcategory.
Note:Werecommendyoureconcileyoursubsidiaryledgertransactionsmonthly.
AccountsPayableReconciliationReportsaredesignedtohelpyoureconcileyouraccountspayablesubledger
transactionswithyourgeneralledger.Thesereportshavepredefineddefaultstohelpyouidentifythe
transactionsthatarepartofyoursubledgerbalance.Sometransactionsmaypreventthesereportsfrom
balancingtoyourgeneralledger.Youcanusethesereportstodetermineiftransactionshavepostedproperly,
andwhichsubsidiaryledgertransactionsarecausingadifferenceinyourgeneralledgerbalance.
TheAccountsPayableReconciliationReports(AccountDistributionReportOpenInvoiceReport)aresimilarto
theinvoicereportswiththesamenames,howeverthereconciliationreportshavepredefineddefaultstohelp
youidentifythetransactionsthatarepartofyoursubledgerbalance.
Note:Formoredetailedinformationaboutreconcilingsubsidiaryledgertransactions,pleaseseethe
SubsidiaryReconciliationGuide.
FortheReconciliationReportscategory,youcancreatethesereports:
OpenInvoiceReport
Account Distribution Report

Note:Thisreportisdesignedtohelpyouwithyourreconciliationprocess.However,ifyouneedadditional
dateandfilteringoptionsforthisreport,seeAccountDistributionReportonpage 59.
TheAccountDistributionReportforreconciliationissimilartotheinvoicereportwiththesamename,however
thisreporthaspredefineddefaultstohelpyouidentifythetransactionsthatarepartofyoursubledgeractivity.
TheAccountDistributionReportprovidesdistributiondetailsfortransactionscontainedinorproducedby
AccountsPayable.Thedetailreportlistsalltransactionsandassociateddebitsandcreditsbyaccountnumber.
Thesummaryreportshowsthetotaldebitsandcreditsassociatedwitheachaccount.Adjustmenttransactions
areincludedtofurtherfacilitatethereconciliationprocess.
ThemajoruseofthisreportistohelpreconcileAccountsPayablewiththegeneralledger.Theeffectsof
AccountsPayabletransactionsonthegeneralledgerareillustratedbythereport,whichpromotesreconciliation
ofthesystem.
TheAccountDistributionReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
R E C O N C I L I A T I O N R E P O R T S 27
General Tab
Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.Thedetailreport

listsalltransactionsandassociateddebitsandcreditsbyaccountnumberindetail.Thesummaryreport
showsthetotaldebitsandcreditsassociatedwitheachaccountinsummary.Thedetailaccountformatcan
bemoreusefulthanthesummaryaccountformatforlocatingdifferences.
Include transactions with these dates. Specifyastartdateandanenddateforthepostedtransactionsyou
wanttoincludeinthereport.IftheStartdatefieldisblank,allactivityisincludeduptotheenddate.Ifthe
Enddatefieldisblank,allactivityfromthestartdateuntilpresentisincluded.Ifbothfieldsareblank,all
activityisincluded.
Report orientation. Ifyoucreatethereportinsummaryformat,youcanselectPortraitorLandscape.Ifyou
createthereportindetailformat,thereportprintsinLandscape.
Filters Tab
272 C H A P T E R
Open. YoucanclickthisbuttontoaccesstheSelectedAccountsscreenonwhichyouselectspecificaccountsto
includeinthereport.
Clear All Filters. Clickthisbuttontoremoveallpreviouslyselectedaccountsfromthereport.
Filters column. Thiscolumnliststheavailablefiltersforthisreport.Youcannoteditthiscolumn.
Include column. IntheIncludecolumn,selectAllorSelected.IfyouchooseSelected,theSelected
Accountsscreenopensforyoutodesignatespecificaccounts.
Selected Filters column. Afteryouselectspecificaccounts,theyappearintheSelectedFilterscolumn.
IfyouclickOpenorchooseSelectedintheIncludecolumn,theSelectedAccountsscreenappearswith
additionalfieldsandoptionsspecifictothefilter.
Include. Youcanincludeaselectedaccount,arangeofaccounts,orapreviouslycreatedqueryofaccounts.
Dependingonyourselection,differentcolumnoptionsappearinthegrid.
Format Tab
provided.
subtitleappearatthetopofthereport.Youcanselecthowyouwanttheheadingalignedandifyour
organization'snameappearsintheheader.
Note:TheheadingdefaultstoAccountDistributionReportintheTitlefield.Youcanleavethisasthetitlefor
Youcanincludeotheroptionsintheheader,suchaspagenumberandthedate.Youcanalsoselecttoinclude
theheaderoneverypageofthereport.
withthereport.
274 C H A P T E R
characteristicsasacolumninthemainreportbody.Thecharacteristicappearsinaseparatecolumninthe
report.
276 C H A P T E R
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytheAccountNumberin
ascendingorder.
Youcanalsocreatebreaksbetweensortedsections.IntheTextbeforevalueandTextaftervaluefields,you
canenterupto30charactersineachfieldforinformationyouwanttoprintdirectlybeforeandafterthe
break.IfyoumarkPrintcountper[ ]orPrintcountaspercentageoftotalfortheselectedsortfield,the
new[ ],anewpagestartsforthehighestlevelbreak.
278 C H A P T E R

Miscellaneous. Youcanselectpagenumberappearanceandfontsizeforthereport.

280 C H A P T E R
Open Invoice Report

Note:Thisreportisdesignedtohelpyouwithyourreconciliationprocess.However,ifyouneedadditional
dateandfilteringoptionsforthisreport,seeOpenInvoiceReportonpage 122.
TheOpenInvoiceReportforreconciliationissimilartotheinvoicereportwiththesamename,howeverthis
reporthaspredefineddefaultstohelpyouidentifythetransactionsthatarepartofyoursubledgerbalance.
TheOpenInvoiceReportlistsallunpaidinvoicesandunappliedcreditmemosforaspecifieddaterange.Youcan
reconcilethevalueofopeninvoiceslistedonthisreporttoyourgeneralledgeraccountspayablesummary
account.
YoucanrunthisreportweeklyormonthlytodeterminetheoutstandinginvoicesandcreditmemosinAccounts
Payable.Youcanalsouseittodetermineoutstandingitemsforaparticularvendororgroupofvendors.
TheOpenInvoiceReporthastwotabsonwhichyousetparameters:GeneraltabandFormattab.Tomove
amongthetabsinareport,useNextandBackatthebottomofthescreenorselectthetabitself.Onthesetabs
youspecifytherecordstoincludeinthereportandhowthereportshouldlook.Formoreinformationabout
General Tab
OntheGeneraltab,yousetparametersspecifictotheopenreportandmakeselectionsaboutinformation
Show invoices open as of. IntheShowinvoicesopenasoffield,enteraspecificdateintheDatefield.When

enteringthethisdate,includeinvoicesorcreditmemospostedthroughyourreconciliationdate,regardlessof
transactiondate.
Create an output query of. Ifyoumarkthisoption,thesystemcreatesaqueryofrecordsyouselecttoinclude
inthereport.Thisqueryisavailableforuseinotherareasoftheprogram.
Format Tab
OntheFormattab,youspecifyappearancesettingsforthereport.Adescriptionofeachformattingoptionis
provided.
Note:TheheadingdefaultstoOpenInvoiceReportintheTitlefield.Youcanleavethisasthetitleforthe
Youcanincludeotheroptionsintheheader,suchaspagenumberanddate.Youcanalsoselecttoincludethe
withthereport.
282 C H A P T E R
order.
Youcanalsocreatebreaksbetweensortedsections.IntheTextbeforevalueandTextaftervaluefields,you
canenterupto30charactersineachfieldforinformationyouwanttoprintdirectlybeforeandafterthe
break.IfyoumarkPrintcountper[ ]orPrintcountaspercentageoftotalfortheselectedsortfield,the
new[ ],anewpagestartsforthehighestlevelbreak.
284 C H A P T E R


286 C H A P T E R
chapter 7
Vendor Reports
1099ActivityReport ....................................................................... 288
GeneralTab..................................................................................289
FiltersTab....................................................................................290
FormatTab...................................................................................290
CashDisbursementJournals ................................................................. 295
GeneralTab..................................................................................296
FiltersTab....................................................................................297
FormatTab...................................................................................299
VendorActivityReport ..................................................................... 305
GeneralTab..................................................................................305
FiltersTab....................................................................................306
FormatTab...................................................................................308
VendorProfileReport...................................................................... 314
GeneralTab..................................................................................314
FiltersTab....................................................................................315
FormatTab...................................................................................317
VendorYeartoDateAnalysis................................................................ 322
GeneralTab..................................................................................322
FiltersTab....................................................................................323
FormatTab...................................................................................325
288 C H A P T E R
PurchaseOrderReports,andVendorReports.ThischapterdiscussesVendorReports.Forinformationabout
otherreportcategories,seethechapterforthatcategory.
hereprovidesyouwithbasicinformationaboutvendorreportsinAccountsPayable.Handsonexperienceis
thebestwaytolearn,soweencourageyoutotryvariousoptionswithyoursampledatabase.
TheVendorReportscategorycontainsreportswithinformationfromthevendorrecord,suchas1099activity,
vendoractivity,andsummaryinformationaboutthevendor.Youcanalsoreportonalltransactionsovera
specifiedperiodoftime.
FortheVendorReportscategory,youcancreatethesereports:
1099ActivityReport
CashDisbursementJournals
VendorActivityReport
VendorProfileReport
VendorYeartoDateAnalysis
1099 Activity Report

Thisactivitybasedreportprovidessummaryinformationofpaymentsmadeagainstinvoiceswithassigned1099
boxes.Theinformationissummarizedbyindividualboxandbyvendoroveraspecifieddurationoftime.
Youcanfilterthisreportinseveralways.OntheGeneraltab,youcanincludevendorswhoarenotmarkedas
1099vendorsbutwhohave1099activity,andyoucanchoosewhethertoincludevendorswith1099activity
belowtheminimumreportingrequirementsetbytheInternalRevenueService.TheFilterstabprovides
additionalcriteriabywhichyoucanfilterthereport.
IfyouselecttoIncludestatedetailontheDetailoptionoftheFormattab,asubsectionappearsonthereportfor
eachvendor.Inthisstatedetailsection,each1099boxnumberthatcontainsavalueislisted,alongwiththestate
breakdownforthatboxnumber.
The1099ActivityReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.To
V E N D O R R E P O R T S 28
General Tab
OntheGeneraltab,yousetparametersspecifictothereportyouhaveopenandyouselectwhichinformationto
includeinthereport.
Calculate 1099 activity for these dates. IntheDatefield,selectthetimeperiodof1099activitytoinclude.

Ifyouselect<Specificrange>,youcanspecifyastartdateandanenddate.IftheStartdatefieldisblank,all
activityisincludeduptotheenddate.IftheEnddatefieldisblank,allactivityfromthestartdateuntil
presentisincluded.Ifbothfieldsareblank,allactivityisincluded.
Include vendors with 1099 activity that are not marked as 1099 vendors. Markthischeckboxto
includeall1099activity,regardlessofthe1099statusofthevendor.
Include vendors with activity below 1099 box minimums. Toincludeall1099activity,regardlessof
amount,markthischeckbox.Toexclude1099activitythatfallsbelowtheminimumrequiredforreportingto
theIRS,unmarkthischeckbox.
Include vendors with zero activity. Toincludevendorswhohavenoactivityduringthespecifieddaterange,
markthisoption.Toexcludevendorswithzeroactivity,unmarkthecheckbox.
Create an output query of vendors. Ifyoumarkthisoption,thesystemcreatesaqueryofthevendors
includedinthereport.Thisqueryisavailableforuseinotherareasoftheprogram.
horizontally.
290 C H A P T E R
Filters Tab
OntheFilterstab,youcanfiltertheinformationappearinginthereportbyvendorandattributes.Formore
Open. Onceyouhighlightafilterinthegrid,clickthisbuttontoopenthescreenandspecificallyselectthefilter.
Include column. ChooseSelectedintheIncludecolumnnexttothefilteryouwant.TheSelected<Filter>
Format Tab
provided.
Note:Theheadingdefaultsto1099ActivityReportintheTitlefield.Youcanleavethisasthetitleforthe
subtitleappearatthetopofthereport.Youcanselecthowtoaligntheheadingandifyouwantyour
organizationsnametoappearintheheader.
withthereport.
292 C H A P T E R
Detail. Ifyouchoosetoincludestatedetail,asubsectionappearsonthereportforeachvendor.Inthisstate
detailsection,each1099boxnumberthatcontainsavalueislisted,alongwiththestatebreakdownforthat
boxnumber.
tosortinascendingordescendingorder.

294 C H A P T E R
Report Footer. Youcanenteramaximumof254charactersinthereportfooterandselecthowtoalignthetext.
Thereportfooterappearsattheendofthereport.
Miscellaneous. Youcanselecthownumbersappearonthereport.Also,youcanselectthefontsizeusedinthe
report.
black.
Cash Disbursement Journals

Thisreportpresentsallpayments,includingadjustmentsandfees,generatedfromthebankaccount(s).Itreports
onalloutflowsofcashforaspecifiedperiodoftime.Transactionsmaybepresentedinasummaryformatorwith
distributiondetails.
TheCashDisbursementsJournalhasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormat
296 C H A P T E R
General Tab
includeinthereport.
Payment date. InthePaymentdatefield,selectthedate(s)ofpaymentstoincludeinthereport.Ifyouselect

<Specificrange>,youcanspecifyastartdateandanenddate.IftheStartdatefieldisblank,allactivityis
Post date. Toincludeallpaymentpostingdates,selectIncludealldates.Tofilterthepostingdates,selecta
range.Ifyouselect<Specificrange>,youcanspecifyastartdateandanenddate.IftheStartdatefieldis
blank,allactivityisincludeduptotheenddate.IftheEnddatefieldisblank,allactivityfromthestartdate
untilpresentisincluded.Ifbothfieldsareblank,allactivityisincluded.
IfavaluewasnotspecifiedforthepaymentspostdateandthepaymentspoststatuswasmarkedasDoNot
Post,thattransactionisexcludedfromthereport.
Show invoice detail for each payment. Toincludeaninvoicedetailsubsectionforeachpayment,markthis
checkbox.
Show account summary. Toincludetheaccountsummaryattheendofthereport,markthischeckbox.
Show voided payments. Toincludepaymentsthatwerepostedandvoided,markthischeckbox.
Create an output query of payments. Ifyoumarkthisoption,theprogramcreatesaqueryofpayments
includedinthereport.ThisqueryisavailableforuseinotherareasofAccountsPayable.
Report orientation: Landscape. Thisreportalwaysprintsinahorizontalformat.
Filters Tab
OntheFilterstab,youcanfiltertheinformationappearinginthereportbybank,transactiontype,poststatuses,
vendors,andpaymentstatuses.FormoreinformationaboutfilteringinThe FinancialEdge,seetheProgram
BasicsGuide.
298 C H A P T E R
Selected Filters screen
IfyouclickOpenorchooseSelectedintheIncludecolumn,twotypesofSelected<Filter>screenscanappear
withadditionalfieldsandoptions.Forexample,theSelectedVendorsscreenincludesseveraloptions.
Note:YoucanclickthebinocularsintheQuerynamefieldtosearchforaquery.Ifyoucannotfindthequery
youneed,youcancreateanewquerybyclickingAddaNewQueryatthetopoftheOpenQueryscreen.
Filters grid. IfyouselectInclude:SelectedorRange,agridappearsinwhichyoucanspecifyindividualfilters.
Enterinformationinthefieldsontheright.Clickthebinocularsbuttontosearchforinformation.Fieldsonthe
leftcannotbeeditedandarefilledwithtextbasedonyourselections.
Query name. ThisfieldappearsifyouselectInclude:Query.Enterthenameofthequerybywhichtofilterthe
report,orclickthebinocularsbuttontosearchforthequeryname.
Previous Filter. ItvieworeditthepreviousfilterwithoutreturningtotheFilterstab,clickthisbutton.
IfyouselectafiltersuchasTransactionTypes,severaloptionsappear.
Include option. Toincludeaselectedfilter,markSelected.

Find. Tosearchquicklyforaparticularitem,enterfullorpartialtextintheFindfield.Thefirstmatchingtextin
thefilterboxbelowtheFindfieldappearshighlighted.
Filter box. Theleftboxcontainsalltheavailablefilters.Toselectafilter,highlightitandclicktherightarrow
buttontomoveittotheIncludebox.
Include these [ ]. Thisboxcontainsthefiltersyouhaveselectedtoincludeinthereport.
Format Tab
provided.
Note:TheheadingdefaultstoCashDisbursementJournalsintheTitlefield.Youcanleavethisasthetitlefor
300 C H A P T E R
withthereport.
IfyoumakenoselectionsintheSortbycolumninthegrid,theprogramsortsbytransactiondateinascending
order.
302 C H A P T E R

304 C H A P T E R

black.
Vendor Activity Report

TheVendorActivityReportpresentsregulartransactionsgeneratedinAccountsPayableoveraspecifiedperiod
oftime.Eachvendorisshownwithabeginningbalanceasofthefirstdateinthespecifieddaterangeandwitha
summaryendingbalanceasofthelastdateinthespecifieddaterange.
BecausetheVendorActivityReportusesvendorbalances,thisreporttiesdirectlytotheOpenInvoiceReportand
AgedAccountsPayableReport.Thetotalvendorbalanceshouldequalthesumofallopeninvoices.
TheVendorActivityReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.
General Tab
includeinthereport.
Transaction date. IntheTransactiondatefield,selectthetimeperiodonwhichyouwanttoreport.Ifyou

select<Specificrange>,youcanspecifyastartdateandanenddate.IftheStartdatefieldisblank,allactivity
isincludeduptotheenddate.IftheEnddatefieldisblank,allactivityfromthestartdateuntilpresentis
Thisfilterdoesnotaffectpaymentsandappliedcreditmemos.Allpaymentsandcreditmemosareshownfor
everyincludedinvoice.Thisdoesfilterunappliedcreditmemoshowever.
Post date. InthePostDatefield,selectthepostingperiodonwhichyouwanttoreport.Ifyouselect<Specific
range>,youcanspecifyastartdateandanenddate.IftheStartdatefieldisblank,allactivityisincludedup
totheenddate.IftheEnddatefieldisblank,allactivityfromthestartdateuntilpresentisincluded.Ifboth
fieldsareblank,allactivityisincluded.
306 C H A P T E R
Show unapplied balances for credit memos. Markthisoptionifyouwanttoincludeunappliedcredit
memoamountsinthereportasseparatetransactions.Whetheryoumarkthisoptionornot,creditmemo
applicationswillalwaysbeshownforallincludedinvoices.
Include vendors with no activity in the specified range. Ifyoumarkthisoption,vendorswithout
transactionsduringthespecifieddaterangeareincludedinthereport.
Create an output query of [ ]. Ifyoumarkthisoption,thesystemcreatesaqueryincludingalloftheselected
recordincludedinthereport.Youcanselecttocreateaqueryofvendors,invoices,orcreditmemos.
Report orientation: Landscape. Thisreportalwaysprintsinahorizontalformat.
Filters Tab
OntheFilterstab,youcanfiltertheinformationappearinginthereportbyvendors,poststatuses,invoices,credit
memos,vendorattributes,invoiceattributes,andcreditmemoattributes.Formoreinformationaboutfilteringin
Selected Filters screens
Filters grid. IfyouselectInclude:SelectedorRange,agridappearsinwhichyoucanspecifyindividualfilters.
Enterinformationinthefieldsontheleft.Clickthebinocularsbuttontosearchforinformation.Description
Query name. ThisfieldappearsifyouselectInclude:Query.Enterthenameofthequerybywhichyouwantto
filterthereport,orclickthebinocularsbuttontosearchforthequeryname.
Previous Filter. IfyouwanttovieworeditthepreviousfilterwithoutreturningtotheFilterstab,clickthis
button.
Next Filter. IfyouwanttovieworeditthenextfilterwithoutreturningtotheFilterstab,clickthisbutton.
308 C H A P T E R
IfyouselectafiltersuchasPostStatuses,severaloptionsappear.
Include option. Toincludeaselectedfilter,markSelected.

Find. Tosearchquicklyforaparticularitem,youcanenterfullorpartialtextintheFindfield.Thefirstmatching
textinthefilterboxbelowtheFindfieldappearshighlighted.
Filter box. Theleftboxcontainsalltheavailablefilters.Toselectafilter,highlightitandclicktherightarrow
buttontomoveittotheIncludebox.
Include these [ ]. Thisboxcontainsthefiltersyouhaveselectedtoincludeinthereport.
Format Tab
provided.
Note:TheheadingdefaultstoVendorActivityReportintheTitlefield.Youcanleavethisasthetitleforthe
withthereport.
310 C H A P T E R
order.
312 C H A P T E R


black.
314 C H A P T E R
Vendor Profile Report

TheVendorProfilereportsbiographicalandsummarytransactionalinformationforanyvendororcollectionof
vendorsinyourAccountsPayabledatabase.
TheVendorProfileReporthasthreetabsonwhichyousetparameters:Generaltab,Filterstab,andFormattab.
General Tab
includeinthereport.
Include the following vendor information. Inthisbox,marktheinformationyouwanttoappearinthe

report.Summaryinformationincludessuchinformationasthevendorsprioryeartotalinvoiceactivity,last
transactiondates,andspecificyeartodatebalances.Eachoptionthatyoumarkcorrespondstoasectionon
thevendorrecordthatwillbeprintedonthereport.
Show ending balance as of this date. Toshowthevendorsbalanceamount,markthisoption.IntheAsof
datefield,selectTodayor<specificdate>tospecifythedateforreportingendingbalance.Ifyouselect
<specificdate>,intheDatefield,enterthedateforwhichyouwantanendingbalance.
Create an output query of vendors. Ifyoumarkthisoption,theprogramcreatesaqueryofvendors
horizontally.
Filters Tab
OntheFilterstabofvendorreports,youcanfiltertheinformationappearinginthereportbyvendorsand
attributes.FormoreinformationaboutfilteringinThe FinancialEdge,seetheProgramBasicsGuide.
316 C H A P T E R
Filters grid. IfyouselectIncludeSelectedorRange,agridappearsinwhichyoucanspecifyindividualfilters.
Enterinformationinthefieldsontheleft.Clickthebinocularsbuttontosearchforinformation.Fieldsonthe
rightgenerallycannotbeeditedandarefilledwithtextbasedonyourselections.
Query name. ThisfieldappearsifyouselectIncludeQuery.Enterthenameofthequerybywhichyouwantto
button.
IfyouselectafiltersuchasVendorAttributes,severaloptionsappear.
Include. Youcanincludeaselectedattributeorarangeofattributes.Dependingonyourselection,different
columnoptionsappearinthefiltersgrid.
Action column. Inthiscolumn,youmustselecttoIncludeorExcludeaspecificattributeorrangeof
attributes.
Attribute type column. Selectthetypeofattributeonwhichyouwanttofilterthevendorprofilereport.
Value column(s). Dependingonyourselectiontoincludeaselectedorrangeofattributes,youmayhavea
singleValuecolumnorFromValueandToValuecolumns.Selecttheattributevaluesyouwanttoincludeor
exclude.
Format Tab
provided.
Note:TheheadingdefaultstoVendorProfileReportintheTitlefield.Youcanleavethisasthetitleforthe
318 C H A P T E R
withthereport.
Detail. YoucanchoosetoshowdetailbydistributionforAccountID,AccountDescription,Class,andany
definedtransactioncodes.IfyouhavetheoptionalmoduleProjectsandGrantsinstalled,youcanshow
distributionforProjectIDandProjectDescription.
320 C H A P T E R
tosortinascendingordescendingorder.

322 C H A P T E R
Vendor Year-to-Date Analysis

TheVendorYeartoDateAnalysisreportsonallpurchases,payments,creditmemos,anddiscountsinsummary
byvendor.Theyeartodateanalysisisconductedforthecalendaryear,beginninginJanuary,notthefiscalyear.
YoucanestablishtheenddatefortheanalysisontheGeneraltabofthereportparameterscreen.
TheVendorYeartoDateAnalysishasthreetabsonwhichyousetparameters:Generaltab,Filterstab,and
General Tab
includeinthereport.
Calculate vendor year-to-date totals as of. Thereportincludesvendoractivityfromthebeginningofthe

calendaryeartothedateyouspecifyinthisfield.YoucanspecifythecurrentdatebyselectingTodayoryou
canspecifyanearlierdatebyselecting<specificdate>.Ifyouselect<specificdate>,youmustenteradate
intheDatefield.
Include vendors with no activity in this date range. Markthischeckboxtoincludevendorswithno
activityforthespecifiedtimeperiodinthereport.
Create an output query of vendors. Ifyoumarkthisoption,theprogramcreatesaqueryofvendors
horizontally.
Filters Tab
OntheFilterstabofvendorreports,youcanfiltertheinformationappearinginthereportbyvendorand
attributes.FormoreinformationaboutfilteringinThe FinancialEdge,seetheProgramBasicsGuide.
324 C H A P T E R
Filters grid. IfyouselectIncludeSelectedorRange,agridappearsinwhichyoucanspecifyindividualfilters.
Enterinformationinthefieldsontheleft.Clickthebinocularsbuttontosearchforinformation.Fieldsonthe
rightgenerallycannotbeeditedandarefilledwithtextbasedonyourselections.
Query name. ThisfieldappearsifyouselectIncludeQuery.Enterthenameofthequerybywhichyouwantto
button.
IfyouselectafiltersuchasVendorAttributes,severaloptionsappear.
Include. Youcanincludeaselectedattributeorarangeofattributes.Dependingonyourselection,different
columnoptionsappearinthefiltersgrid.
Action column. Inthiscolumn,youmustselecttoIncludeorExcludeaspecificattributeorrangeof
attributes.
Attribute type column. Selectthetypeofattributeonwhichyouwanttofilterthevendorprofilereport.
Value column(s). Dependingonyourselectiontoincludeaselectedorrangeofattributes,youmayhavea
singleValuecolumnorFromValueandToValuecolumns.Selecttheattributevaluesyouwanttoincludeor
exclude.
Format Tab
provided.
Note:TheheadingdefaultstoVendorYeartoDateAnalysisReportintheTitlefield.Youcanleavethisasthe
titleforthereportorenteryourown.
326 C H A P T E R
withthereport.
order.
328 C H A P T E R

330 C H A P T E R

black.
332 C H A P T E R
Index
Numerics
1099activityreport
overview 288
tabs
filters 290
format 290
general 289
A
accessing
reports 4
seealso,navigating
accountdistributionreport
overview 59, 270
tabs
filters 61, 271
format 62, 272
general 60, 271
adding
reports 11
agedaccountspayablereport
overview 68
tabs
filters 70
format 71
general 68
anticipateddeliveriesreport
overview 157
tabs
filters 159
format 160
general 157
B
bankaccountreports
bankprofilereport 24
bankreconciliationreport 31
bankregisterreport 37
bankprofilereport
overview 24
tabs
filters 26
format 26
general 24
bankreconciliationreport
overview 31
tabs
format 33
general 31
bankregisterreport
filtersbutton 39
overview 37
tabs
format 41
general 37
blanketpurchaseordersreport
overview 166
tabs
filters 167
format 169
general 166
C
cashdisbursementjournal
overview 295
tabs
filters 297
format 299
general 296
cashrequirementsreport
overview 76
tabs
filters 78
format 79
general 77
creating,seeadding
creditmemoreport
overview 84
tabs
filters 85
format 86
general 84
Crystalreport,linkingwithanexportfile 50
customreport
creating 50
overview 50
E
email,sendingreports 20
334
encumbrancereport
overview 174
tabs
filters 175
format 177
general 174
export,editingforacustomreport 53
exporting
reports 18
F
filtersbutton,bankregisterreport 39
H
holdpaymentreport
overview 92
tabs
filters 93
format 94
general 92
I
invoiceexpenseallocationreport
overview 99
tabs
filters 100
format 101
general 99
invoicegenerationreport
overview 107
tabs
filters 108
format 109
general 107
invoicehistoryreport
overview 114
tabs
filters 115
format 116
general 114
invoicereports
accountdistribution 59, 270
agedaccountspayable 68
cashrequirements 76
creditmemo 84
holdpayment 92
invoiceexpenseallocation 99
invoicegeneration 107
invoicehistory 114
openinvoice 122, 280
projectdistribution 130
recurringinvoice 139
transactionregister 146
O
openinvoicereport
overview 122, 280
tabs
filters 124
format 125, 281
general 122, 280
openpurchaseordersreport
overview 183
tabs
filters 184
format 186
general 183
overdueshipmentsreport
overview 191
tabs
filters 192
format 193
general 191
P
previewingreports 17
printing
reports 17
productlistreport
overview 199
tabs
filters 200
format 201
general 199
productprofilereport
overview 206
tabs
filters 207
format 208
general 206
projectdistributionreport
overview 130
tabs
filters 132
format 133
general 131
purchaseorderdetailreport
overview 212
tabs
filters 214
format 215
general 212
purchaseorderhistoryreport
overview 222
tabs
filters 223
I N D E X 335
format 224
general 222
purchaseorderregister
overview 230
tabs
filters 231
format 232
general 230
purchaseorderreports
anticipateddeliveries 157
blanketpurchaseorders 166
encumbrance 174
openpurchaseorders 183
overdueshipments 191
productlist 199
productprofilereport 206
purchaseorderdetail 212
purchaseorderhistory 222
purchaseorderregister 230
receipt 238
R
receiptreport
overview 238
tabs
filters 239
format 241
general 238
recurringinvoicereport
overview 139
tabs
filters 140
format 141
general 139
report
accessing
categories 9
creating 11
exporting 18
overview 10
previewing 17
printing 17
sendingasemail 20
T
tab
filters 7
format 8
general 7
overview 6
transactionregister
overview 146
tabs
filters 148
format 149
general 147
V
vendoractivityreport
overview 305
tabs
filters 306
format 308
general 305
vendorprofile
overview 314
tabs
filters 315
format 317
general 314
vendorreports
1099activity 288
cashdisbursementjournals 295
vendoractivity 305
vendorprofile 314
vendoryeartodateanalysis 322
vendoryeartodateanalysis
overview 322
tabs
filters 323
format 325
general 322
336

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FinancialEdge

Reports Guide for Accounts Payable

PURCHASEORDERREPORTS ........................................... 155

VENDORREPORTS ................................................. 287

Format Tab. OntheFormattab,youdesignatetheformatofthereport.Yoursettingsonthistabdeterminethe

Sending Reports as Email

Bank Account Reports

Bank Profile Report

Include this information. Markthecheckboxesinthisboxtoselectbankinformationtoincludeinthereport.

Page Footer. Youcanenteramaximumof254charactersinthepagefooter.Youcanincludeotheroptions,such

Bank Reconciliation Report

Bank account. IntheBankaccountfield,selectthebankaccounttobeincludedinthereport.

Report Footer. Youcanenteramaximumof254charactersinthereportfooterandselecthowyouwanttext

Bank Register Report

Report format. IntheReportformatfield,selectDetailorSummary.

Transaction Status. ClickTransactionStatustoselectwhichbankregistertransactionstatusestoincludeinthe

Report Footer. Youcanenteramaximumof254charactersinthereportfooterandselecthowyouwanttext

Color Scheme. Youcanapplyacolorschemetothecolumnheadingandgroupheadingofthereport.When

Creating Custom Reports

Editing an Export for a Custom Report

Account Distribution Report

Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.

Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.MarkShowcombined

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

Aged Accounts Payable

Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.Detaillistseach

Page Footer. Youcanenteramaximumof255charactersinthepagefooter.Youcanincludeotheroptionsin

Cash Requirements Report

Show invoices open as of. IntheShowinvoicesopenasoffield,selectTodayor<specificdate>.Ifyouselect

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

Credit Memo Report

Credit memo date. IntheCreditmemodatefield,selectdatesforthecreditmemosyouwanttoincludeinthe

Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.MarkShowcombined

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

Hold Payment Report

Due date. IntheDuedatefield,selectduedatesforinvoicesyouwanttoincludeinthereport.

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

Invoice Expense Allocation Report

Invoice date. IntheInvoicedatefield,selectadaterangeforinvoicesyouwanttoincludeinthereport.

Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.MarkShowcombined

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

Invoice Generation Report

Invoice Date. IntheInvoicedatefield,selectadaterangeforinvoicesyouwanttoincludeinthereport.

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

Invoice date. IntheInvoicedatefield,selectadaterangeforinvoicesyouwanttoincludeinthereport.

Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.MarkShowcombined

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto

Open Invoice Report

Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.Detaillistseach

Page Footer. Youcanenteramaximumof255charactersinthepagefooter.Youcanincludeotheroptionsin

Project Distribution Report

Report format. IntheReportformatfield,selectDetailorSummaryasthereportformat.Detaillistseach

Grand Totals. UseGrandTotalstoshowcombinedtotalsfortransactioncharacteristics.MarkShowcombined

Report Footer. Youcanenteramaximumof255charactersinthereportfooterandselecthowyouwanttext

Color Scheme. UseColorSchemetoselectcolorsforreportheadings.Whenyouclickinthecolorboxnextto