AP-I  Print Aging

Purpose of Program

Use this program to print invoices and aging for one vendor or for a list of vendors, with flexible presentation options.

This program is designed to produce three different types of reports:

AP Aging - An aging report listing either totals only or listing all open invoices.  The amounts are listed in columns by age since the invoice date, using either the default values from AD-C  Accounts Payable Defaults or from values entered in this program.

AP Listing - A transaction listing of individual invoices, oldest first, giving invoice date, number, vendor code and name, invoice description, invoice or payment amount, amount remaining, terms type, and age in days.  You may print this for all invoices or for open invoices only or for all items (exclusive) which means all items entered within a specified date range regardless of current payment status.  When printing for all invoices, you can specify a start date.

AP Past Due - An aging report listing either totals only or listing all open invoices.  The amounts are listed in columns by age based on payment terms, using either the default values from AD-C  Accounts Payable Defaults or from values entered in this program.

When you adjust the aging periods in this program for your report, it does not affect the default settings in AD-C  Accounts Payable Defaults.

Multi-Currency Reporting

If you have Multi-Currency processing enabled in IM-A  International Configuration, the Accounts Payable for each currency is maintained in source currency.

You can run this report in source currency or in base currency.  Be aware that if you run the report in source currency and include more than one currency on the report, the grand totals will have no meaning.

If you run the report in base currency in order to reconcile the grand total with the total of your General Ledger AP balances (you will have an AP Control account and AP Conversion account for each currency -- which added together equal that currency's total AP amount in base currency), be sure and run the Convert to Base Currency routine in IM-B  Enter Multiple Currencies beforehand so that your source currency AP accounts get translated into base currency.  

International Field Explanations

You will be given access to the following fields if you have Multi-Currency processing enabled in IM-A  International Configuration.

Currency

You can enter a from/thru range of currency codes if you want to confine this report to Accounts Payable within a currency or range of currencies.

Print in Base or Source Currency?

If you enter an S in this field, any Accounts Payable transacted in foreign currency (source currency) will print in that currency.  If you mix and match the report with Accounts Payable in base currency, be aware that the grand totals will have no meaning because you are mixing different currencies on the same report.

If you enter a B in this field, all Accounts Payable will be converted to your base currency, using the exchange rates that were in effect at the time of the first receipt made to the purchase order.

General Program Operation

Enter the Age from date field, which defaults to today's date.  If you enter a previous date, the program will recreate the aging as it was on the date entered.  

Next, enter the type of report you wish to print: AP Aging, AP Listing, or AP Past Due.  Each is described below.

The AP Aging Report

The AP Aging report lists each vendor's invoice information in columns by the default aging periods, or you can change those aging periods in this program.  Choose which report you wish to print

Enter the range of vendor codes you want to print.  If you do not enter limits, the program will print information for all vendors.  You can also enter a range of vendor classes to further limit the report.  Next enter what you want the report to include.  The aging report lets you choose from the following levels of detail.

Open Item Detail report

Vendor Totals report

Next, you can select the aging periods.  If you choose to change the aging periods, it is advisable to leave the Period 1 box at zero days, as any invoices younger than the Period 1 entry would not be included in the aging.  Otherwise, you may customize the aging periods to your own needs.

The AP Listing Report

The AP Listing gives other invoice information, such as invoice description and original invoice amount, along with the age in days.  It is the only appropriate report to include both Open and Paid items; the Aging and Past Due list open amounts only so all paid items are listed at zero on those reports.

Enter the range of vendor codes you want to print.  If you do not enter limits, the program will print information for all vendors.

The AP Listing report menu omits the Vendor Totals report, offering you only the Open Item Detail and Open and Paid Item detail reports.  This is because the AP Listing is by definition a detail report.  When including Open and Paid items, you can specify a start date and if you select Open and Paid (Exclusive) will only get those items entered between the start date and Aging as of date.

If you are printing an AP Listing report, you get to choose which terms types to include.  The menu you choose from contains the terms types entered in SM-D  Enter Terms Table with a default entry of all types.

You can choose to have the report sorted by the vendor code, vendor name, or the vendor alpha sort field.

AP Past Due Report

The AP Past Due report is selected for printing in an identical manner as the AP Aging report; refer to the AP Aging Report section above for details.

The printed report is identical to the AP Aging report, except that the vouchers/invoices are aged from their due dates (as determined by each invoice's terms type) rather than from their invoice dates.