Training - Accounts Payable - Running Reports

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Run Report

Other useful links:

• Inquire on Supplier
• Inquire on Invoice
• Inquire on Payment

1. Log in to the Finance System as AP Inquirer and from the Navigator select Requests, Run Reports. The following dialogue box will be displayed.

   

2. Select Single Request and click on the OK button to display the Submit Request window.

   

3. Select the report you require from the List of Values in the Name field to display the Parameters window for that particular report. Below are the reports currently available but most users will find the Supplier Payment History and the Supplier Paid Invoice History to be the most useful.

   Report Name	Description	Use
   Custom Hierarchy Report	Shows where a specific position is located in the approval hierarchy.	Identify people able to authorise payment of invoices in a specific responsibility centre.
   Invoice History Report	Lists all invoices processed for a specific supplier for a range of dates or invoice numbers.	Confirm invoices have been processed and/or reconcile with supplier statements.
   Invoice Register	Lists all invoices processed for a specific supplier or invoice type, or entered by a specific person, for a period or range of dates.	Run a list of invoices processed by a user for certain period. (Library processing staff must daily send an Invoice Register, approved by their Authorised Officer, with the relevant invoices to the Senior Finance Officer, Accounts Payable.)
   Invoice on Hold Report	Lists all invoices on hold and the type of hold for a specific supplier or all suppliers at the time of running the report.	Ascertain why a processed invoice has not yet been paid.
   Posted Payment Register	Lists all payments processed in a specified date range.	Confirm the dates that specific payments were made.
   Prepayments Status Report	Shows the current status (matched or unmatched) of prepayments for a specific supplier or all suppliers.	Identify outstanding prepayments to enable follow up with supplier.
   Supplier Paid Invoice History	Lists all invoices paid for a specific supplier or all suppliers for a range of dates. Can also specify a minimum amount.	Confirm invoices have been paid and/or reconcile with supplier statements. Locate all payments for a specific supplier above a certain amount.
   Supplier Payment History	Lists all payments made to a specific supplier or all suppliers for a range of dates.	Confirm payments have been processed and/or reconcile with supplier statements.
   Void Payment Register	Lists all payments voided within a range of dates.	Identify payments that have been cancelled.

4. Enter sufficient parameters in the Parameters window to produce a meaningful report and click on the OK button. The Parameters window for the Invoice Register is shown below and allows for invoices to be selected by Supplier Name, Invoice Type, or the person who entered them into the system. The fields entered prescribe a register of all invoices entered by a user on 18 May 2005.

   

5. Click on the Schedule button if you wish to run the report at a later time, otherwise it will run immediately.

6. Click on the Options button to display the Upon Completion window. The Printer field will display your default printer but you can select another if necessary from the List of Values.

7. Enter the number of copies required in the Copies field. If you do not do this you will not get a printed copy of your report as the default is 0. However, for large reports it may be preferable to review your report online before printing a copy.

8. Click on the OK button to return to the Submit Requests window.

9. Click on the Submit Request button. The Requests window will be displayed showing the current status of your report. Click on the Refresh Data button to refresh this information until the Phase field displays Completed and the Status field displays Normal. Other messages displayed in these fields indicate a problem.

   

10. Click on the View Details button to see the parameters you entered for the report, and the View Output button to view the actual report. The Diagnostics and View Log buttons are used to identify problems tha may have caused a report error.

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