AP Transactions report

Overview

Use the AP (Accounts Payable) Transactions report to see a detailed list of your vendor bills and credits in aging buckets. View all  vendor bills and credits and track your liabilities.

Run the report

1. Go to the navigation bar and click Reports.

2. From the side menu, click All Reports and click AP Transactions.

3. Set the filters as you want them. 

   1. As of Date: The report displays outstanding bills on or before this date. For example, if your outstanding bill of $100 dated 3/3/2020 has a payment of $20 applied dated 4/1/2020, running the report as of 3/31/2020 results in the bill showing a balance of $100. Whereas running the report as of 4/10/2020 results in the bill showing a balance of $80.

   2. Business Unit: Business unit of the bill. Select one, multiple, or all.

   3. Job number: Job number of the job tied to the bill, credit, or line item.

   4. Document export status: Export status of the bill or credit.  Select one, multiple, or all.

   5. Exclude net $0 balances bills: Select to exclude bills with a net $0 balance from the report.

   6. Exclude incomplete jobs: Select to exclude all incomplete jobs from the report.

   7. Exclude Bills with “Do Not Pay”: Select to exclude bills marked as Do Not Pay from the report.

Understand the report results

Your report results display in a table based on the filters you set. By default, the AP Transactions report includes the following columns:

• Remittance Vendor Name: Name of the remittance vendor on the bill

• Job number: Job number of the job tied to the bill

• Vendor Document Number (Ref No): Vendor document number or reference number of the bill

• Date: Date of the bill or credit

• Transaction type: Indicates the type of transaction

  • Bill: Bill with a positive balance

  • Credit: Credit with a negative balance

• Project Number: Project number of the project associated with the job

• Transaction Status: Indicates if the bill is reconciled or if the credit is applied

• Current: Balance of the bill or credit that is not yet due as of the date of the report

• 1 - 30: Balance on the bill or credit past due by 1 - 30 days as of the date of the report

• 31 - 60: Balance on the bill or credit past due by 31 - 60 days as of the date of the report

• 61 - 90: Balance on the bill or credit past due by 61 - 90 days as of the date of the report

• 91 - 120: Balance on the bill or credit past due by 91 - 120 days as of the date of the report

• 121+: Balance on the bill or credit past due by 121 or more days as of the date of the report

• Balance: Outstanding balance or available credit 

• Total: Total amount of bill or credit

• Batch Name: Name of the batch that the bill or credit is in

• Export Status: Export status of the bill or credit

Sort and filter report results

1. Click a column name to sort your report by that column. For example, click the 121+ column to sort the report from least to greatest amount.

   Note: An arrow displays next to the sorted column name.

   
   

2. Click Filter next to a column name to apply a filter to that column.

   Tip: Use the And/Or dropdown to apply multiple filters to a column.

   
   

3. When finished, click Filter.

4. To save your sorting preferences and filters, click Save Changes.

Customize your report

If you want to report other AP Transaction data, include the data as columns in your report.  You can also remove columns and change how they are arranged.

Add or remove columns

1. Above the report results, click Edit Columns.

2. In the Edit Columns screen, select or deselect the items you want added to or removed from your report.

3. When finished, click Apply.

4. Click Run Report to view the revised report.

Change column arrangement

1. You can arrange columns and group your report results with just a few clicks:

   1. Drag a column header to change its order in your report

   2. Drag a column header above to group your report by that column

      Note: This feature is not available for every column type.

      
      

   3. Drag the right edge of a column header to change the column width.
      

2. When finished, click Save Changes.

3. Click Run Report to view the report with your column changes.

Want to learn more?

• See Payables

• See Reconcile bills