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Vendor Payment Journal

You use the Vendor Payment Journal to report on AP payment, applied deposit, and/or vendor refund General Ledger journal entries.

You can run the report for all dates, a preset date range (e.g., Last Fiscal Quarter), or a custom date range. You can filter the report by operator and/or by payment range. You can include payments, applied deposits, and/or refunds.

The report includes the following information:

Header Info : Number, Transaction Type (Payment, Applied Payment, Refund), Cashbook Account, Vendor Number, Vendor Name, Date, Period, Total Applied Amount, Total Unapplied Amount, Total Amount.

Applied Details Info: Invoice Type, Vendor Invoice Number, Number, Applied Amount, Discount Taken, Total Applied Amount

Grand Totals:

First Column: Applied Amount, Discount Taken, Total Applied Amount

Second Column: Total Applied Amount, Total Unapplied Amount, Total Amount

Getting to the ReportGetting to the Report

Click [Reports] to open the Report Console window.

In the left pane, click Accounts Payable.

In the right pane, double-click Vendor Payment Journal to open the Vendor Payment Journal window.

Setting Report ParametersSetting Report Parameters

When setting report parameters, each parameter you have selected displays in the upper portion of the right pane. The parameters do not reset. The report displays with the parameters that were set the last time you ran the report. You can use the following parameters:

Date/PeriodDate/Period

To filter by date or period, do the following:

In the left pane of the Vendor Payment Journal window, select Date/Period to display the Date/Period region in the right pane.

Do one of the following:

To filter based on date, do the following:

Select the Dates radio button.

Do one of the following:

To include all dates, in the Dates region, use the drop-down menu to select <All Dates>.

To use a pre-defined date range, in the Dates region, use the drop-down menu to select a pre-configured date option (e.g., This Month to Date).

To specify a custom date range, do the following:

In the Dates region, use the drop-down menu to select <Custom>.

In the From field, enter the beginning date or use the drop-down calendar to select a date from which to have the system include General Ledger data in the report.

In the To field, enter the ending date or use the drop-down calendar icon to select a date through which to have the system include General Ledger data in the report.

To filter based on period, do one of the following:

Select the Periods radio button.

Do one of the following:

To include all periods, in the Periods region, use the drop-down menu to select <All Periods>.

To use a pre-defined date range, in the Periods region, use the drop-down menu to select a pre-configured period option (e.g., This Period).

To specify a custom period range, do the following:

In the Periods region, use the drop-down menu to select <Custom>.

In the From field, enter the month and year identifying the beginning period from which have the system include General Ledger data in the report.

In the To field, enter the month and year identifying the ending period through which have the system include General Ledger data in the report.

OperatorOperator

To filter by operator, do the following:

In the left pane of the Vendor Payment Journal window, select Operator to display the Operator region in the right pane.

Do one of the following:

If you want to include all sales reps, in the Operator region, check the Include all checkbox.

If you want to select only one operator, do the following:

Uncheck the Include all checkbox.

In the entry field below the Include all checkbox, use the drop-down menu to select the operator for whom you want to include information in the report.

PaymentPayment

To filter by sales rep, do the following:

In the left pane of the Vendor Payment Journal window, select Payment to display the Payment region in the right pane.

Do one of the following:

If you want to include all payments, in the Payment region, check the Include all Payment checkbox.

If you want to select a range of sales reps, do the following:

Uncheck the Include all Payment checkbox.

In the From field, enter the beginning payment or use the lookup icon to select a payment.

In the To field, enter the ending payment or use the lookup to select a payment.

IncludeInclude

To determine the types of AP General Ledger information to include in the report do the following:

In the left pane of the Vendor Payment Journal window, select Include to display the Include region in the right pane.

Do one or more of the following:

To include payment transactions, check the Payments checkbox.

To include applied deposit transactions, check the Apply Deposits checkbox.

To include refund transactions, check the Refunds checkbox.

Processing the ReportProcessing the Report

On the Vendor Payment Journal window, click [OK] to process the report.

Understanding Report CalculationsUnderstanding Report Calculations

The following table provides information on how the values included in the Vendor Payment Journal are calculated.

Report Label	Calculations
Header Row
Total Applied Amt	The total amount of the transaction (payment, applied payment, refund) that was applied.
Total Unapplied Amt	The total amount of the transaction (payment, applied payment, refund) that was not applied.
Total Amt	The sum of the Total Applied Amt and Total Unapplied Amt columns.
Applied Details
Applied Amt	The total pre-discount applied amount. Note: This value represents the change in A/P for this transaction.
Discount Taken	The amount of the discount taken.
Total Applied Amt	The difference between the total pre-discount applied amount and the amount of the discount taken.
Grand Totals
Applied Amt	The sum of the values in the Applied Details section's Applied Amt column. Note: This value represents the change in A/P for the transactions included in this report.
Discount Taken	The sum of the values in the Applied Details section's Discount Taken column.
Total Applied Amt	The sum of the values in the Applied Details section's Total Applied Amt column (which is also the sum of the Applied Amt and Discount Taken grand totals).
Total Applied Amt	The sum of the values in the header's Applied Amt column.
Total Unapplied Amt	The sum of the values in the header's Unapplied Amt column.
Total Amt	The sum of the values in the header's Total Amt column (which is also the sum of the Total Applied Amt and Total Unapplied Amt grand totals).