Accounts Payable Aged Trial Balance

Menu Path: Accounts Payable $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ Accounts Payable Aged Trial Balance

Purpose

Output a report of all vouchers due as of a certain date, with aging based on due date or voucher date.

Overview

Use Accounts Payable Aged Trial Balance to create a report of open vouchers with aging options. You can output the report for all suppliers/supplier divisions or a range of suppliers/supplier divisions. You can also output the report for all accounts payable accounts or a specific account.

You can use this report to reconcile accounts payable with the general ledger. For more information, see Reconciling Subledgers with the General Ledger FAQ. If there is a discrepancy between the report and the general ledger, you can output a supplementary reconciliation report to help determine the cause of the discrepancy.

Generating the Accounts Payable Aged Trial Balance

To generate the report:

Select whether to output the normal report or the report for reconciliation with the general ledger (using the Report Mode radio buttons). If you select the Reconciliation radio button, select a supplier sort option, enter the accounts payable account, and skip to step 7.
Select whether to base the report on a voucher date or a posting period (using the Report Basis radio buttons), and then enter the voucher date or posting period and year.
Select whether to sort and filter the report by supplier name, supplier code, or supplier division. If you select to sort and filter by supplier division, select whether to sort by supplier code or supplier name within each supplier division.
If you want to only include vouchers for a single supplier/supplier division or a range of suppliers/supplier divisions, clear the All Suppliers or All Divisions check box, and enter the suppliers or supplier divisions in the From and To fields.
If you want to only include vouchers for a single accounts payable account, clear the All A/P Accounts check box, and enter the account number or description in the A/P Account or Description field.
If you want to only include vouchers for a single payment method, clear the All Payment Methods check box, then click the Lookup button for the Payment Method field, and select a payment method.
Enter the number of days for up to four aging periods in the Aging Dates fields.
Select whether the aging is based on the due date or voucher date.
Select whether to sort vouchers by voucher/due date or voucher number.
Click the Lookup button to the right of the Report Currency field, and select a currency for amounts on the report.
If you want to include foreign exchange gain or loss in amounts on the report, select the Use Current Value check box.
If you want to separate vouchers by currency on the report, select the Separate by Currency check box, and then decide whether to display voucher amounts in the currencies associated with each voucher. If you selected the Reconciliation radio button in step 1, skip to step 16.
Select whether to include posted, unposted, or both posted and unposted vouchers on the report.
If you want to include vouchers that are on hold on the report, select the Include Vouchers on Hold check box.
If you selected to base the report on a posting period in step 2, and you do not want to display general ledger totals on the report, clear the Show G/L Total check box.
Click the Print Options tab.
Select a process option and output option.
Click the Print button in the ribbon to output the report.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Accounts Payable Aged Trial Balance window.
Print	Click this button to display, output, email, or print the report.

Select Tab Fields and Buttons

Field or Button	Description
Report Basis	Select whether the report is based on the voucher date or the posting period. This radio set is only enabled if the Normal radio button is selected in the Report Mode radio set.
Report Mode	Select whether to output the standard Accounts Payable Aged Trial Balance Report, or the report for use when reconciling subledgers with the general ledger. If you select the Reconciliation radio button, a supplementary reconciliation report is also output. For more information, see Reconciling Subledgers with the General Ledger FAQ.
Period	Click the Lookup button to select the accounting period for the report. This Lookup button is only enabled if the Posting Period radio button is selected.
Year	Click the Lookup button to select the accounting year for the report. This Lookup button is only enabled if the Posting Period radio button is selected.
Voucher Date	Enter a voucher date for the report, or click the drop-down arrow to select a voucher date. This field is only enabled if you select the Voucher Date radio button in the Report Basis radio set. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
Supplier Sort Option	Select whether to sort vouchers by supplier code, supplier name, or supplier division. You can filter the report based on the selected option. If you select the Supplier Division radio button, you can also select whether to sort by supplier code or name for each supplier division.
Sort within Division	If you are sorting the report by supplier division, select whether to sort suppliers by name or code within each supplier division. This radio set is only available if you select the Supplier Division radio button.
All Suppliers	Select this check box to include all suppliers on the report. This check box is selected by default, and is only available if you select the Supplier Code or Supplier Name radio button in the Supplier Sort Option radio set. This check box is only enabled if the Normal radio button is selected in the Report Mode radio set.
From (Supplier)	Enter a supplier code or name for which to include vouchers on the report, or click the Lookup button to select a supplier code or name. If you want to include vouchers for a range of suppliers, enter the first supplier code or name in the range. This field is only enabled if you clear the All Suppliers check box.
To (Supplier)	Enter the last supplier code or name in a range of supplier codes or names for which to include vouchers on the report, or click the Lookup button to select a supplier code or name. If you want to include vouchers for a single supplier code or name, you can leave this field blank. This field is only enabled if you clear the All Suppliers check box.
All Divisions	Select this check box to include vouchers on the report for all supplier divisions. This check box is selected by default, and is only available if you select the Supplier Division radio button in the Sort Option radio set. This check box is only enabled if the Normal radio button is selected in the Report Mode radio set.
From (Supplier Division)	Enter a supplier division for which to include vouchers on the report, or click the Lookup button to select a supplier division. If you want to include vouchers on the report for a range of supplier divisions, enter the first supplier division in the range. This field is only enabled if you clear the All Divisions check box.
To (Supplier Division)	Enter the last supplier division in a range of supplier divisions for which to include vouchers on the report, or click the Lookup button to select a supplier division. If you want to include vouchers for a single supplier division, you can leave this field blank. This field is only enabled if you clear the All Divisions check box.
All A/P Accounts	Select this check box to include all accounts payable accounts on the report. This check box is only enabled if the Normal radio button is selected in the Report Mode radio set.
A/P Account	Enter an accounts payable account for the report, or click the Lookup button to select an account. This field is only enabled if you clear the All A/P Accounts check box.
Description	Click the Lookup button to select an accounts payable account by account description. This field is only enabled if you clear the All A/P Accounts check box.
All Payment Methods	Select this check to include vouchers for all payment methods on the report. This check box is selected by default, and is only enabled if the Normal radio button is selected in the Report Mode radio set.
Payment Method	Click the Lookup button to select a payment method for which to include vouchers on the report. This field is only enabled if you clear the All Payment Methods check box.
Aging Dates	Enter up to four number of days for aging periods for the report. The default number of days in these fields can be set up in Accounts Payable Control Maintenance.
Aging Based On	Select whether the aging calculation is based on the due date or the voucher date.
Voucher Sort Option	Select whether vouchers are sorted by voucher/due date or voucher number on the report.
Report Currency	Click the Lookup button to select a currency for amounts on the report.
Use Current Value	Select this check box to include foreign exchange gain or loss in amounts on the report (as calculated through the report period or date). This check box is only enabled if the currency entered in the Report Currency field is the currency for the functional ledger. Note You cannot select both this check box and the Display Original Currencies check box.
Separate by Currency	Select this check box to separate vouchers on the report by currency. This check box is cleared by default.
Display Original Currencies	Select this check box to display voucher amounts on the report in the currency associated with each voucher. Note If you select this check box, grand totals on the report display in the currency entered in the Report Currency field. This check box is only available if you select the Separate by Currency check box. Note You cannot select both this check box and the Use Current Value check box.
Posting Option	Select whether to include posted, unposted, or both posted and unposted transactions on the report. This radio set is only enabled if the Normal radio button is selected in the Report Mode radio set.
Include Vouchers on Hold	Select this check box to include vouchers on hold on the report. This check box is cleared by default, and is only enabled if the Normal radio button is selected in the Report Mode radio set.
Show G/L Total	Select this check box to include A/P Trade account ending balances on the report and the difference between the total of those balances and the open amount total, to assist in reconciliation with the general ledger. This check box is selected by default if the Posting Period radio button is selected, and is only enabled if the Posting Period and Normal radio buttons are selected.
Print Supplementary Reconciliation Report	This check box is always disabled, and is selected if the Reconciliation radio button is selected. When this check box is selected, the Accounts Payable Reconciliation Data Report is output (in addition to the Accounts Payable Aged Trial Balance Report). You can use the Accounts Payable Reconciliation Data Report to view non-AP subledger postings, use of the Accounts Payable account as a voucher expense account, and use of the Accounts Payable account as a payment discount or write-off account. These items cause a discrepancy between the total amount displayed on the Accounts Payable Aged Trial Balance Report and the general ledger balance of the Accounts Payable account.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.