Menu Path: Accounts Payable Reports Accounts Payable Clearing Account Report
Output a report of purchase orders reconciled for a specified clearing account by period/year.
Use Accounts Payable Clearing Account Report to create a report, which allows you to reconcile a specific account.
Each time goods are received into inventory, transactions generally post to inventory (Dr) and an inventory clearing account (Cr). When invoices are processed to pay suppliers for inventory purchases, the inventory clearing account is relieved (Dr) and the A/P Trade account is generally credited. The Accounts Payable Clearing Account Report helps you determine what is in the A/P Clearing account based on a specified A/P Clearing account for a specific period and year. It uses the default A/P Clearing account specified for your company, however, you can select another account, if other accounts exist. The report displays purchase order receipts (not purchase orders) and any vouchers against the purchase orders. You can also view the total landed cost (cost of product plus additional charges such as freight or duty). You can also export data to an Excel spreadsheet for further analysis.
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.
Note If you output the report to Excel, it includes additional information, such as supplier names and VAT amounts.
Button |
Description |
Exit |
Click this button to close the Accounts Payable Clearing Account Report window. |
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Click this button to display, output, email, or print the report. |
Field or Button |
Description |
Enter a clearing account for the report, or click the Lookup button to select a clearing account. This defaults to the default accounts payable clearing account if it is set up in System General Ledger Account Maintenance. |
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This field displays the description of the selected clearing account. |
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Click the Lookup buttons to select the posting period and year for the report. These fields default to the default open accounting period and year for the Accounts Payable module. |
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Select this check box to include fully reconciled purchase order receipts on the report. |
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Click the Lookup buttons to select the posting period and year before which to exclude fully vouchered purchase orders on the report. These Lookup buttons are only enabled if you select the Display Totally Reconciled P/O Receipts check box. |
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Select whether to sort the report by purchase order number by receipt, supplier code, or supplier name. |
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Click the Lookup button to select the currency to use for amounts on the report. |
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Select this check box to include the ending balance and difference on the report for the selected clearing account and period. This check box is selected by default. |
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Select this check box to output the Accounts Payable Clearing Discrepancy Data Report (in addition to the Accounts Payable Clearing Account Report). You can use the Accounts Payable Clearing Discrepancy Data Report to view non-AP/PUR subledger postings and manually-added A/P Clearing account expense lines that cause a discrepancy between the total amount displayed on the Accounts Payable Clearing Account Report and the general ledger balance of the accounts payable clearing account. This check box is cleared by default. |
Field or Button |
Description |
Output Option |
Select one of the following output options:
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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 |
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Specify File Name |
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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 |
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Excel Format Name |
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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 |
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Include header |
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Delimiter |
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Enclosing Character |
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Printer |
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Subject |
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Report File Prefix |
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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 |
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Print Title Line on All Pages |
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Report Language 1 |
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Report Language 2 |
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Horizontal Shading |
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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 |
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Number of Copies |
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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 |
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Date |
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Task Occurs |
Select one of the following options:
These radio buttons are only enabled if you select the Schedule radio button. |
Frequency |
These radio buttons are only available if you select the Every radio button. |
Day of Week |
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Repeat Every X Days |
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Repeat On |
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Repeat Every X Minutes |
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Triggering Task Id |
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Triggering Task Name |
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Triggering Task Description |
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Task Description |
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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 |
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Screen Alert |
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Internal Email |
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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:
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