Menu Path: Accounts Payable Reports Prepayment Account Reconciliation Report
Output a report of vouchers for a specified prepayment account by period/year.
Use Prepayment Account Reconciliation Report to create a report, which allows you to view prepayments reconciliation for a specific prepayment account and posting period.
You can select to only display fully reconciled vouchers that were reconciled after a specific period. You can sort the report by supplier code, supplier name, or voucher. You can also select whether the report includes prepayment detail information, and select the currency for amounts on the report.
If a voucher meets the filter criteria for the report, but an associated prepayment voucher does not (either posted later or not posted), the prepayment voucher appears on the report with a zero amount, so you can see how the vouchers are related. If the prepayment voucher is not posted, then the journal number is blank on the report.
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.
Button |
Description |
Exit |
Click this button to close the Prepayment Account Reconciliation Report window. |
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Click this button to display, output, email, or print the report. |
Field or Button |
Description |
Enter a prepayment account for the report, or click the Lookup button to select a prepayment account. |
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This field displays the description of the selected prepayment 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 vouchers on the report. This check box is cleared by default. |
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Click the Lookup buttons to select the posting period and year before which to exclude reconciled vouchers on the report. This defaults to the current accounts payable period when you select the Display Totally Reconciled Vouchers check box. These Lookup buttons are only enabled if you select the Display Totally Reconciled Vouchers check box. |
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Select whether to sort the report by supplier code, supplier name, or voucher number. When sorting the report by voucher, the primary sort is based on prepayment vouchers, then the secondary sort is usage vouchers (a usage voucher always follows the related prepayment voucher). |
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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 prepayment detail on the report. This check box is cleared by default. |
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Select this check box to include the prepayment account balance, the report balance, and the difference between the two balances on the report. You can use this information when reconciling with the general ledger. This check box is selected by default. |
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Select this check box to output the Prepayment Reconciliation Discrepancy Data Report (in addition to the Prepayment Account Reconciliation Report). You can use the Prepayment Reconciliation Discrepancy Data Report to view non-AP subledger postings and manually-added prepayment account expense lines that cause a discrepancy between the total amount displayed on the Prepayment Account Reconciliation Report and the general ledger balance of the prepayment account. This check box is selected 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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