AP0400M Accounts Payable Vendor Account Inquiry

Inquiry

Vendor Account Inquiry

Application Overview

 

Whenever you need information on a particular vendor's account or a particular invoice, Vendor Account Inquiry is the application to use.

 

This application displays the vendor's name, terms, invoice date, due date, voucher number, and any credit memos or checks that have been applied towards the invoice. The four types of transactions shown are V = Regular Voucher (Vendor Invoice), Cm = Vendor Credit Memo Voucher, Cc = Computer Check, Mc = Manually Written Check.

 

The discount taken, net A/P amount for each invoice, the purchase order number, and the reference field is also displayed for each transaction.

 

Vendor invoices that have been fully paid off but not yet purged from the file can be displayed or not, at your option.

 

Up to 15 transactions can be displayed on the screen at one time.  The F1 key is used to step through the account one page at a time, if there are more than 15 transactions.  If you miss an item during a multiple page inquiry, press the F2 key to return to the previous page.  If the entire account is looked at in this manner, the vendor total A/P amount will be displayed when the end of the account is reached.

 

If you wish to inquire about a particular vendor invoice, the invoice number can be entered, and the account will be displayed from that invoice on.  If this is done, invoices with lower numbers will not display and the vendor A/P total will not be shown.

Run Instructions

Select Vendor Account from the pull down A/P Inquiry window.  The following screen will then be displayed:


The following options are available:

  • Enter the data requested on the screen

 

To return to the menu bar, press the ESC or F10 key. To leave this application, press X for EXIT when positioned at the menu bar.

Entry Field Descriptions

 

Name

Type and Description

Vendor No

6 alphanumeric characters.

 

Enter the vendor number of the vendor whose account you wish to inquire.  The vendor’s name and terms display automatically.

 

If you do not know the vendor name, press the F7 key to do a search for the vendor by number or press the F8 key to do a search for the vendor by name.

Show Paid Invoices ?

Y or N.

 

If you want invoices, which have been fully paid to also appear on the screen, answer Y; otherwise, answer N.  Note that invoices, which have been fully paid, will eventually be purged from the file.  Only those fully paid invoices, which have not yet been purged, will even display.  If you need information on paid invoices, which have been purged, you will need to consult previous purge journals.

 

This field defaults to Y.

Vendor‑Invoice

8 alphanumeric characters.

 

To see information on a particular vendor invoice, enter the invoice number here.  If the invoice is on file, its data will be displayed and you will have the option of seeing the remainder of the account.  If it is not on file, the data for any invoices with higher numbers on file for that vendor will be displayed.

 

To inquire on the vendor account in general or if the invoice number is not known, press RETURN and the entire account will be displayed.

 

When a specific invoice number is entered, the vendor total will not be displayed when the end of the account is reached.

 

If more than 15 transactions exist for this vendor, you can press the F1 key to see more transactions and by continuing this you can browse through the remaining invoices for this vendor and their associated payments.

 

To see the previous page enter the F2 key.

Inv‑Date/Chk‑Date

8 alphanumeric characters.

 

This field will be displayed auto­matically, no entry is allowed.  For vendors and vendor credit memos the document date will be displayed here.  For checks, the date the check was written will be displayed.

Ty

4 alphanumeric characters.

 

This field is displayed auto­matically, no entry is allowed.

 

V    =  Voucher

Cm =  Vendor Credit Memo

Cc =  Computer‑Printed Check

Mc =  Manually Written Check

Voucher/Chk‑No

6 numeric digits (999999).

 

This field is displayed automatically, no entry is allowed.

 

For vouchers and vendor credit memos this is the voucher number assigned during A/P Trans­action Processing.

 

For checks, this is the number of the check.

Disc‑Date

A date in the standard date format but without the year.

 

This field is displayed auto­matically, no entry is allowed.

 

This date is the last date that any early payment discount can be taken.

Due‑Date

A date in the standard date format, but without the year.

 

This field is displayed auto­matically, no entry is allowed.

 

This is the due date of the document.

Inv/Chk Amount

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This field is displayed auto­matically, no entry is allowed.

Inv/Chk Amount (continued)

This amount indicates the effect that the open item has on the A/P balance.  Invoices increase the A/P balance and are shown as positive, vendor credit memos and checks decrease the A/P balance and are, therefore, shown as negative.

Disc‑Taken

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This field is displayed automatically, no entry is allowed.

 

This amount applies only to checks, and shows the amount of discount taken when the check was written or printed.  This amount is subtracted from the invoice  amount (as is the check amount) to get the net A/P amount.

Net‑A/P Amount

9 numeric digits with 2 decimal places and an optional minus sign (9,999,999.99‑).

 

This field is displayed automatically, no entry is allowed.

 

This is the net effect that the invoice has on the vendor's A/P account.  The net A/P amount is only shown once for each invoice no matter how many vendor credit memos and/or checks apply to it.

 

If account inquiry has been done from the beginning of the file straight through to the end, the vendor total will display on the screen.  This is a total of all of these net A/P amounts for the vendor.

PO #

Display only.

 

The PO number will be shown after the appropriate voucher number.

Reference:

Display only.

 

The reference defined in A/P Transaction Processing will be displayed after the voucher.

Vendor Search by Number Screen:








Vendor Account Inquiry Screen:





A/P Account Summary Inquiry



 

On top, Elliott prompts for Vendor#, Show Paid Invoices?, and Starting Invoice#.  One voucher per line is displayed.

 

The following information is also displayed:

Invoice Number

Invoice Date

Voucher Number

Discount Date

Due Date

Invoice Amount

Discount Taken

Net A/P Amount (calculated)

 

As the user highlights each voucher, the system will display the following information at the bottom:

 

(1)     PO Number

(2)     Batch ID

(3)     Fully Paid Date (if it is fully paid, i.e., Net A/P Amount = 0)

(4)     Reference

(5)     Discount Amount

(6)     A/P Account + Desc.

(7)     The Check Number, Check Type (Cc or Mc), Check Date, Check Amount and Check Discount Taken.  However, there can be more than one check and information about the other checks can be viewed by pressing the F2 key.

(8)     A/P Distribution Account Number and Distribution Amount, History for the voucher.  If there is more than one distribution, the literal (Multiple Distributions) will display between the open items and the footer information.  The user can press the Enter key to get a breakdown of the distributions.

(9)     Quantity (of the items orders), Item Number (of the first item ordered), Unit Of Measure and Job Number.  You can press F3 to drill down to the PO information.

 

 


Accounts Payable

  1. AP0000 Accounts Payable Overview
  2. What Is The Difference Between Payment Date and Check Date during Print AP Check?
  3. How to Purge AP Distribution to GL Report
  4. DYO (Design Your Own) AP Laser Check Design
  5. How Can I Get a List of New Vendors Set Up Since a Certain Date?
  6. Why Doesn't the System Print the Bottom Stub on My Design-Your-Own AP Laser Check?
  7. System Period Control Does Not Apply to Recurring Transactions
  8. AP Check History Report That Includes Voided Check
  9. ERROR 035 on AP TEMP CHK File
  10. Feature - Voucher Criteria On Vendor Account Summary
  11. Feature - Voucher Reference on A/P Distribution to G/L Report
  12. Feature - A/P Simple Trx Processing
  13. AP01S4 Accounts Payable Vendor Audit Trail Report
  14. AP05S1 Accounts Payable A/P Open Item Report
  15. AP07S1 Accounts Payable Cash Requirements Report
  16. AP08S1 Accounts Payable Pre-Check Writing Report
  17. AP08S2 Accounts Payable Post A/P Checks
  18. AP08S4 Accounts Payable Void Checks After Posting
  19. AP10S1 Accounts Payable Check Reconciliation Report
  20. AP11S1 Accounts Payable Check History Report
  21. AP13S1 Accounts Payable Vendor History Report
  22. AP22S1 Accounts Payable Purge AP Open Item File
  23. AP0200 Accounts Payable Post AP Transactions
  24. AP0301 Accounts Payable Recurring Voucher Processing
  25. AP0302 Accounts Payable Post Recurring AP Transactions
  26. AP0400M Accounts Payable Vendor Account Inquiry
  27. AP0601 Accounts Payable Open Item Adjustment
  28. AP0800 Accounts Payable Payment Preparation
  29. AP0900 Accounts Payable AP Distribution to GL Report
  30. AP1001 Accounts Payable Check Reconciliation
  31. AP1200 Accounts Payable Vendor Analysis Report
  32. AP1400 Accounts Payable Job Distribution Report
  33. AP1500 Accounts Payable Job Analysis Report
  34. AP1600 Accounts Payable A/P Setup
  35. AP1701 Accounts Payable A/P Account File Maintenance
  36. AP1801 Accounts Payable FOB Code File Maintenance
  37. AP1901 Accounts Payable Ship Via Code File Maintenance
  38. AP2001 Accounts Payable Job Code File Maintenance
  39. AP2100 Accounts Payable Print/Create 1099 Forms
  40. AP2300 Accounts Payable Clear Vendor YTD Accumulators
  41. APDISSCN Accounts Payable Distribution History Report
  42. APINVIMS Accounts Payable Invoice Import Utility
  43. AP0100 Accounts Payable Vendor File Maintenance
  44. AP0202 Accounts Payable Transaction Processing
  45. FULLPAY Accounts Payable Reset Fully Paid Status
  46. Feature - Default Value For Create Variance Prompt
  47. Feature - Assign Next Manual Check Number in Computer Check Printing
  48. Feature - Added First Bank Export Format to Checks History Export
  49. I Forgot to Clear the AP Vendor Paid Accumulators at Year End
  50. What If I Do Not Run AP Manual Check Register?
  51. Feature - Add Ability to Include or Exclude by Vendor Type for AP Checks
  52. How to Find a Voided AP Check in Check History Report
  53. What Are the Impacts of Purging Accounts Payable Old Inactive Vendors?
  54. Feature - AP Check History CSV Creation
  55. AP Laser Check Layout
  56. How to Apply AP Credit to Voucher When Credit Is Greater Than Voucher Amount
  57. Feature - Add Amigo Support to Additional Transactional Files
  58. Feature - F1 Key Next Manual Check Support in Single Screen Transaction Processing

Feedback and Knowledge Base