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Vendor Balances

Access this form using Activities>Accounts Payable>Display Vendor Balances.

Use this form to view balance, document, transaction information for a vendor either on a specific document or within a date range (Date From and Date To). You can view transactions for All Activity, Open A/P Invoices, All A/P Invoices, A/P Credits, or A/P Checks.

After entering the Vendor ID, and the Lookup From transaction code, you can select a specific Document Number, A/P Account, and date range. Then click the Display button to display the documents for the criteria you specified. If needed, click the Clear button to clear all boxes on the form and the document information in the table.

Vendor Information Vendor ID: Enter a valid vendor ID, or select one from the drop-down list. The vendor name then displays to the right.

Vendor Transactions: Use this group box to decide which documents appear in the Vendor Transactions table.

Lookup From: Enter a transaction code or select one from the drop-down list. Your choices for transaction codes are All Activity (AACT), Open A/P Invoices/Credits (OAPI), All A/P Invoices/Credits (AAPI), Applied Credits (CRD), and Checks/Vouchers (CHK).
Document Number (Optional): Select a document number. This selection serves as a filter so that the system only displays the specified document number. If left blank, all documents display in the table for the selected transaction code. The dates will not be available since a document number can only have one date.
A/P Account (Optional): Select an A/P type (Accounts Payable – Vendors) G/L account. This selection serves as a filter so that the system only displays balance information for this account number. If account level security is applied, you may not have access to this box.
Date From, Date To: Select the date range for the documents you want to display balances for in the table. If the same date is selected for both boxes, the documents created on that day display. This filter only applies to the original document (Level 1); the associated documents are not filtered on these dates. If dates are not available, ensure that the Document Number box is blank.

Vendor Transactions Table: This table displays document information for the type that was chosen in the Lookup From box. The column names change accordingly.

All Activity: all transactions associated with the Vendor ID, including CD – Transactions>Enter Cash Disbursements and CDS – Activities>Check Writing>Write Checks
Open A/P Invoices/Credits: all outstanding invoices and On Account credits
All A/P Invoices/Credits: all invoices
Applied Credit: all credits
Checks/Vouchers: all checks, including CD and CDS

This table supports the drill down feature, which allows you to view transactions from the document level through the detailed transaction level. You can click on the plus (+) sign next to a transaction to expand the outline. When an item has been expanded, the plus (+) sign becomes a minus (-) sign. To collapse an item, simply click the minus sign. The following sample shows the three levels of detail:

Level 1—Original Document (document information related to the Vendor ID)

Level 2—Related Document (all applicable documents, including the original)

Level 3—Transaction (all transactions lines for an original or related document)

Level 1: Original Document
Document Number: The system displays the document number; this is the actual number entered on the Transaction Entry form. If you selected a specific document in the Document Number box, only that document will appear.
Applied Credit: The system displays the applied credit number; this is the actual number entered on the Transaction Entry form. This column is only available if you chose "Applied Credits" in the Lookup From box.
Document Date: The system displays the date of the document; this is the actual date entered in the document section of the Transaction Entry form.
Due Date: The system displays the due date for the document; this is the actual due date in the document section of the Transaction Entry form. This column is only available if you chose "All Activity", "Open A/P Invoices/Credits", or "All A/P Invoices/Credits" in the Lookup From box.
Status: The system displays the status of the check in Bank Reconciliation—Cleared (CL) or Outstanding (OS). This column is only available if you chose "Checks" in the Lookup From box, and the Bank Reconciliation module is installed.
EFT Status: The system displays Created or Sent as the Electronic Funds Transfer status. This column is only available if you chose "Checks" in the Lookup From box, and the Electronic Funds Transfer for A/P module is installed.
Payment Type: The system displays Check or Voucher as the Electronic Funds Transfer payment type. This column is only available if you chose "Checks" in the Lookup From box, and the Electronic Funds Transfer for A/P module is installed.
Document Description: The system displays the document description from the document section of the Transaction Entry form.
Currency: The system displays the source currency of the initiating transaction, such as USD, MXN, or CAD.
Source Original Amount: The system displays the source amount of the document.
Source Outstanding Balance: The system displays the source outstanding balance for the document. The outstanding balance reflects the balance as of the system date, not the date range entered in the Date From and Date To boxes. This column is only available if you chose "All Activity," "Open A/P Invoices/Credits," or "All A/P Invoices/Credits" in the Lookup From box.
Original Amount: The system displays the functional amount of the document.
Outstanding Balance: The system displays the functional outstanding balance for the document. The outstanding balance reflects the balance as of the system date, not the date range entered in the Date From and Date To boxes. This column is only available if you chose "All Activity," "Open A/P Invoices/Credits," or "All A/P Invoices/Credits" in the Lookup From box.

Level 2: Related Document
Transaction Type: The system displays the transaction type—API (A/P Invoices), APS (A/P System Generated Checks/Vouchers), APV (A/P Void Checks/Vouchers/Invoices), APM (A/P Credits), APC (A/P Manual Checks), CD (Cash Disbursements), or CDS (Write Checks).
Session ID: The system displays the document's session ID.
Document Number: The system displays the document number.
Source Applied Amount: The system displays the source amount of the selected document.
Applied Amount: The system displays the functional amount of the selected document.
Document Date: The system displays the document date.
Document Description: The system displays the document description.
Status: The system displays the status for the invoices—Cleared (CL) or Outstanding (OS). This column is only available if you chose "All Activity", "Open A/P Invoices", or "All A/P Invoices" in the Lookup From box, and the Bank Reconciliation module is installed.
EFT Status: The system displays Created or Sent as the Electronic Funds Transfer status. This column is only available if you chose "All Activity", "Open A/P Invoices", or "All A/P Invoices" in the Lookup From box, and the Electronic Funds Transfer for A/P module is installed.
Payment Type: The system displays Check or Voucher as the Electronic Funds Transfer payment type. This column is only available if you chose "All Activity", "Open A/P Invoices", or "All A/P Invoices" in the Lookup From box, and the Electronic Funds Transfer for A/P module is installed.
G/L Account, A/P Account: The system displays the appropriate general ledger or accounts payable account.
Encumbrance Number: If an encumbrance was selected for the invoice, the system displays the encumbrance document number. This column is only available if you chose "All Activity", "Open A/P Invoices", or "All A/P Invoices" in the Lookup From box, and the Encumbrances module in installed.
Encumbrance Session: If an encumbrance was selected for the invoice, the system displays the encumbrance session number. This column is only available if you chose "All Activity", "Open A/P Invoices", or "All A/P Invoices" in the Lookup From box, and the Encumbrances module is installed.

Level 3: Transaction
{Segment Name}: The system displays one column for each valid segment for the selected document. If account level security is applied, you may not see some segments and/or account codes. If you do not have access to one or more accounts, you will not see that record.
Invoice Document Number: The system displays the Invoice Document Number.
Source Currency: The system displays the source currency of the transaction, such as USD, MXN, or CAD.
Source Debit, Source Credit: The system displays the source debit or credit amounts for the transaction line.
Rate: The system displays the exchange rate for the transaction line.
Debit, Credit: The system displays the functional debit or credit amounts for the transaction line.
Invoice Currency: The system displays the invoice currency, such as USD, MXN, or CAD, for Accounts Payable transaction lines.
Invoice Debit, Invoice Credit: The system displays the invoice debit or credit amounts for Accounts Payable transaction lines.
Entry Type: The system displays the transaction's entry type—N (Normal), A (End of Year Adjustment), or (UO) Beginning Balance.
Effective Date: The system displays the effective date for the transaction line.
Transaction Description: The system displays the transaction line item's description.

Total Selected Transactions: The system displays the total amount for all displayed documents. If "All Activity", "Open A/P Invoices", or "All A/P Invoices" is chosen in the Lookup From box, then two totals display—One for the Total Original Amount and one for the Total Outstanding Balance.

To view the transaction document associated with any Level 2 line item, double-click the row selector or any field (except +). The system only displays the selected transaction document; you cannot view other documents within that session.
When viewing data in the table, Level 1 needs to extend beyond (be wider than) Levels 2 and 3 in order to view all column data. You also need to use the vertical scroll bar within that level to see its data. (Each level has its own vertical scroll bar.)

If Level 2 contains any of the following Transaction Type codes, double-click any cell within that row, and then the system displays the detail transaction line on the designated form.

Transaction Type Code	Transaction Form
ENH – Consolidate Encumbrance History	Organization>Consolidate Transaction History
BDH – Consolidate Budget History	Organization>Consolidate Transaction History
JVH – Consolidate Journal Voucher History	Organization>Consolidate Transaction History
JVD – Journal Vouchers Depreciation/Disposals	Activities>Fixed Assets>Transfer Depreciation/Disposals
CL – System Close Year-End	Activities>Close Fiscal Year