Detail AP Ledger Report

To access this report, go to Reports > Accounts Payable > Detail AP Ledger

Use this report to print a list of invoices including the amount due. This is a detail style ledger that can print data in detail or summary. When the Summarize Amount option is selected on the Options tab, the detail entry amounts for an invoice are netted together creating a summary amount due. However, when this option is not selected, the system prints each individual record for an invoice in detail. This report:

• Assists you in reconciling accounts payable balances. It is also useful for audit purposes or for researching vendor payment questions.
• Prints an individual record for each invoice, while the Summary AP Ledger report summarizes all entries within an invoice.

Tip: If you're not familiar with the MIP Cloud Report Builder interface, see Report Builder for an introduction.

You can choose to use the report as-is by selecting Export or View, or make edits to the report by selecting Edit.

If you choose to make edits to the report, the Report Builder page will display. From this page, use the Setup tab to choose the columns you'd like to appear on the report. You can rename the columns under the Column Heading.

 

The following columns are available to include in the report:

Column	Description
Vendor ID	The ID assigned to the vendor.
Vendor Name	The name assigned to the vendor using the Maintenance>Vendors form.
Status	The status of the vendor ID—Active, Inactive, or Discontinued.
Class	The class assigned to the vendor—Offsup, Rent, Util, for example. A class is used to limit or sort a range of Vendor IDs. You can assign it to different IDs so that they can be grouped together.
Type	The type assigned to the vendor—furniture, computers, for example. A type is used as a second-level sort for Class. You can use it to limit or sort a range of Vendor IDs.
Hold Payments
Payment Type	The payment type associated with the document—either Check or Voucher.
EFT Status	The status of the electronic funds transfer. "Sent" if the file has been created and sent. "Created" if the file has been created but not sent. Blank if there is no electronic funds transfer for this document.
Payee	The vendor's addressee information.
Original Invoice/Credit Number	The number assigned to the original invoice. This allows the report to be sorted by invoice number so that all entries made to an invoice are together.
Document Number	The number assigned to the AP invoice, credit, or check.
Document Date	The invoice, credit, or check date entered during transaction entry.
Due Date	The invoice due date entered on the Enter AP Invoices form.
Document Description	The document description that was entered during transaction entry.
Reversed Invoice	A designation of Yes or No, determining whether the AP invoice/credit has been reversed in the system using the Reverse Session Form..
Reversed Invoice Date	The date the invoice was reversed during transaction entry using the Reverse Session Form.
Document Amount	For functional currency, the document amount entered during transaction entry (Transactions>Invoices, Credits, or Manual Checks). For non-functional currency, the Source Document Amount times the Exchange Rate.
Source Document Amount	The document amount entered during transaction entry (Transactions>Invoices, Credits, or Manual Checks).
Credit Type	The type of credit selected on the Enter AP Invoices form, such as on account or applied.
Check Address	The check address for this vendor. This address was set up using the Maintenance>Vendors form.
Check Address Code	The vendor’s check address code, such as Main or Austin Office.
Purchase Order Number	The number assigned to the purchase order when printing.
{Segment Name} Code	The actual account code associated with a transaction. The report prints the account code, such as, 201, 05, 45001. One column displays for each code type, such as Fund Code or GL Code.
{Segment Name} Title	The title associated with each code above. One column displays for each code type, such as Fund Title or GL Title.
{Segment Name} Short Title	The short title for the title above (15 characters or less). One column displays for each code type, such as Fund Short.
{Segment Name} Group Code	The group code you assigned. The report prints a column for each group code, such as Fund Group Code.
{Segment Name} Group Title	The title associated with the group code above. The report prints one column for each group segment.
{Segment Name} Group Short Title	The short title for the group title above (15 characters or less). One column displays for each group segment, such as Fund Group.
Effective Date	The line item effective date assigned during transaction entry.
Session ID	The session ID assigned to this batch of AP invoices, credits, or checks. This ID was assigned using the AP Invoices, AP Credits, or AP Manual Checks Session form.
Session Date	The date of the session entered on the AP Session form.
Session Description	The description entered on the AP Session form.
Transaction Source	The transaction type for the invoice, credit, or check, such as APC, API, APM, APS, or APV.
Entry Type	The entry type chosen during transaction entry—Normal (N), End of Year Adjustment (A), or Beginning Balance (UO).
Transaction Description	The description entered for the transaction line item.
1099 Type-Box	The form type-box number designated for the 1099 form, such as MISC-15, DIV-01a, INT-01, R-09b, or W2G-01.
Payments	For functional currency, the debit amount entered in the transaction entry table for the AP invoice, on account credit, or check.
Charges	For functional currency, the credit amount entered in the transaction entry table for the AP invoice, applied credit, or check.
Source Payments	The debit amount entered in the transaction entry table for the AP invoice, credit, or check. It follows the currency of the session.
Source Charges	The credit amount entered in the transaction entry table for the AP invoice, credit, or check. It follows the currency of the session.
Invoice/Credit Payments	The debit amount for the invoice/credit in the currency that the invoice/credit was originally booked in.
Invoice/Credit Charges	The credit amount for the invoice/credit in the currency that the invoice/credit was originally booked in.

Use the Filter tab to narrow down and define the data using the available filters.

Use the Options tab to Summarize Amounts on the report, to implement security features, and more.

• Select "Summarize Amounts" to add amounts together and display one line item with the total amount. All document information must be identical for the system to add items together.

• Select "Do Not Allow Changes to this Report" to secure the report so that other users cannot save their changes to it. This option can only be undone by the user that locked the report.

• Select "Year End Adjustments" to include year end adjustments on the report. This entry type was designated during transaction entry.

• Select "Open Entries in Detail" to to include opening balances (system or user opening entries) in detail.

• Select "Replace total debits and credits with Balance" to show the net amount for each segment where totals have been requested. Otherwise, the report displays the total debits and total credits for each segment.

• Select "Suppress Lines with All Zeros" so that documents with zero amounts do not print. This eliminates records having zero in all amount columns. If it is not selected, every line prints, even if it has a zero value.

• Select "Subtotal Detail by Calendar Month" to subtotal the detail by a calendar month. This subtotal always calculates according to calendar month (1-31) not month end.

Use the Layout tab to change the font and page setup for a report.