Invoice Reporting

The Invoice Reporting menu option (available beginning in version 17.04.010) includes an Invoice Summary, an Invoice Detail report, and an A/P distribution report. The A/P distribution report is the same one found in Accounting Reporting, while the Invoice Summary and Invoice Detail reports are similar to the PO Summary and Detail reports from the purchasing order reporting area, but are tailored to the invoice entry process.

System Navigation

  • Accounting > Invoice Reporting

Invoice Reporting buttons

Button

Description

Invoice

If clicked, opens the Enter Invoice Received form for the purchase order/invoice selected in the "Invoice" field below.

Un-Invoice

Un-invoices the for the purchase order/invoice selected in the "Invoice" field below.

Invoice Reporting pre-filter

Field

Descripton

Report Type

Options are:

  • A/P Distribution
  • Invoice Detail
  • Invoice Summary

Note: The Invoice Summary and Detail reports are very similar to PO summary and detail but tailored to the invoice entry process. Reporting invoices is generally based on posted versus not posted status. Non-posted invoices can only be seen in Accounting Reporting.

View

Options are:

  • All
  • Canceled
  • Not Posted
  • Paid
  • Posted
  • Posted Not Paid

Date Based On

These dates are entered/maintained on the Invoice Entry form when entering invoices. The "System Invoiced Date" represents the date the system will post the invoicing transaction to the GL. The Vendor Invoiced date represents the date that was specified on the Invoice Entry form and is based on the date the invoice was received from the Vendor. This date affects the GL aging for this Vendor in connection with the payment due information specified on the terms. Options are:

  • Invoiced
  • Ordered
  • Paid
  • PO date 1-5

Start Date / End Date

Select the appropriate dates to filter.

Invoice

Select to filter for a specific invoice number.

Vendor

Option to filter the list by the selected Vendor.

Vendor Group

Option to filter the list by the selected Vendor Group.

Account

Option to filter invoices based on the account that was entered in the Invoice Account field when invoices were created via Accounting > Invoice Entry.

Terms

Option to filter the list by the selected Terms.

Entered By

If an Entered By user is selected, only entries that were entered by the selected user will be displayed in the generated report.

Project

If a Project is selected, only entries for the selected Project will be displayed in the generated report.

Job Number

If a Job Number is selected, only entries for the selected Project will be displayed in the generated report.

Sales Order

If a Sales Order is selected, only entries for the selected Project will be displayed in the generated report.

Facility

If a Facility is selected, only entries from the selected Facility will be displayed in the generated report.

Facility Group

If a Facility Group is selected, only entries from Facilities within the selected Facility Group will be displayed in the generated report.

Currency Filter

If a Currency is selected, only entries with the selected Currency defaulted will be displayed in the generated report.

Display Currency

Determines the currency that will be displayed in the amount columns. Select from pick list based on items setup in Accounting > Maintenance > Currencies.

Ship Via

Option to filter the list by the selected Ship Via.

PO Text 1-2

Option to filter the list by the selected PO Text 1-2 entries.

PO Search 1-2

Option to filter the list by the selected PO Search 1-2 selections.

PO Type

Option to filter the list by the selected PO Type. Options are:

  • All
  • Public
  • Private

Ship-To

Option to filter the list by the selected Ship-To.

Custom Criteria

The majority of pre-filters throughout the system contain a custom criteria option. In classic versions, the custom criteria section is displayed as a series of search boxes at the bottom of the pre-filter. In web versions, the custom criteria section is displayed once users click the "+" sign at the bottom of the pre-filter.

Custom criteria allows users to search using fields not normally found on the pre-filter form. For example, when using the Sales > Order Reporting pre-filter, the custom criteria section can be used to search fields contained on the Bill-to or Ship-to records.

Edit Custom Criteria form

Field

Description

Logical

Options are "And" and "Or". Allows users to filter based on resulting criteria. "And" indicates all criteria must be meet in order to return results on the report. If set to "Or", indicates it is optional that the data be returned.

Table

Select from a list a applicable tables. The table presented depend on the pre-filter being used. For example, if using a Sales > Order Reporting pre-filter typical tables to choose from would include Bill to companies, Ship to companies, Sales order header, and sales order lines. 

Field

Options depend on the Table chosen above.

  • Example: If a user input the field "Unit Weight" then "<" as the Operator and "25" as the Value, the search will yield results with a Unit Weight less than 25.

Not

Works in connection with the Operator field below and, if checked, will not include the criteria specified in the value field.

Operator

Defines what operator the system will use when filtering results. Options are: <, <+, <>, =, >, >

=, Contains, Is Empty.

Value

Defines the value that will be filtered on when the search is performed. Will use units applicable to the selected Field.

Task Guide: Entering Accounting Invoices