APGUIDE

CHAPTER 11 Generating Reports and Listings

Reporting types The Product Purchase report can be generated in either summary or
detail.
Totals
• A detailed report includes individual line item transactions for
Sample Product each product. It also calculates the average unit price, the sum of
Purchase report the units shipped, and the sum of the extended amount paid to
each vendor.

• A summary report includes totals for each product purchased by
vendor. It does not report individual line items.

If the report is sequenced by vendor name/item key or vendor key/
item key, the unit cost, quantity shipped, and extended amount are
reported for each vendor.

If the report is sequenced by item key/vendor key, the total unit cost,
quantity shipped, and extended amount are reported for each item.

If the report is sequenced by branch key/vendor name, the unit cost,
quantity shipped, and extended amount are reported for each branch.

Included at the end of each report are company totals for the average
unit cost, quantity shipped, and extended amount.

To view a sample Product Purchase report, click the following link.

Purchase History Report

Description The Purchase History report displays the amount of each purchase
made within a user-defined range of periods (up to 13) in the fiscal
year. It helps to identify seasonal and regional variations in
purchasing patterns and variations from prior years.

The Purchase History report can be used to evaluate your purchases
history by branch locations, vendors, or year-to-date purchases.

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Reports

Order by The Purchases History report can be sequenced by branch key,
vendor key, or net YTD purchases.
Reporting types
Totals Sequencing by net YTD purchases can help to identify the vendors
you buy from most frequently and in the largest dollar amounts. This
Sample Purchase information can be used to persuade vendors to offer price breaks,
History report favorable terms, and other preferential treatment.

Sequencing by branch key can help you evaluate the spending habits
of a specific branch.

The Purchase History report can be generated in either summary or
detail.

• A detailed report includes each transaction for the selected order
by key.

• A summary report includes only the sum of all transaction totals
for the selected order by key.

If the report is sequenced by branch key, monthly and fiscal year
totals are provided for each branch, as well as each vendor within
each branch.

If the report is sequenced by vendor key or net vendor YTD
purchases, monthly and fiscal year totals are provided for each
vendor.

Included at the end of each report are company totals for each month
and the total fiscal year purchases of the months reported.

To view a sample Purchase History report, click the following link.

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CHAPTER 11 Generating Reports and Listings

Purchase Journal Report

Description The Purchase Journal report provides a complete audit trail, in date
order, of all posted transactions—vouchers, debit memos, payments,
discounts taken, voided checks, and deposits—in both the current and
past accounting periods. (It does not include invoices and payments
not yet posted.)

This report can be produced for one branch or all branch locations.
Other options include reporting payment activity only (cash
disbursements, voided checks, discounts taken), invoice activity only
(invoices, debit memos), or both. The sample Purchase Journal report
shows both.

At period end, the Purchase Journal report can be used to locate the
source of an imbalance between an invoice and its associated
payment.

Order by The Purchase Journal report can be sequenced by transaction date.

Sequencing by transaction date provides an audit trail for invoice and
payment details for all transactions in the selected date range, both
current and history.

Reporting types The Purchase Journal report can be generated in either summary or
detail.

• A detailed report includes the distribution of each check to
particular invoices. Transactions for prior months are reported
only in summary.

• A summary report includes only the total for each check.

Totals Totals are reported for invoice activity and for payment activity.

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Reports

Sample Purchase Provided at the end of the report are the totals for each transaction
Journal report type included in the report:

• Open invoice amounts
• Hold invoice amounts
• Adjustment memo amounts
• Check amounts
• Voided check amounts
• Discounts taken amounts
• Number of transactions.

To view a sample Purchase Journal report, click the following link.

Tax Report The Tax report provides a comparison of the sales tax activity
between a given tax rate key in Accounts Payable and the same tax
Description authority key in Accounts Receivable. This report can be particularly
useful in assisting businesses which have legislated a goods and
services or similar tax and in states which allow businesses to net
taxes collected and taxes paid in paying taxes.

Order by The report is automatically sequenced by tax rate key.

The report lists the net payment owed to the government, or to be
refunded, for a goods and services tax. The net is calculated by the
system as the difference between the Accounts Payable sales taxes
you paid and the AR sales taxes you collected.

Reporting options The Tax report can provide only Accounts Payable tax information,
or it can include tax information from both Accounts Payable and
Accounts Receivable.

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CHAPTER 11 Generating Reports and Listings

The report can list the Accounts Payable and Accounts Receivable
documents (vouchers and invoices) reporting a tax amount along with
the details of each document (line items).

The report can also provide only a total tax amount for each tax
authority.

You can specify what information to include on the report by defining
the following ranges:

• Tax key
• Vendor key
• Document date

Totals The totals include total tax collected/gross sales, total tax paid/gross
purchases, and the net, for each tax authority. Totals can also be
included for the voucher totals, invoice totals, total paid and the total
collected, if you request to show the documents and their details on
the report.

Provided at the end of the report are the totals for the information
included in the report:

• Accounts Receivable line items
• Accounts Receivable documents
• Accounts Payable line items
• Accounts Payable documents

Sample Tax report To view a sample Tax report, click the following link.

Tax Report (System Manager)

Where located The Tax report is available on the System Manager (SM) tab in the
menu browser.

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Reports

Description The Tax report compares the tax activity for specified and similarly
defined tax authorities in Accounts Payable and Accounts
Receivable. You can print the report for a range of tax authority keys.

The report is presented in spreadsheet format and you can drill down
in the report for further detail.

Note: The Cross Tab Tax report and the Tax report in Windows
Reports do not contain pre-4.6 tax information. If you want to print
this information, use the regular Tax report found in Accounts
Payable or Accounts Receivable.

Order by The Tax report can be sequenced by tax authority key.

Totals The totals include total tax collected/gross sales, total tax paid/gross
purchases, and the net taxes for each tax authority.

Sample Tax report To view a sample Tax report, click the following link.

Vendor Profile Report

Description A Vendor Profile report serves as a reference to your activity with a
vendor, as well as an aid for answering vendor inquiries regarding
shipments and payments. It provides a complete overview of each
vendor’s voucher and voucher payment transactions (both current and
history), open vouchers, and all aging particulars. The profile can be
run as often as needed and displays one vendor at a time.

Note: If you are using Multi-Currency Manager, you can use the
home currency conversion option to report currency amounts in either
your home currency or the vendor’s natural currency. Additionally,
the values in the report can change depending on the current exchange
rate defined in the Multi-Currency Manager.

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CHAPTER 11 Generating Reports and Listings

Activities to profile Three types of activity can be profiled: payment cycle, current aging,
and transaction detail. Each provides you with a different vendor
analysis perspective. Any single type of profile can be processed on
its own or in combination with the other types.

• A Payment Cycle profile calculates the average number of days in
which the vendor’s vouchers are paid in full, allowing you to see
how long it usually takes you to pay your vendors. It also includes
the month-to-date and year-to-date total purchases (purchases +
discounts + freight), net purchases (total purchases – debit memos
– discounts taken), discounts lost, and cash paid.

• A Current Aging profile shows all open vouchers, including or
excluding paid vouchers according to a user-defined aging date.
This capability is much the same as an Aged Payables report, only
for a specific vendor. The report includes the document number,
apply to number, date, and transaction type.

• A Transaction Detail profile reports every transaction for a vendor
that transpired within a user-defined period and, optionally, open
purchase orders in Purchase Order. History and current
transactions are included in this report, if applicable. Payments
and open vouchers can optionally be included in a transaction
detail profile. The transaction detail vendor profile reports
purchases, payments, and discounts taken totals for the current
and history periods shown.

Sample Vendor To view a sample Vendor Profile report, click the following link.
Profile report

324 Accounts Payable User’s Guide

Listings

Listings

Overview In addition to reports, Accounts Payable provides a variety of listings
that give complete access to all information in the Platinum for
Introduction Windows database. Listings, like reports, can be output to printer or
queue.
In this section
This section contains the following topics:
Page
Topic
How Listings Can Be Used 325
Available Listings 326

How Listings Can Be Used

Description File listings can be used to print:

• Master information such as vendor addresses and other defaults
that you have set up in the system

• System-maintained information such as year-to-date purchases
from a vendor

• Individual transaction information such as current period and
history vouchers and debit memos.

Listings can also be useful as a visual aid to check your data entries or
as a source of reference for other information.

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CHAPTER 11 Generating Reports and Listings

Available Listings

Listings table Accounts Payable can be used to generate the following listings.

Listing Title Order by Key Totals

AP Current Trans- Vendor Key/Apply To Document Document amount, tax amount, dis-
count, and memo home amount.
action Number

AP History Trans- Vendor Key/Apply To Document Document amount, tax amount, dis-
count, and memo home amount.
action Number

AP Line Item His- Voucher Number Voucher detail including taxes.
tory Transaction

AP Voucher His- Voucher Number Voucher detail including taxes.
tory Transaction

Bank Book Inter- Document Number Total amount of cash disbursements
face Cash Account/Document Date and voided checks as well as the num-
ber of transactions

Branch Branch Branch records

Cash Disburse- Document or Check Number Total number of checks, discounts
ments Cash Account available, open/paid amounts

Cash Method Dis- Document Number/Date Distribution amount and number of
tribution Document Type/Account Number transactions. If sorted by document
Document Type/Vendor Class number, total number of documents is
Comment Document Type/Branch included.

Comment Comments records

Currency Gain/ Document Number Document Number records
Loss
Apply To Document Number/Vendor

Currency/Distribution Date

Current Transac- Document Number Subtotals: invoices, invoices on hold,
tion Branch/Vendor debit memos, payments, voided checks,
Cash Account/Vendor discounts taken (only when listing is
Vendor/Vendor Invoice Number sequenced by document number or
Document Date/Document Number document date).
Vendor/Apply To
Totals: number of transactions for each
vendor.

Distribution to Document Number/Distribution Date Distribution amount and number of
General Ledger Distribution Type/Account Number transactions. Additionally, the docu-
Distribution Type/Vendor Class ment number sort provides total num-
Distribution Type/Branch ber of documents.

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Listings

Listing Title Order by Key Totals
History Transac-
tion Document Number Subtotals: invoices, invoices on hold,
Branch/Vendor debit memos, payments, voided checks,
Line Item History Cash Account/Vendor discounts taken (only when listing is
Vendor/Invoice Number sequenced by document number or
Document Date/Document Number document date).
Vendor/Apply To
Total: Number of transactions for each
Voucher Number vendor.
Vendor/Item
Item Key/Vendor Total quantity purchased, dollar
amount purchased, total number of
items.

Pay to Vendor Vendor Subtotals: number of items listed for
Address Company Name the primary sort key (no subtotal if
Voucher Number for one-time ven- sorted by document number).
Project Costing dor Alternate Vendor Address records
WIP Account One-Time Vendor records
Recurring Cycle WIP Account Number
Responsibility WIP Account Number records
Tax Authority Recur Cycle
Recurring Cycle records
Tax Detail History Responsibility Responsibility records
Tax Rate Tax authority records.
Tax Authority Key
Unpaid Project Tax Authority Description Posted tax information.
Cost Tax rate records.
Vendor Tax Authority
Total number and amount of units and
Tax Rate total retention amount.
Tax Rate Description Vendors

Voucher Number

Vendor
Vendor Name
City/Vendor Name
State/Vendor Name
Zip Code/Vendor Name
Vendor Class/Vendor Name
Branch/Vendor Name

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CHAPTER 11 Generating Reports and Listings

Listing Title Order by Key Totals
Vendor Activity MTD and YTD purchases, debit
Vendor Key memos, net purchases, 1099 amounts,
Net YTD Purchases discounts lost, discounts taken, cash
Discounts Lost YTD paid number of vendors.
Vendor Class records
Vendor Class Vendor Class None
Vendor Item
Vendor Labels Item/Location None
Vendor/Item
Voucher History Voucher records
Vendor
Vendor Name
City/Vendor Name
State/Vendor Name
Zip Code/Vendor Name
Vendor Class/Vendor Name
Branch/Vendor Name

Voucher Number

328 Accounts Payable User’s Guide

Appendix A
Accounts Payable Data Files

Accounts Payable Data Files Appendix A

Overview This section provides additional information about the data files
compatible with the Accounts Payable application and the transaction
Introduction files created or accessed during various Accounts Payable processing
options.
In this chapter
This chapter contains the following topics:
Page
Topic
Data Files List and Description 314
Data File Usage 319

Accounts Payable User’s Guide 313

APPENDIX A Accounts Payable Data Files

Data Files List and Description

List The following table lists the data files that comprise the Accounts
Payable database.

File Name Definition Contents
AP1099
AP1099H 1099 Misc Forms Information for 1099 reporting that comes from the
AP1099H_ Prepare 1099 Misc Form menu item.
APALTADD
APBB 1099 Template A template for the historical year 1099 files.
APBRANCH
1099 Historical Historical 1099 information for a specific year. For
APCDIST example, AP1099H6 is historical 1099 data from
1996. This file is created automatically when you run
APCLASS the Print 1099 Misc Form menu item in Final mode.
APCMNT
Alternate Vendor Alternate vendor mailing address used during check
Address/One printing and one-time vendor records.
Time Vendor

Bank Book Inter- A record for each cash transaction (disbursement) to
face be posted to the Bank Book application. The Bank
Book Interface file is maintained only if you selected
the Bank Book interface option in Application Setup.

Branch A record of different divisions or profit centers of
your processing company. If you are interfaced to
Purchase Order, this file may contain the default
address of the purchasing branch used during pur-
chase order entry and printed on the purchase order.

Cash Method Dis- A record of each voucher’s expense. When the
tribution voucher is paid, the records are posted to the Distribu-
tion to GL file. This file is used only if you are using
the cash method of accounting, specified in the Appli-
cation Setup file. This file is not needed when you are
using the accrual method because the expense of the
purchase is recognized as of the purchase date,
whether or not payment has been made on the invoice.

Vendor Class A record for each classification of vendors you have
defined. If you are using the Multi-Currency Manager
applications, the vendor’s natural currency type is also
included in this file.

Comment A record of up to two lines of comments which can
optionally be printed on checks.

314 Accounts Payable User’s Guide

File Name Definition Contents
APDEFLTS
APDIST Terms A record for each type of terms of sale used by your
vendors.
APDISTH
APHDR Distribution to GL A record for each transaction to be posted to General
Ledger. It is purged when the Print and Post Distribu-
APHDRH tion to GL is generated with the Interface to General
APJCHOLD Ledger option enabled.

APJCWIP Distribution to GL Records of transactions from prior periods (that have
APLIN
History been posted to the GL). The option to activate this
APLINH
field is found in Application Setup.
APMCGNLS
APNEXTSY Accounts Payable This is a holding file for unposted header information
Header Informa- in the Voucher Entry window. Header details remain
tion in this file until the voucher is posted. At that time,
information is moved to the APHDRH file.

Accounts Payable A history of voucher header records.
Header History

Holding file This is a temporary holding file that contains records
for each posted project related cost and retention that
is entered in Accounts Payable. It tracks the costs and
retentions that are not purged until you post the final
payment against the transaction voucher with which
they are associated.

Work in Process A record of the Work in Process account to be used
during voucher, additional cost voucher, and debit
memo entry.

Voucher Line This is a holding file for the unposted line item infor-
Item Detail Infor- mation from the Line Items tab. Line item details of
mation the voucher remain in this file until the voucher is
posted.

Line Item History Records of the line item details (from the APLIN file)
of posted vouchers. If you are interfaced to the Inven-
tory application, you can optionally have AP transac-
tions post directly to the Inventory History file.

Currency Gain/ The currency gain and loss amounts for Accounts
Loss Payable transactions.

Next System Doc- A record of the last system document ID. This file is

ument ID internally controlled for threading and processing.

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APPENDIX A Accounts Payable Data Files

File Name Definition Contents
APONE
Application Setup Information regarding the company being processed

Information and the processing options chosen for this company.

This file contains the following records:

Check Printing Setup
This record contains options specific to printing
checks such as what might print on the actual check
like company name, voucher comments, account
number, and account number description.

Voucher Processing Setup
This record contains processing option for vouchers
and debit memos. You can verify totals, require post-
ing in the current period, and define a default voucher
status.

General Ledger Interface
This record defines parameters for interfacing to the
General Ledger application. It allows you to post to
GL either in summary or detail and use either the
direct or indirect posting method.

Application Setup
This record contains the name and address of the pro-
cessing company, as well as various configuration
options used during Accounts Payable processing.
The company name is printed in the headings of
reports.

Auto Numbering Setup
This record is system-maintained to give you the next
available voucher number, debit memo number, and
purchase order number (if the Purchase Order applica-
tion is installed). It also stores the mask associated
with each number. As you process transactions, docu-
ments are numbered sequentially from the numbers in
this file. When you initially set up this file, it is recom-
mended that you provide the system with the first
voucher number and purchase order number (particu-
larly if your checks and purchase orders are pre-num-
bered).

316 Accounts Payable User’s Guide

File Name Definition Contents

APRECUR Inventory Interface
APRSPB This record is used only if you are interfaced to the
APSELECT Inventory application. It is used to define the number
APSELHDR of description lines (1 or 2) you want to default from
APSER the Inventory—Item Master file during Voucher Entry
APSUPPLR or Debit Memo Entry.

Recurring Cycle Note: If you do not have the Inventory application, or
are not interfaced (as determined in the Application
Responsibility Setup menu item), this menu item is not displayed.
Cash Disburse-
ments Home Currency Description
Cash Disburse- This record contains the description, currency symbol,
ments Header and rounding factor of your company’s home cur-
Unposted Serial/ rency. This information is used when printing checks.
Lot Numbers This file needs to be set up if you are not defining the
home currency information in Multi-Currency Man-
Vendor Item Key ager.

A record for each recurring cycle you define for recur-
ring vouchers. The record includes information such
as the cycle in which the voucher recurs, the cancella-
tion of the recurrence, and the option to track the
voucher balance. If the recurring voucher is tracked,
the remaining balance is also maintained in this file.

The names of individuals or entities accountable for
approval of voucher payments.

A record for each cash disbursement entered but not
yet posted to the Current Transaction file.

A record for each unposted handwritten check and
applied on account entry.

A temporary holding file that contains a record of
each inventory item’s serial/lot number entered on the
Debit Memo Entry window. Serial/lot number details
remain in this file until the debit memos are posted.

The vendor item number, rank, comment, and lead
time for each item that a vendor might supply. This
file is only used if the Inventory application is
installed.

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APPENDIX A Accounts Payable Data Files

File Name Definition Contents
APTRAN Current Transac-
tion The transactions generated in the current accounting
APTRANH period. Transaction types are internal controls used to
APVEND History Transac- distinguish the different types of transaction entered in
APVENDH tion Post Voucher and Debit Memo, Voucher Payment
Vendor Entry, Handwritten Check Entry, Apply On Account
Entry, Post Handwritten Checks, Post Voucher Pay-
Vendor Activity ment, and Void Checks. Each different kind of trans-
action is distinguished by a transaction type (shown in
parentheses):

• Debit Memo (D)

• Hold Voucher (H)

• Voucher (I)

• Payment (P)

• Discount Taken (T)

• Void Check (V).

Transactions reside in this file until period end closing
when they are posted to the history files.

Records of transactions from prior periods (that have
been paid in full and posted during period-end clos-
ing). The option to activate this field is found in
Application Setup.

A record of information for each vendor. In addition
to the information used to identify each vendor, the
Vendor file stores default information on the vendor’s
term of sale, 1099 defaults, the default location, the
expense account most often debited for non-inventory
purchases, and the branch for which purchases are
most often made from the vendor.

A record of each vendor’s activity for current and past
periods. This information can be reported in vendor
profiles.

318 Accounts Payable User’s Guide

File Name Definition Contents
Vendor Locking Vendor locking files for cash disbursements.
APVNDCD
APVNDCDL AP Report and A record for each record defined and saved while pro-
Listing Parame- cessing reports, listings, purges, posts, and any other
APWPARMS ters document generated through the parameter mainte-
nance screens.

Data File Usage

Introduction This section includes the processing and reporting options available
in Accounts Payable and lists the data files that are accessed for
information or updated during processing.

Multi-Currency If you are using Multi-Currency Manager to conduct business in
Manager file usage multiple currencies, the Currency Master (FEMAST), the Exchange
Rate (FERATE), and the Options (FEONE) files are accessed
whenever a currency conversion is necessary, either during
processing or report generation.

Accounts Payable User’s Guide 319

APPENDIX A Accounts Payable Data Files

File usage – The following chart lists the files used for each major process in
processes Accounts Payable:

Process Files Used
Voucher Entry
Files Accessed:

Vendor Class (APCLASS)
Vendor (APVEND)
Branch (APBRANCH)
Recurring Cycle (APRECUR)
Terms (APDEFLTS)
Voucher Processing Setup (APONE)
Responsibility (APRSPB)
Vendor Item Key (APSUPPLR)
Vendor Activity (APVENDH)
Voucher Entry (APHDR and APLIN)
Voucher History (APHDRH, for preloading posted vouchers)
Line Item History (APLINH, for preloading posted vouchers)

Taxes (LOONE, LOTAX, LOTAXATH)

If AP is interfaced to Inventory:
Item Master (INMAST)
Location (INLOC)
Location Description (INLOCD)
Quantity Conversion (INQTYCNV)

If AP is not interfaced to Inventory:
Item Master Lookup(LOINMAST)

If AP is interfaced to General Ledger:
Chart of Accounts (NLCHART)
GL Inter-Company Description (NLILDESC)(if Inter-Company is
installed)

If AP is not interfaced to General Ledger:
Chart of Accounts Lookup (LOCHART)

If Multi-Currency Manager is installed:
Currency Master (FEMAST)
Exchange Rate (FERATE)
Options (FEONE)

320 Accounts Payable User’s Guide

Process Files Used
Debit Memo Entry
Files Accessed:

Vendor Class (APCLASS)
Vendor (APVEND)
Branch (APBRANCH)
Voucher Processing Setup (APONE)
Responsibility (APRSPB)
Vendor Item Key (APSUPPLR)
Vendor Activity (APVENDH)
Voucher Entry (APHDR and APLIN)
Voucher History (APHDRH, for preloading posted vouchers)
Line Item History (APLINH, for preloading posted vouchers)

Taxes (LOONE, LOTAX, LOTAXATH)

If AP is interfaced to Inventory:
Item Master (INMAST)
Location (INLOC)
Location Description (INLOCD)
Quantity Conversion (INQTYCNV)

If AP is not interfaced to Inventory:
Item Master Lookup(LOINMAST)

If AP is interfaced to General Ledger:
Chart of Accounts (NLCHART)
GL Inter-Company Description (NLILDESC)(if Inter-Company is
installed)

If AP is not interfaced to General Ledger:
Chart of Accounts Lookup (LOCHART)

If Multi-Currency Manager is installed:
Currency Master (FEMAST)
Exchange Rate (FERATE)
Options (FEONE)

Accounts Payable User’s Guide 321

APPENDIX A Accounts Payable Data Files

Process Files Used

Additional Cost Voucher Files Accessed:
Entry
Vendor Class (APCLASS)
Vendor (APVEND)
Branch (APBRANCH)
Recurring Cycle (APRECUR)
Terms (APDEFLTS)
Voucher Processing Setup (APONE)
Responsibility (APRSPB)
Vendor Item Key (APSUPPLR)
Vendor Activity (APVENDH)
Voucher Entry (APHDR and APLIN)
Voucher History (APHDRH, for preloading posted vouchers)
Line Item History (APLINH, for preloading posted vouchers)

Taxes (LOONE, LOTAX, LOTAXATH)

If AP is interfaced to Inventory:
Item Master (INMAST)
Location (INLOC)
Location Description (INLOCD)
Quantity Conversion (INQTYCNV)

If AP is not interfaced to Inventory:
Item Master Lookup(LOINMAST)

If AP is interfaced to General Ledger:
Chart of Accounts (NlCHART)
GL Inter-Company Description (NLILDESC)(if Inter-Company is
installed)

If AP is not interfaced to General Ledger:
Chart of Accounts Lookup (LOCHART)

If Multi-Currency Manager is installed:
Currency Master (FEMAST)
Exchange Rate (FERATE)
Options (FEONE)

322 Accounts Payable User’s Guide

Process Files Used
Voucher Entry, Debit
Memo Entry, and Addi- Files Updated:
tional Cost Voucher Entry
Voucher Header (APHDR)
Select Voucher and Debit Voucher Line Item (APLIN)
Memo to Post Next System Document ID (APNEXTSY)

Post Voucher and Debit Files Updated:
Memo
Voucher Header (APHDR)

Files Accessed:

Voucher Header (APHDR)
Voucher Line Item (APLIN)
Voucher Processing Setup (APONE)

If Multi-Currency Manager is installed:
Currency Master (FEMAST)
Exchange Rate (FERATE)
Options (FEONE)

Files Updated:

Voucher Header (APHDR)
Voucher Line Item (APLIN)
Alternate Vendor Address (APALTADD)
Bank Book Interface (APBB)
Cash Method Distribution (APCDIST) (Cash basis accounting)
Distribution to General Ledger (APDIST)
Line Item History (APLINH)
Current Transactions (APTRAN)
Vendor Activity (APVENDH)
Voucher History (APHDRH)
Next System Document ID (APNEXTSY)
Automatic Numbering (APONE)

Taxes (LOTAXLN)

If Inventory is installed:
Cost (INTXCT)
Item Location (INLOC)
Period Summary (INTXSM)
History Transaction (INTXDH)
Next Event ID (INNEXTEV)

Accounts Payable User’s Guide 323

APPENDIX A Accounts Payable Data Files

Process Files Used

Handwritten Check Entry Files Accessed and Updated:
and Voucher Payment
Entry Current Transaction (APTRAN)
Cash Disbursements (APSELECT)
Record Locks (APVNDCD, APVNDCDL)

Print and Post Voucher If Multi-Currency Manager is installed:
Payment and Post Hand- Currency Master (FEMAST)
written Check Exchange Rate (FERATE)
Options (FEONE)

Files Accessed:

Comment (APCMNT)
Vendor Class (APCLASS)

Files Updated:

Bank Book Interface (APBB)
Cash Meth Distribution (APCDIST) (for cash basis accounting)
Distribution to General Ledger (APDIST)
Auto Number Setup (APONE)
Application Setup (APONE) (if the system is printing your name
and address on the checks)
Alternate Vendor Address (APALTADD)
Cash Disbursements (APSELECT)
Home Currency Description (APONE)
Check Printing Setup (APONECD)
Current Transaction (APTRAN)
Next System Document ID (APNEXTSY)
Vendor Activity (APVENDH)

324 Accounts Payable User’s Guide

Process Files Used
Void Check
Files Accessed:

Current Transaction (APTRAN)
History Transaction (APTRANH)

Files Updated:

Distribution to General Ledger (APDIST)
Current Transaction (APTRAN)
History Transaction (APTRANH)
Next System Document ID (APNEXTSY)
Vendor Activity (APVENDH)

Record Lost or Damaged If interfaced to Bank Book:
Check Bank Book Interface (APBB)
Files Accessed:

Current Transaction (APTRAN)
History Transaction (APTRANH)

Files Updated:

Current Transaction (APTRAN)

Accounts Payable User’s Guide 325

APPENDIX A Accounts Payable Data Files

File usage - reports The following chart lists the primary files used for each Accounts
Payable report:

Report Files Accessed
Aged Payable
Cash Requirement Current Transaction (APTRAN)
Check Register Vendor (APVEND)
Distribution to GL
Current Transaction (APTRAN)
Print 1099-Misc Form Vendor (APVEND)
Product Purchase
Current Transaction (APTRAN)
Purchase History History Transaction (APTRANH)
Vendor (APVEND)
Purchase Journal
Tax Distribution to General Ledger (APDIST)
Unposted Voucher and Debit Vendor (APVEND)
Memo Chart of Accounts (NlCHART OR
LOCHART)

Current Transaction (APTRAN)
Line Item History (APLINH)
Vendor (APVEND)

Current Transaction (APTRAN)
Vendor (APVEND)
Line Item History (APLINH)
History Transaction (APTRANH)

Current Transaction (APTRAN)
Vendor Activity (APVENDH)
Vendor (APVEND)
History Transaction (APTRANH)

Current Transaction (APTRAN)
Vendor (APVEND)
History Transaction (APTRANH)

Tax (LOONE, LOTAX, LOTAXATH,
LOTAXLN)

Voucher Header (APHDR)
Voucher Line Item (APLIN)

326 Accounts Payable User’s Guide

Report Files Accessed
Unposted Voucher Payment
Current Transaction (APTRAN)
Vendor Profile Vendor (APVEND)
Cash Disbursement (APSELECT)

Vendor (APVEND)
Vendor Activity (APVENDH)
Current Transaction (APTRAN)
History Transaction (APTRANH)
Line Item History (APLINH)

Accounts Payable User’s Guide 327