PRINT ACCOUNTS PAYABLE HISTORY REPORT
Use this screen to print accounts payable history information for a single vendor or group of vendors, by voucher. The report lists the accounts payable history information by voucher and any checks that were printed against that voucher, including voided checks. Unrealized gains and losses are also included in the report as part of the Vendor Total Voucher amount.
The report includes the following information: Vendor, Vendor Name, AP Acct/Org, Voucher, Entry User ID, Invoice (Number), PO (Number), Invoice Date, Invoice Amount, Discount Amount, Amount Due, Trans Currency, Check Number, Check/Void Date, FY, Pd, Subpd, Pay Vendor ID, Cash Account (Number), Cash Organization, Discount Taken, Amount Paid, and Pay Currency.
This report is useful in the following situations:
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A vendor requests that you send them their invoice and payment history.
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An auditor requests a printout of the Accounts Payable History report.
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A manager requests that a vendor's history include both the vouchers and the corresponding checks that were issued to pay those vouchers.
To have the most up-to-date information, post the vouchers and print the checks in question.
Screen Contents
This screen has the following elements:
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Use the Identification block to enter a parameter ID and description.
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Use the Selection Ranges block to specify the selection ranges for the A/P history information that you want to print.
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Use the Options block to specify the voucher type, report format, and the level of detail.
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Use the Sort By block to specify how the report data is organized.
Location
Identification
Use the fields in this block to create a new parameter ID or to retrieve
a previously saved parameter ID. A parameter ID represents a set of screen
selection parameters. After you have saved a parameter ID and its related
parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes
more efficiently and with greater consistency. The saved parameters are
also useful and necessary when you want to run the process as part of
a batch job. Many users save a unique set of parameters for each different
way they run a report or process. When you select a previously saved parameter
ID or parameter description, the associated saved screen selection parameters
automatically display as selection defaults. The page setup and print
options are also included in the saved parameter ID if there are any.
You can change any of the associated selection defaults as necessary.
Parameter ID
Enter, or click 
to select, a parameter
ID of up to 15 alphanumeric characters. Choose characters for your parameter
ID that help identify the type of selections you made in the screen, such
as PERIOD or QUARTERLY.
When you save your record, all the selections made in the screen are
stored with the parameter ID. Later, you can retrieve the parameter using
Query.
You can use the parameter to run the process more efficiently because
you can select the parameter ID with its previously defined screen selections.
After the default selections display in the screen, you can override the
defaults.
Description
Enter, or click to select, a parameter
description of up to 30 alphanumeric characters.
Selection Ranges
Use the fields in this block to specify the selection ranges for the accounts payable history information that you want to print.
(Vendor)
From the drop-down list, select one of the following settings to determine if vendor numbers or vendor names display in the Start and End fields:
Option
Use this drop-down list to select the range of vendors to be included. Valid options are:
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All — Select this option to include all available vendors. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one vendor and then enter that vendor in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of vendors. Enter the beginning vendor for the range in the Start field and enter the ending vendor of the range in the End field.
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From Beginning — Select this option to include a range of vendors that begins with the first of all the available vendors and ends with the vendor that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of vendors that begins with the specific vendor that you enter in the Start field and ends with the last of all the available vendors. The End field is disabled for this option.
Start
Enter, or click 
to select, the starting vendor for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending vendor for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Period
All selected vouchers that you posted within the selected fiscal year/period/subperiod for the vendor range display on the report, along with any checks that you applied against those vouchers.
Option
Use this drop-down list to select the range of periods to be printed. Valid options are:
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All — Select this option to include all available periods. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one period and then enter that period in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of periods. Enter the beginning period for the range in the Start field and enter the ending period of the range in the End field.
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From Beginning — Select this option to include a range of periods that begins with the first of all the available periods and ends with the period that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of periods that begins with the specific period that you enter in the Start field and ends with the last of all the available periods. The End field is disabled for this option.
Fiscal Year (Start)
Enter, or click to select, the starting fiscal year for which you want the report printed. If you select All or From Beginning in the Option field, this field is inactive.
Period (Start)
Enter, or click to select, the starting period for the report. If you select All or From Beginning in the Option field, this field is inactive.
Subpd (Start)
Enter, or click to select the starting subperiod for the report. If you select All or From Beginning in the Option field, this field is inactive.
End Date
This non-editable field displays the end date of the starting fiscal year, period, and subperiod.
Fiscal Year (End)
Enter, or click to select, the ending fiscal year for the report. If you select All, One, or To End in the Option field, this field is inactive.
Period (End)
Enter, or click to select, the ending period for the report. If you select All, One, or To End in the Option field, this field is inactive.
Subpd (End)
Enter, or click to select, the ending subperiod for the report. If you select All, One, or To End in the Option field, this field is inactive.
End Date
This non-editable field displays the end date of the ending fiscal year, period, and subperiod.
Vouchers
All selected voucher numbers that you posted within the selected fiscal year/period/subperiod for the vendor range display on the report, along with any checks that you applied against those vouchers.
Option
Use this drop-down list to select the range of vouchers to be included. Valid options are:
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All — Select this option to include all available vouchers. The Start and End fields are disabled for this option. This is the default.
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One — Select this option to include only one voucher and then enter that voucher in the Start field. The End field is disabled for this option.
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Range — Select this option to include a contiguous range of vouchers. Enter the beginning voucher for the range in the Start field and enter the ending voucher of the range in the End field.
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From Beginning — Select this option to include a range of vouchers that begins with the first of all the available vouchers and ends with the voucher that you enter in the End field. The Start field is disabled for this option.
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To End — Select this option to include a range of vouchers that begins with the specific voucher that you enter in the Start field and ends with the last of all the available vouchers. The End field is disabled for this option.
Start
Enter, or click to select, the starting voucher for the range that you want to include. If you select All or From Beginning in the Option field, this field is inactive.
End
Enter, or click to select, the ending voucher for the range that you want to include. If you select All, One, or To End in the Option field, this field is inactive.
Options
Select Voucher Type
AP
Select this option to print the history report by accounts payable voucher. This is the default.
PO
Select this option to print the history report by purchase order voucher.
Travel
Select this option to print the history report by travel voucher.
PR
Select this option to print the history report by payroll voucher.
TE
Select this option to print the history report by TE (Expense Report Preprocessor) voucher.
Report Format
If a vendor has more than one voucher and each voucher has a check history, the report includes a subtotal for each voucher. If you use Multicurrency, the report also includes the transaction currency code, the pay currency code, and the functional currency code.
For vendor payments, realized gains and losses can arise from variances in the currency exchange rates used to calculate the translation from transaction currency to functional currency for accounts payable vouchers. The Total/Unrealized Gain/Loss amount added to the Vendor Total Vouchers amount equals the Vendor Total Paid amount, since the amount paid includes the realized gains/losses.
Summary
Select this option to include only basic voucher information (voucher number, vendor name, invoice number, invoice date, and invoice amount) on the report. This is the default.
Detail
Select this option to include more detailed information on your report. This selection includes much of the information contained in the Vendor History Inquiry.
Show Details
Line Notes
Select this check box if you want the report to contain voucher line notes.
Vendor Labor
Select this check box if you want the report to contain the vendor labor history.
Account Names
Select this check box if you want the report to contain account names. This feature can be useful for auditors or for Costpoint users who are not familiar with the chart of accounts.
Sort By
1st sort
Use this option to sort the data. The selection you make here determines the sequence in which the data displays on the report:
Page Break
Select this check box to insert a page break after each vendor's data.