Navigation: Accounts Payable System > Reporting Accounts Payable System Results: Accounts Payable By Division This Help File Page was last Modified on 04/28/2024

❑The Accounts Payable By Division Form's List of outstanding Bills owed to, and Credit Memos issued by Vendors, and is presented as a Grid which may be "Filtered" using several Division related options.

 

✓Note - A Vendor may be assigned to a specific Division within your Company.

This Divisions field allows your Company to associate this Vendor with that Warehouse

Thereafter, when Purchase Orders, and/or Bills are created for a Vendor who was assigned to a Division (a Division assignment to a Vendor is optional)

By default, any Inventory related Transaction posted to either of those documents will automatically be assigned to and associated with that Warehouse

However, that Warehouse designation may be changed when needed.

 

a)It provides an anytime "look-back" and the related Aging information for any Outstanding Balance(s) owed to those Vendors

b)A Show Detail option offers a detailed view of what was purchased on the Bills making up the Outstanding Balance, and/or any Payments which have not been fully Allocated to Invoice(s).

c)It may be "Filtered" using several Division related settings

d)Because the List of Vendors to whom your Company owes the Outstanding Balances is a Grid, this Grid may also be filtered, sorted, reconfigured, provide drill down information.

e)The Vendor Form associated with any line on the List may be displayed.

f)Produce (i.e., View, Print, Export) the Outstanding Balances data for any As Of Date (i.e., Today, or any previous Date in the past for which Bills (including Credit Memos), and Payment records have been entered in the MKMS Accounts Payable module.

 

❑When is this Look Back list needed?  

•As part of an Accounting Period Closing process which includes the Accounts Payable module, typically an Accounts Payable Report is created (and printed to a File or on Paper) to record a snap-shot view of the Company's Payables which existed at that time.

✓When you don't have this "look-back" capability:

▪A reporting (accuracy) problem could occur if the typical type of Accounts Payable Report was not printed at the end of the month  - before new Bills and/or Payments were recorded for the next month.

▪Thereafter, once Bills and/or Payments are posted for the following month, a complex process (i.e., reporting and deducting these new Purchases, and then reporting and deducting the new Payments) is required to recalculate what Accounts Payable Balance would have existed at the end of the previous month.

▪This becomes even more difficult as additional months pass before recalculating what the Accounts Payable Balance should have been at the end of an even "older" month.

•When your Company has instituted the use of Divisions to further segment the services being provided, an Accounts Payable Report By Division will usually be needed with this same "look-back" capability.

 

•The solution to this "look-back" requirement is to use this Accounts Payable Report By Division dialog

✓The Accounts Payable Report By Division dialog provides:

i.A List of Vendors to whom your Company owes Outstanding Balances (i.e., a data grid with this information), plus

ii.It may be "Filtered" using several Division related settings

iii.Additional columns listing how long (old) those Outstanding Balances are, and

iv.A "look-back" capability so you can view that list of Outstanding Balances as it existed on any Date within any Month (now or in the past)

v.Assuming that Bills (including Credit Memos), and/or Payment records have been entered within the MKMS Accounts Payable module prior to that Date.

 

•Because this Accounts Payable Report By Division report is a true Grid (see the Grids & Lists - Print Preview - Exporting Data chapter for much more information), it also offers the Filtering, Configuration, Sorting, Printing and Export capabilities that are inherently part of an MKMS based data grid - examples of which are discussed later in the chapter.

✓Again, the solution to this "how much did we owe on?" question is found in this Accounts Payable Report By Division dialog.

 

•To View, Print, and/or Export this Accounts Payable Report By Division Form:

a)From the Backstage Menu System Select Reports then Choose Payable Reports, or

b)From the Quick Access Menu, Select Reports then Choose Payable Reports

✓Click on the Accounts Payable By Division option

 

❑Setting Up the Accounts Payable By Division dialog's data grid Options:

•As Of Date - Initially, the default As Of Date field is set as Today (until you make your selections and Select Print) which will provide an Aged List of all Outstanding Balances owed to Vendors as of Today.

 

Accounts Payable By Division report dialog

 

✓If the Accounts Payable Balance Due data for Today is not what needs to be seen (e.g., reported, saved as a PDF file, or exported), use the Drop-Down Calendar/Date Entry field provided to Choose whatever As Of Date is required.

✓The only restriction is that Purchases and/or Payments must have been recorded for the Date that is selected.

 

•Columns - Select which columns of data are to be displayed:

 

Available Columns

 

✓Click the asterisk (¬) at the left of the data grid's Header row (see the mouse pointer in the illustration above) to display a list of all of the column names - and associated data - which may be displayed.

✓By default, all Column Names will be Checked.

✓Remove the Check mark (Click on the Check to remove it) to hide that column of data from the data grid.

 

•Show Detail - Check this box to display a sidebar drill-down Grid that will list the two (2) Types of data: 1.) Bill and 2.) Payment transactions which are affecting the Outstanding Balance owed to the Vendor and therefore are being Listed.

1.Bill - Click the small right arrow } next to the Type : Bill data line (see the image above) to display a List of all Bills and Credit Memos with an Outstanding Balance owed to the selected Vendor.

 

a.ID - The Bill's internal record Number listed numerically from lowest to highest.

i.Because this is also functional data grid, you may Click the ID Header Name to sort these Bills from highest (newest) to lowest (oldest) record Number.

b.Invoice # - The Bill's Invoice Number

c.Credit - The line item will be Checked if this is a Credit Memo.

i.Because this is also functional data grid, you may Click the Credit Header Name to list any Credits first, or last, as needed.

d.Open Balance - The Open Balance your Company owes (based on the As Of date entered - see "As Of Date" above) on this Bill (the original Total of the Bill less any Payments applied to it = Open Balance) .

i.Because this is also functional data grid, you may Click the Open Balance Header Name to sort these Bills from highest to lowest (or visa versa) Balance Due.

✓Double-Click on any Bill record Number to open and view that Bill Form.

✓Remove the Check from the Show Detail box to hide this sidebar drill-down Grid.

 

2.Payment - Click the small right arrow } next to the Type : Pymt data line (see the image above) to display a List of all Payments with a portion (or all) of that Payment not yet Allocated to a Bill.

a.ID - The Record ID of the Payment listed lowest to highest (based on the system assigned record number).

i.Because this is also functional data grid, you may Click the ID Header Name to sort these Payments from highest to lowest record number.

b.Credit - The line item will be Checked because this will be a wholly or partially unallocated Payment.

c.Open Balance -The Balance of the Payment which has not been allocated to a Bill (based on the As Of date entered (the original Payment less any portion that has been Allocated = Open Balance).

ii.Because this is also functional data grid, you may Click the Open Balance Header Name to sort these Payments from highest to lowest (or visa versa) Open Balance.

▪Double-Click on any Record ID to open and view that Payments Form.

 

✓Remove the Check from the Show Detail box to hide this sidebar drill-down Grid.

 

•Division - By default, ALL Accounts Payable information for ALL Venders in ALL Divisions will be included.

 

Division - Drop-Down Check Box List

 

✓Use the Drop-Down Check Box List provided to Choose (Check) the Divisions to be included/excluded

▪All Divisions - By default ALL Divisions will be reported

▪No Division Assignment - When Checked, no Vendor with a Division assigned will be included

▪List of Divisions - All previously defined Divisions will be listed, Check those to be included

 

•Retrieve - Once the As Of Date has been set, Click the Retrieve Icon to populate the Grid.

 

•Go To Vendor - Right-Click on any line item within the Grid to open the Radial Right-Click Menu to access the Go To Vendor option which will open the associated Vendor Form.

 

Accounts Payable By Division data-grid - Radial Right-Click menu

 

•Print - When the Accounts Payable By Division list has been formatted as needed, the User may Click the Print Icon to create a Print Preview.

 

✓See the "Printing the Accounts Payable By Divisiondialog's data grid " discussion at the end of this chapter for more information.

 

•Export - Once the data has been formatted, filtered, sorted and configured as needed, Click the Export Icon to display the standard Windows® Save As dialog.

✓See the data grid chapter for more information.

 

•EMail - Once the data has been formatted, filtered, sorted and configured as needed, Click the EMail Icon to send this data as a PDF attachment to an Email address of your choosing.

 

•Print Detail - If the Show Detail box was Checked (see Show Detail above), the Print Detail option will be available.

 

•Accessing the Vendor Form of any listed Vendor who is owed an Outstanding Balance

✓Double-Click on Vendor field to open and view that Vendor Form.

 

•See the Grids & Lists - Print Preview - Exporting Data chapter for much more information about formatting and printing (and exporting) the Accounts Payable As Of Form's data grid