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You can also use the report to review unpaid or partially paid credit and debit memos. You can determine whether a supplier has unpaid invoices that may be reduced when you pay the outstanding credit or debit memos together with the unpaid invoices for the supplier.

You can submit the report for prepayments only, credit/debit memos only, or any combination of prepayments, credit/debit memos, and invoices. (If you submit the report for invoices only, Payables does not print any data in the report.)

Payables orders the report by supplier and currency. The report provides subtotals for the prepayments, credit/debit memos, and invoices in each currency for a supplier. The subtotal for prepayments is displayed as a negative amount. Although the report displays all prepayments, the subtotal for prepayments only includes approved and paid prepayments since you can apply a paid prepayment only to an invoice.

The report also provides a total of the prepayments, credit/debit memos, and invoices, which is the sum of the three subtotals, in each currency for the supplier. A positive total indicates the invoice amount outstanding for a supplier if all available prepayments are applied and all outstanding credit/debit memos are paid. A negative total indicates the prepayment or credit/debit memo amount still available, if all existing invoices are fully paid by applying available prepayments and credit/debit memos.

Report Submission

Selected Report Parameters

• Yes. Submit this report for prepayments. Payables includes all unapplied or partially applied prepayments for the supplier(s) you specify.

• No. Do not include prepayments in this report.

• Yes. Submit this report for credit/debit memos. Payables includes all unpaid or partially paid credit and debit memos for the supplier(s) you specify.

• No. Do not include credit/debit memos in this report.

• Yes. Include all unpaid or partially paid invoices for the supplier(s) you specify.

• No. Do not include invoices in this report.

Description or Approval/Holds. Choose which you want to display:

• Description. The report displays the description of the prepayment, credit memo, or invoice.

• Approval/Holds columns. The report displays the approval status and number of holds of the prepayment, credit memo, or invoice.

Selected Report Headings

Payables prints Permanent in this column for a permanent prepayment. A permanent prepayment does not have a settlement date, because you cannot apply a permanent prepayment to an invoice.

Payables leaves this column blank for credit/debit memos and invoices.

Original Amount. The original amount of a prepayment, credit/debit memo, or invoice. As you apply a prepayment to one or more invoices, Payables reduces the prepayment amount but maintains the Original Amount for audit purposes. When the prepayment is 0, the prepayment is fully applied and no longer appears on this report.

Amount Remaining. The amount of a prepayment not yet applied to an invoice. If the item is a credit/debit memo or invoice, Payables prints the amount you have not yet paid on the item. Payables adds the Amount Remaining for each prepayment, credit/debit memo, or invoice with the same currency to obtain the subtotal for the currency for each supplier.

If you have not paid a prepayment, Payables prints Unpaid in this column and does not include the prepayment in the subtotal for the supplier. You cannot apply a prepayment to an invoice until you pay the prepayment in full.

Approval Status. The approval status of a prepayment, credit/debit memo, or invoice:

• Approved. You have submitted Approval for the item and it is available for payment.

• Never Approved. You have never submitted Approval for the item.

• Needs Reapproval. You have submitted Approval for the item and Approval has placed a hold on the item.

See Also

Prepayments

Approval

Releasing Holds

Common Report Parameters

Common Report Headings