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Prepayments Status Report

Use the Prepayments Status Report to review the unapplied prepayments and unpaid or partially paid invoices for a supplier. You can compare the invoices and prepayments for a supplier to determine if there are outstanding prepayments which you can apply against unpaid invoices.

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

You submit this report from the Submit Request window. See: Submitting Standard Reports, Programs, and Listings.

Selected Report Parameters

Include Prepayments? Enter a value to determine if Payables includes prepayments in the report.

Include Credit/Debit Memos? Enter a value to determine if Payables includes credit and debit memos in the report.

Include Invoices? Enter a value to determine if Payables includes standard invoices in the report.

Invoice Start/End Date. Payables prints all the invoices and/or prepayments that have an invoice date on or after the Invoice Start Date you specify.

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

Selected Report Headings

Settlement Date. If a prepayment is a temporary prepayment, Payables prints the date you can begin applying invoices against the prepayment.

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:

Number of Holds. The number of active holds on a prepayment, credit/debit memo, or invoice. A hold prevents Payables from paying any items.

See Also

Invoice Approvals



Releasing Holds

Common Report Parameters

Common Report Headings

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