PeopleSoft Payables 9.1 PeopleBook

Reporting and Reconciling Open Liabilities

This chapter provides an overview of open liability and reconciliation reporting and discusses how to:

Create open liability reports.
Create reconciliation reports.

Understanding Open Liability and Reconciliation Reporting

PeopleSoft Payables provides reports to view open liabilities and compare them to the open liabilities in PeopleSoft General Ledger. These reports enable you to find unbalanced liabilities easily and correct them as necessary. PeopleSoft Payables also provides a report that enables you to age vendors' liabilities.

Creating an open liability or reconciliation report involves specifying both report parameters and run control parameters on a single page. Initiating an Application Engine process from the page accesses the PeopleSoft Process Scheduler, from which you can select options to populate the appropriate report tables and generate reports to your specifications.

The following open liability and reconciliation reports are delivered with PeopleSoft Payables:

Report Name	Application Engine Process	Report Description
Payables Open Liability (APY1406)	AP_APY1406	This report lists posted (recorded) open liabilities in the PeopleSoft Payables tables as of a specific date. You can also specify whether to include unrecorded (unposted) liabilities, prepayments, unmatured drafts paid, and available discounts.
Vendor Liability Aging (APY1408)	AP_APY1408	This report lists all posted (recorded) open liabilities in PeopleSoft Payables as of a specific date and grouped by the aging cycle bucket. You can also specify whether to include unrecorded (unposted) liabilities, prepayments, unmatured drafts paid, and available discounts.
Summary AP/GL Open Liability (APY1400) Detail AP/GL Open Liability (APY1405)	AP_APY1405	These reports list accounting activity that has been processed by the Journal Generator Application Engine process (FS_JGEN).
AP/GL Account Reconciliation Report (APY1410)	AP_APGLRECN	This report lists account totals by journal ID and account.
AP/GL Journal Reconciliation Report (APY1420)	AP_APGLRECN	This report lists account totals by journal line and journal ID.

Note. Data that appears in open liability and reconciliation reports is accurate as of the time you run the Application Engine process that loads the report tables, based on the requested as-of date and as-of date type parameters that you select. However, if the report tables already have the data that you want, you can run multiple reports by changing the report request parameters and running the reports only.

Creating Open Liability Reports

This section discusses how to:

Generate open liability reports.
Generate vendor liability aging reports.

Pages Used to Create Open Liability Reports

Page Name	Definition Name	Navigation	Usage
Payables Open Liability	RUN_APY1406	Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability	Specify run control and reporting parameters to generate Payables Open Liability (APY1406) reports.
Vendor Liability Aging	RUN_APY1406	Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging	Specify run control and reporting parameters to generate Vendor Liability Aging (APY1408) reports. The reporting parameters are similar to the Payables Open Liability (APY1406) reports, except that you specify an aging cycle ID. Note. The Vendor Liability Aging and Payables Open Liability pages access the same run control page (RUN_APY1406). However, the available Application Engine processes depend on the selected report functionality.

Page Name

Definition Name

Navigation

Usage

Payables Open Liability

RUN_APY1406

Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability

Specify run control and reporting parameters to generate Payables Open Liability (APY1406) reports.

Vendor Liability Aging

RUN_APY1406

Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging

Specify run control and reporting parameters to generate Vendor Liability Aging (APY1408) reports. The reporting parameters are similar to the Payables Open Liability (APY1406) reports, except that you specify an aging cycle ID.

Note. The Vendor Liability Aging and Payables Open Liability pages access the same run control page (RUN_APY1406). However, the available Application Engine processes depend on the selected report functionality.

Generating Open Liability Reports

Access the Payables Open Liability page (Accounts Payable, Reports, Voucher Reconciliation, Payables Open Liability).

Use this page to generate the Payables Open Liability report.

As Of Date	Enter the end date for the period that you are processing.
As Of Date Type	Select either the accounting date or the invoice date. The report output is based on either the accounting date or the invoice date of the voucher. The report includes data based on the combination of the values in the As Of Date field and the As Of Date Type field. For example, suppose that you enter 07/31/2006 as the as-of date and select the accounting date as the as-of date type. All vouchers with open liabilities with the accounting date of July 31, 2006 or earlier are included in the report.
Aging Basis Date	Select to age by either Net Due Date or Scheduled Pay date.
Include Unrecorded Liabilities	Select this option to include vouchers that have not been paid and voucher posted. Selecting this option also includes those vouchers that have not been processed through the Journal Generator, which means they are not recorded in the PeopleSoft General Ledger.
Include Prepayment	Select this option to include prepaid vouchers that have available amounts to be applied. If you select to include prepayments, the report displays the Prepayments column that includes both prepaid vouchers that have been paid but are not fully applied and any prepaid vouchers that have not been paid. Prepaid vouchers that have been paid but are not fully applied appear as a negative (−) amount. Prepaid vouchers that have not been paid appear as a positive amounts. If you do not select this check box, the Prepayments column does not appear in the report, and the report Totals field displays the total amount of the prepayments that are not fully applied
Include Unmatured Drafts Paid	Select this option to include vouchers that are paid by a draft method when the payment date is not due yet. Also, this option includes drafts that have been written off after the as-of date.
Include Available Discount	Select this option to include vouchers that reduce the liability. The system includes the discount amount if the report as of date is less than or equal to the discount date on the voucher, or if you select the Always take discount option for the remit vendor on the Additional Payables Options collapsible region on the Vendor Information - Payables Options page. If you do not select to include available discounts, the Discount Available column does not appear in the reports.
Business Unit Option	Select All to create a report for all business units for the time period you specified. Select Value to specify any number of business unit rows on which to report.
Vendor Select Option	Select Select All to create a report for all vendors for the time period that you specify. Select Specify to specify any number of vendor ID rows on which to report.
Currency Options	Select a currency option to use in the report. Options are: Base Currency: The report uses the base currency of the business unit for each voucher. Selected Foreign Currency: The report uses the currency defined in the Currency, Rate Type, and Currency Effective Date fields. Transaction Currency: The report uses the currency in which the procurement took place.

Report Format Options

You have the flexibility to group reporting results in a number of ways. In particular, the Report Group By field, in combination with the Currency Options field, determine how the report displays currency groups, subtotals, and grand totals. The possible combinations are described in the following table:

Report Group By Option	Currency Option	Currency Grouping	Subtotals	Grand Totals
Business Unit/Vendor	Base Currency	No grouping is required because a business unit has one base currency.	Calculated for each vendor.	Calculated for each business unit.
Business Unit/Vendor	Transaction Currency	Vouchers are grouped by currency because they can have different transaction currencies.	Calculated for each transaction currency.	No grand totals are calculated because each transaction can be in a different currency.
Business Unit/Vendor	Selected Foreign Currency	No grouping is required because all vouchers are converted into the selected foreign currency.	Calculated for each vendor.	Calculated for each business unit.
Vendor/Business Unit	Base Currency	No grouping is required because a business unit has one base currency.	Calculated for each business unit.	No grand totals are calculated because each business unit may use a different currency.
Vendor/Business Unit	Transaction Currency	Vouchers are grouped by currency because they can have different transaction currencies.	Calculated for each transaction currency.	No grand totals are calculated because there are multiple transaction currencies.
Vendor/Business Unit	Selected Foreign Currency	No grouping is required because all vouchers are converted into the selected foreign currency.	Calculated for each business unit.	Calculated for each vendor.

Process Scheduler Options

When you click the Run button, the Process Scheduler Request page lists the processes that generate a liability report. You can load data and generate a report or merely generate the report. This table lists the options, depending on the report that you select:

Process List Option	Description
Open Liability Data & Reports	Loads data into the report tables based upon run request parameters and generates the Payables Open Liability report.
Open Liability Report Only	Generates the Payables Open Liability report using data that is already loaded into report tables. Use this option when data is already loaded and when only the report format options have been changed since the last data load. Note. You must run the Open Liability Data Application Engine process (AP_APY1406) if the as-of date, as-of date type, business unit options, or vendor options parameters change.

Process List Option

Description

Open Liability Data & Reports

Loads data into the report tables based upon run request parameters and generates the Payables Open Liability report.

Open Liability Report Only

Generates the Payables Open Liability report using data that is already loaded into report tables. Use this option when data is already loaded and when only the report format options have been changed since the last data load.

Note. You must run the Open Liability Data Application Engine process (AP_APY1406) if the as-of date, as-of date type, business unit options, or vendor options parameters change.

Generating Vendor Liability Aging Reports

Access the Vendor Liability Aging page (Accounts Payable, Reports, Voucher Reconciliation, Vendor Liability Aging).

Note. This page is similar to the Payables Open Liability page, with the exception of the Aging Cycle ID field and the report table and report generated.

Aging Cycle ID

Select an aging cycle to specify the aging categories that group overdue columns in the report.

Process Scheduler Options

When you click the Run button, the Process Scheduler Request page lists the processes that generate a liability report. You can load data and generate a report or just generate the report. This table describes options, depending on the report that you select:

Process List Option	Description
Vendor Liab Aging Data & Report	Loads data into the report tables based upon run request parameters and generates the Vendor Liability Aging report.
Vendor Liab Aging Report Only	Generates the Vendor Liability Aging report using data that is already loaded into report tables. Use this option when data is already loaded and when only the report format options have been changed since the last data load. Note. You must run the Vendor Liab Aging Data Application Engine process (AP_APY1408) if the as-of date, as-of date type, business unit options, or vendor options parameters change.

Process List Option

Description

Vendor Liab Aging Data & Report

Loads data into the report tables based upon run request parameters and generates the Vendor Liability Aging report.

Vendor Liab Aging Report Only

Generates the Vendor Liability Aging report using data that is already loaded into report tables. Use this option when data is already loaded and when only the report format options have been changed since the last data load.

Note. You must run the Vendor Liab Aging Data Application Engine process (AP_APY1408) if the as-of date, as-of date type, business unit options, or vendor options parameters change.

Creating Reconciliation Reports

This section discusses how to:

Generate payables open liability reconciliation reports.
Generate Payables and General Ledger account reconciliation reports.
Generate Payables and General Ledger journal reconciliation reports.

Pages Used to Create Reconciliation Reports

Page Name	Definition Name	Navigation	Usage
Payables Open Liability Reconciliation	RUN_APY1405	Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation	Specify run control and reporting parameters to generate Payable Open Liability Reconciliation (APY1400 and APY1405) reports. Create a detail report, a summary report, or both during processing.
AP/GL Account Reconciliation (accounts payable and general ledger account reconciliation)	APGL_RECN_REQ2	Accounts Payable, Reports, Voucher Reconciliation, AP/GL Account Recon Request, AP/GL Account Reconciliation	Specify run control and reporting parameters to generate AP/GL Account Reconciliation (APY1420) reports.
AP/GL Journal Reconciliation (accounts payable and general ledger journal reconciliation)	APGL_RECN_REQ1	Accounts Payable, Reports, Voucher Reconciliation, AP/GL Journal Recon Request, AP/GL Journal Reconciliation	Specify run control and reporting parameters to generate AP/GL Journal Reconciliation (APY1410) reports.

Generating Payables Open Liability Reconciliation Reports

Access the Payables Open Liability Reconciliation page (Accounts Payable, Reports, Voucher Reconciliation, Open Liability Reconciliation, Payables Open Liability Reconciliation).

Request ID

Enter an ID that comprises any combination of characters.

As Of Date

Enter a date for the period that you are processing. This field is compared to the journal date.

Business Unit Option

Select All to create a report for all business units for the time period you specified.

Select Value to specify any number of general ledger business unit rows on which to report.

Process Scheduler Options

When you click the Run button, the Process Scheduler Request page lists the processes that generate an open liability reconciliation report. The following options enable you to load data and generate a report or merely generate a report:

Process List Option	Description
APGL Open Liab Recon Data/Rept	Loads data into the report tables based upon run request parameters and generates both summary and detail versions of the Payables Open Liability Reconciliation report.
Summary AP/GL Open Liability	Generates a summary version of the Payables Open Liability Reconciliation report using data that is already loaded into report tables. Use this option only when data is already loaded.
Detail AP/GL Open Liability	Generates a detailed version of the Payables Open Liability Reconciliation report using data that is already loaded into report tables. Use this option only when data is already loaded.

Generating Payables and General Ledger Account Reconciliation Reports

Access the AP/GL Account Reconciliation page (Accounts Payable, Reports, Voucher Reconciliation, AP/GL Account Recon Request, AP/GL Account Reconciliation).

Business Unit	Select a business unit for the time period that you specify.
Ledger and Account	Select the general ledger and account for the journal entries that you want to include in the report.
Accounting Period	Enter the accounting period for which you want to create a report.
Fiscal Year	Enter the four-digit fiscal year for the accounting period for which you want to create a report.

Process Scheduler Options

When you click the Run button, the Process Scheduler Request page lists the processes that generate a reconciliation report. The following options enable you to load data and generate a report or merely generate a report:

Process List Option	Description
AP GL Accnt Recon Data & Rept	Loads data into the report tables based upon run request parameters and generates the AP/GL Account Reconciliation report.
AP/GL Account Reconciliation	Generates the AP/GL Account Reconciliation report using data that is already loaded into report tables. Use this option only when data is already loaded.

Generating Payables and General Ledger Journal Reconciliation Reports

Access the AP/GL Journal Reconciliation page (Accounts Payable, Reports, Voucher Reconciliation, AP/GL Journal Recon Request, AP/GL Journal Reconciliation).

Report Option	Specify how you want to organize the report data. Options are: Accounting Period: Include detail in the report by accounting period. If you select this option, the Accounting Period and the Fiscal Year fields become active. Journal Date: Include detail in the report by journal date. If you select this option, the Journal Date field becomes active. Journal ID: Include detail in the report by journal ID. If you select this option, the GL Journal ID field becomes active.
Journal ID	Enter the general ledger journal ID for which you want to create a report. This field is active only if you select the Journal ID report option.
Journal Date	Enter the journal date for which you want to create a report. This field is active only if you select the Journal Date report option.
Accounting Period	Enter the accounting period for which you want to create a report. This field is active only if you select the Accounting Period report option.
Fiscal Year	Enter the four-digit fiscal year for the accounting period for which you want to create a report. This field is active only if you select the Accounting Period report option.

Process Scheduler Options

Process List Option	Description
AP GL Journal Recon Data & Rpt	Loads data into the report tables based upon run request parameters and generates the AP/GL Journal Reconciliation report.
AP/GL Journal Reconciliation	Generates the AP/GL Journal Reconciliation report using data that is already loaded into report tables. Use this option only when data is already loaded.