Understanding the Date File Generation Report
To run as of reports, you must first generate a date table. The system uses the date that you specify in the first processing option and compares it with the GL date of all the AP transactions. The open amount of the voucher is calculated based on the voucher's gross amount, adjustments, and payment transactions within the GL date time frame.
The Date File Generation report updates three worktables if you set up your processing options appropriately:
F0411A table, based on the F0411 table.
F0413A table, based on the F0413 table.
F0414A table, based on the F0414 table.
To produce custom reports that include payment information as of a specific date, you can use the F0413A and F0414 tables.
If you are updating only open items, the system uses the date that you enter in the Date processing option and compares it with the GL date of the records like this:
If the GL date of the voucher is after the date that is entered, the F0411A table is not updated.
If the GL date of the voucher is equal to or before the date that is entered, the voucher is included in the table, but adjustment (including voiding vouchers) and payment records must be considered to determine the open amount of the voucher.
If the GL date of the adjustment or payment record is after the date that is entered, the records are not considered in the calculation of the open amount.
The open amount of the voucher is equal to the gross amount.
If the GL date of the adjustment or payment record is equal or before the date that is entered, the amount of the payment or adjustment is subtracted from the gross amount of the voucher and updated so that it becomes the open amount.
When you update only open items, records are written to the F0411A table alone. The system automatically sets the pay status to A (approved) if an open amount exists in the F0411 table.
If you are including both open and paid items in the worktables, the date comparison indicated previously continues, but payment records with a GL date equal or before the date that is entered are also updated to the F0413A and F0414A tables. If no open amounts exist in the F0411 table, the system automatically sets the pay status to P (paid).
You must include paid items in the worktables only when:
You want to include paid information on the report that you are running.
You want to include vouchers that have been prepaid on the report.
Vouchers are considered prepaid any time the GL date of the payment precedes the GL date of the voucher. The processing time for generating the worktables for both open and paid items can take significantly longer than the time that it takes to generate a table for just open items.
To ensure adequate processing time, run the Date File Generation report after business hours.