Vendor Cash Requirements Report ranges and options

Ranges

See Report ranges.

Options

Discount/Expiration Cutoff Date

Specify the discount cutoff date. For all invoices that contain a discount due date prior to the date you specify in the Posting Date option, the discount is marked as lost. Discounts that are lost are printed with asterisks (*) next to them. The discounts are taken for all invoices with a discount due date that falls between the posting date and the discount cutoff date. However, if you set up the report to take late discounts, the discount cutoff date will be ignored. Additionally, if the discount amount is zero, the invoice is ignored even if it falls within the discount date specified.

Specify a number between -1 and -7 in the Day field if you want to go back up to 7 days. For example, if you specify **/-7/**, the system uses the current date less 7 days for the cutoff date.

Due/Maturity Cutoff Date

Specify the invoice due cutoff date. The date you enter here determines what invoices you want to pay. Invoices with a terms due date through the date entered here will be processed. Invoices that qualify are printed in the Current column of the report. Invoices with a due date after this date are printed in the Future column.

Specify a number between -1 and -7 in the Day field if you want to go back up to 7 days. For example, if you specify **/-7/**, the system uses the current date less 7 days for the date.

Posting Date

Specify the posting date. If the posting date on the transaction is greater than the posting date specified for this option, the transaction does not qualify to be paid. This date defaults to the current date. You can change it to determine invoices eligible for payment based on future posting dates.

Specify a number between -1 and -7 in the Day field if you want to go back up to 7 days. For example, if you specify **/-7/**, the system uses the current date less 7 days for the date.

The first three options of this report work together to determine an invoice's scheduled pay status (current, future or disputed). In order to qualify for current payment, invoices must meet one of the following criteria:

  • The invoice due date falls before the due cutoff date
  • An invoice's discount date falls between the posting date and the discount cutoff date

If the invoice is disputed, it is included in the Disputed column. All other invoices and credits are placed in the Future column.

(V)end#, (N)ame, (C)urrency, (S)elect Order

Specify V to print the report in vendor number order.

Specify N to print the vendors in alphabetical order.

Specify C to print in currency order.

Specify S to print in select order.

Invoice (D)ate or (I)nvoice # Order

Specify D to print the invoices for each vendor in invoice date order.

Specify I to print the invoices for each vendor in invoice number order.

Take Late Disc’s (N)o, (C)urrent, (A)ged

Specify No if you do not want to take discounts which have expired as of the date you entered in the Discount/Expiration Cutoff Date option.

Specify C to take late discounts and show invoices that are current or future.

Specify A to take late discounts and let invoices age based on existing criteria.

Note:  After the Vendor Cash Requirements Report is run as a stored report, no newly processed invoices are added to the report.
Select Individual Vendor #s to Print?

Select Yes to enter individual vendor numbers or vendor numbers/invoices. If you select Yes, click List to display the Vendor/Invoice List. The invoice numbers that you select for payment must meet the criteria you specified in the Print Current, Future, Disp, All option.

If you do not specify a list of vendor numbers, but do select the All Invoices option on the Vendor/Invoice List window, this message is displayed after you click OK: Warning: No Stored Report Selected. All Due Vendors/Invoices Will Be Paid.

This message allows you to stop processing the report if you did intend to process the report for specific vendors.

The status of all invoices modified in Vendor Edit Payment Selection Entry is displayed in the Status column.

Take Misc Credits (Y)es, (N)o, (W)hole

Specify Y and the miscellaneous credit amounts are used to pay active invoices in invoice date order. Miscellaneous credits print for each vendor at the end of the list of invoices.

Specify N and the miscellaneous credit amounts are not used to pay active invoices. The miscellaneous credit amounts are subtracted from the future invoice column.

For example, if a vendor has a current invoice of $200.00 and miscellaneous credit amounts totaling $225.00, the invoice is paid, and a new miscellaneous credit transaction is created for $25.00. (The new miscellaneous credit transaction will contain the invoice number of the last miscellaneous credit used and the sequence number will increase by one.) The miscellaneous credit amounts that were applied to active invoices ($200.00) will be subtracted from the current invoice column and the remainder ($25.00) will be subtracted from the future invoice column.

Specify W and the entire miscellaneous credit must be applied to an invoice.

For example, if a vendor has a current invoice of $200.00 and also has two miscellaneous credits, one for $180.00 and the other for $45.00, only the $180.00 miscellaneous credit will be applied. The $45.00 miscellaneous credit will not be split. The miscellaneous credit amounts that were applied to active invoices ($180.00) will be subtracted from the current invoice column and the remaining miscellaneous credit ($45.00) will be subtracted from the future invoice column. A check for $20.00 will be prepared for the vendor.

Miscellaneous credits on dispute are not applied.

Pay Vendor if Credit Balance?

Select Yes to update the invoices to which miscellaneous credits were applied. In the example used above in Take Misc Credits, using the whole option, the vendor actually has a credit balance of $25.00 ($20.00 left on the original $200.00 invoice and a $45.00 miscellaneous credit). In order to process the check for $20.00 and update the invoice, you must select Yes here.

Select No and the system considers the Credit Balance by (C)urrent or (T)otal value specified to determine whether to pay a vendor. If the balance you have chosen is a credit balance, then the vendor will not be paid. If you select C and the vendor has a current credit balance, then all of the vendor's invoices and miscellaneous credits are printed in the future column of the report. If you select T, Miscellaneous Credits are not selected as Current if there is not an amount due for the vendor or the Misc Credit exceeds the amount due. When you run Vendor Edit Payment Selection Entry, the Misc Credit is shown in the Future column.

Note:  If Take Terms Discounts on Misc Credits in SA Administrator Option-Vendors-Invoice Defaults is not selected, the Vendor Cash Requirements Report considers all miscellaneous credits (MC) to be current, regardless of the due or discount dates on the MC. If Take Terms Discounts on Misc Credits is selected, the Vendor Cash Requirements Report uses the due and discount dates to determine whether the MC is current or future.

To always apply credits and split when necessary, select Yes for the Take Misc Credits (Y)es, (N)o, (W)hole option.

Print (C)urrent, (F)uture, (D)isp, (A)ll

This option determines the style used by the Vendor Cash Requirements Report. All transactions that qualify for inclusion must have a post date that is greater than the posting date entered in the Posting Date option.

Select C to print only the Current invoice due column. Current invoices are all non-disputed and meet one of the following criteria:

  • Discount Date > or = Posting Date
  • Take Late Discounts = Yes AND Discount Date > or = Discount Cutoff Date
  • Due Date < or = Due Cutoff Date

Select F to print only the Future invoice due column. Future invoices are non-disputed and meet one of the following criteria:

  • Discount Date > or = Posting Date
  • Due Date > Due Cutoff Date
Select D to print only the on hold and disputed invoices in the Disputed column.
Note: Select D if you intend to pay an invoice or group of invoices for a disputed vendor in Vendor Edit Payment Selection Entry and Vendor Entry Check Print Report. Identify the invoices you intend to pay and move them to 'C'urrent in Vendor Edit Payment Selection Entry. Select the Pay Disputed Vendors option in Vendor Entry Check Print Report.

Select A to print the Current, Future, and Disputed columns.

The Vendor Entry Pay Invoices Due Report will automatically reset it to the default.

(D)etail, (V)endor Totals, or (S)ummary

Specify D to print transaction details and these items:

  • Credit memos
  • Manually applied miscellaneous credits
  • Grand totals
  • Bank totals
  • Cash account totals

Specify V to print totals for each vendor with a static line detailing the vendor number, name, vendor type, bank, balance due, rebate due, RMA balance, and Accounts Receivable balance. Under each vendor, a total of all invoices and miscellaneous credits will print.

Specify S to print only the grand totals, bank totals, and cash account totals.

This option allows you to control the amount of detail on the report. If you are creating a budget or forecasting cash needs, specify S to provide the information you need. Vendor totals and Detail enable you to prepare to process checks.

Pay Through Bank

Specify a bank number against which you want checks drawn to pay these vendors. If the bank is invalid, the report fails and an error is sent to the report log for the company.

This option handles situations where multiple divisions share the same vendor but each division pays from a unique bank. Use this option when you want to pay out of one bank yet your Vendor Transaction Entry journal may contain postings to different vendors/divisions assigned with different banks.

When you use this option, the system does not search the Vendor Setup record and update the balance of the bank associated with each vendor. Instead, it searches the CR Bank Setup record for the indicated bank number and updates that bank's balance accordingly.

When you use the Pay Through Bank option in conjunction with a range of bank numbers, the range will serve as a search parameter to find records; however, the Pay Through Bank value takes precedence over the bank information in Vendor Setup.

If this field is left blank, the Vendor Setup bank numbers for individual vendors will be updated.

Posting Period

All journals can only be posted to one period at a time. The posting period should correspond to the posting date entered above. The Posting Period option determines the correct period to post the General Ledger transactions created during the Vendor Entry Pay Invoices Due Report. If you want to go back one period specify -1 in this field.

Show Disputed Vendors?

Select Yes to print disputed vendors, even if none of their invoices will be paid. A note indicating that the vendor's Dispute field is selected will print if this option is set to Yes and you specified either D or V in the (D)etail, (V)endor Totals, or (S)ummary option.

Select No and no information on the disputed vendor prints.

Credit Balance by (C)urrent, or (T)otal

Specify C to use the current amount due when determining if there is a credit balance for vendors that qualify. This will not consider any miscellaneous credits that are part of the future balance.

Specify T if you want all credits to be considered, current and future.

Payment Status Override (N)one, (F)uture, (D)o Not Pay Current
Set the payment override status for the vendor. Possible options:
  • Specify N to generate the full set of requirements and indicate that the payment must not be made.
  • Specify F to generate the full set of requirements and indicate that the payment must be made in future.
  • Specify D to generate the full set of requirements and indicate that the current payment must not be made.
P)rint,CSV F)ile,E)mail,D)ropbox or I)ON?
This option is used to determine the output type for the report. You must specify D for the (D)etail, (V)endor Totals, or (S)ummary option to generate an output type other than print.

Select P to print the basic report to a printer.

Select E to generate a CSV file and send it as an email attachment.

Select D to generate a CSV file and upload it to your Dropbox application, if configured.

Select I to generate the output for ION using the AnyDocument BOD.

Note: Do not specify F. It is not supported in CloudSuite Distribution.
CSV File Name or Email Address
This field is required if you select F or E for the option, P)rint,CSV F)ile,E)mail,D)ropbox or I)ON. If you select F, specify the name of the CSV file. If you select E, specify the email address to whom the CSV file is to be sent.