Viewing A/P Information About Vendors

Use the A/P Inquiry window to view accounting information about a vendor. Inquiries on pay-to accounts reflect the data relevant to both their own accounts and their assigned ship-from accounts. Inquiries on ship-from accounts reflect data relevant to just that account.

To view A/P information about your vendors, you must be assigned Level 2 of the VENDOR.MAINT authorization key.

To view A/P information about a vendor:

1. From the A/P menu, select A/P Inquiry to display the A/P Inquiry window.

2. In the Vendor field, enter the vendor for which you want to view accounting information and press Enter.

3. In the As of field, enter the date in mm/dd/yyyy format to determine which transactions to include in the inquiry. This date does not need to be an end of the month date.

Use the As of field to view your company's transactions and account balances as of a certain date. Changing the date refreshes the window with data relevant to the specific date, except for the static information, such as phone number and terms.

The information displays as if you had gone back in time to the date in question and made the inquiry. Only transactions that existed on that date are displayed and the information will be relevant to that date. The As of field capability can help to quickly resolve vendor questions regarding old statements, transactions, and balances.

For more information, see Viewing A/P Information As of a Specific Date.

4. View information about the vendor in the following view-only fields.

   Fields	Description
   Start	The date the account was originally opened.
   Future	The portion of the company's balance that has not yet appeared on a statement.
   Current	The portion of the company's balance that has been invoiced, is unpaid, but is not overdue.
   31-60	The portion of the company's balance between 31 and 60 days overdue.
   91-120	The portion of the company's balance between 91 and 120 days overdue.
   Over 120	The portion of the company's balance over 120 days overdue.
   Total	The total balance due to the displayed vendor.
   Orders	The dollar value of open purchase from the displayed vendor.
   MTD Purch	Your company's purchases from the displayed vendor for the month-to-date.
   YTD Purch	Your company's purchases from the displayed vendor for the year-to-date.
   LMTD Purch	Your company's purchases from the displayed vendor for last year's month-to-date.
   LYTD Purch	Your company's purchases from the displayed vendor for the last fiscal year to today's date. For example, if your fiscal year is a calendar year and the As of date entered is 12/15/14, then this field displays data from the beginning of the last fiscal year through 12/15/13.
   MTD Paid	Your company's payments to the displayed vendor for the month-to-date.
   YTD Paid	Your company's payments to the displayed vendor for the year-to-date.
   Last Invoice	The last payable post date and amounts owed to the displayed vendor.
   Last Payment	The last payable cash disbursement date and amounts paid to the displayed vendor.
   Name	The contact names listed on the Vendor Maintenance window for this vendor. For more information, see Creating Vendor Records.
   Phone #	The phone numbers associated with the contact names listed on the Vendor Maintenance window for this vendor. For more information, see Creating Vendor Records.
   Terms	Your company's payment terms for this vendor, which have been entered in the Pay Terms field in the Vendor Maintenance record. For more information, see Creating Vendor Records.
   Direct Terms	Your company's payment terms defined for direct orders for this vendor. These terms are defined in the Direct Terms field in the Vendor Maintenance record. For more information, see Creating Vendor Records.
   Last Invoice	The last payable post date and amounts owed to the displayed vendor.
   Last Payment	The last payable cash disbursement date and amounts paid to the displayed vendor.
   Invoice #	The invoice number of all open transactions in the account. The system lists the numbers in the following order: Deposits, from oldest to newest, followed by open orders. Credits, from newest to oldest, followed by debits according to the transaction date, oldest to newest. Unapplied cash receipts by the customer's check number. Note: Use the Arrow keys to view additional transactions.
   Branch	Branch for the transaction.
   Date	Invoice date for the transaction.
   Amount	Invoice amount for the transaction.
   Disc Amt	Amount to take as a discount if your company pays the invoice on or before the associated pay date. Based on the setting of the Do Not Take Discount If Pay Date Is Past Discount Date control maintenance record, this discount amount will be removed from this field only after the check has been printed.
   Payment Date	The date on which the invoice was paid.
   Balance	The remaining balance for the transaction.
   Age	Aging bucket to which the invoice belongs: Future - The portion of the company's balance that has not yet appeared on a statement. Current - The portion of the company's balance that has been invoiced, is unpaid, but is not overdue. 31-60 - The portion of the company's balance between 31 and 60 days overdue. 91-120 - The portion of the company's balance between 91 and 120 days overdue. Over 120 - The portion of the company's balance over 120 days overdue.

More Options for Viewing Information About a Vendor

The A/P Inquiry window also offers these options:

See Also:

Foreign Exchange Rates Overview

Eclipse Information System Overview