View Transaction Inquiry allows you to view and print Accounts Payable information at any time. You can also change the 1099 status on invoices.
This Section Includes:
Use the Filters to filter and sort invoice, check, and credit card information to meet your requirements. There are general filters, filters on the Invoice tab, and Check tab filters. All of the filters on the Invoice and Check tabs are optional.
Select your Company and Bank Account and then select the transaction types you wish to display:
•Electronic Funds Transfer
•Credit Card Charges: There are two additional drop-down filters for Credit Card and Credit Card Users that become available when selecting this check box.
On the right select the status type you wish to display:
•All (Paid/Unpaid/Selected for Payment)
•Unpaid (includes items Selected for Payment)
•Selected for Payment
If you select Unpaid you have access to the Unpaid As Of option. If you choose this select the Date or Period.
Select the Vendor by clicking the (not set) link or the Search icon. This displays the Person Search window. By default the search text for the Name field searches for last names and organizations. To search for first and last names enter your search in the "lastname, firstname" format. You can also search by City and State. Select the vendor you wish to inquire on and click the Select button. Alternately, click the Close link to return to the previous page without selecting a vendor.
NOTE: Search for just a first name by starting your search with a comma (e.g., ", James"). Display a complete list of vendors by searching for just a comma.
You also have access to the following filters:
•Invoice Date: Select the date range within which to inquire. Additional date filters may appear depending on what option you choose.
•Invoice Total From and To: Select the total amount range from which you want to view transactions. (These fields accept negative amounts. Clicking the Clear Filters link sets both of these fields to $0.00 which displays ALL invoice totals, whether negative or positive.)
•Due Date: Select the date range within which to inquire. Additional date filters may appear depending on what option you choose.
•1099 Status: Select to Show All or the specific status you wish to view.
•Show Detail Lines with Projects
•Show Detail Lines without Projects
•Select Project(s) - Select All or the specific project(s) you wish to view.
•ACH: Select to Show All, ACH Only, or No ACH.
•Level Filters: There are level filters according to your account structure (e.g., Fund Name, Department Name).
•Account Range: Select the range of accounts from which you want to view transactions.
•Show Only Ones With Discount: Select this option to only view transactions to which a discount was applied.
NOTE: Click the icon or press "s" in any field with the Search icon to display a Search window. Use the filter at the top to narrow down your selection. On the Account Search window you can also specify the Account Type in a drop-down list. You can then double-click the item you want to select or click the item and click Select. Click the Cancel link to return to the Update page without making a selection.
Click the Search button to display results or the Clear Filter link to reset all filters. Use the Maximum Records To Return field if you want to limit the number of search results.
You can select from the following filters:
•Check Date: Select the date range within which to inquire. Additional date filters may appear depending on what option you choose.
•Run Date: Select the date range within which to inquire. Additional date filters may appear depending on what option you choose.
•Check Number From and To
•Check Total From and To
Click the Search button to display the results or the Clear Filters link to reset all filters.
The grid displays transactions matching the selected filters with the following columns:
•Check #: Click the Reprint icon to reprint a voucher or check for paid transactions. This option does not appear for Voided transactions.
•Acct #: The account the transaction was charged to.
•1099: The 1099 status displays as a clickable link. Click the 1099 status link to view the Update 1099 Status window which allows you to change the 1099 status for the transaction. Click the OK button to save your changes.
•State: Click the to add or change the State for the 1099 category. This gets filled in automatically based on the vendor address.
•Attach: An icon indicates an attachment for the item exists.
•Status: The current status of the transaction.
•PO #: The purchase order number associated with the transaction.
•Note: Hover over the Note icon to preview the note.
•Setup: Hover over the Information icon to display user and time information for when the transaction was set up and last updated.
Click a column heading to sort grid results by that column (e.g., Check #). Click the View Details icon to view the details of an invoice (More Information).
Click the Print Transaction Inquiry Report button to display a preview of your report. Click Report Preferences to customize what displays on this report. Select to Sort By either Vendor, Expense Account, Project, or Check Number. Select your Report Options:
•Show Setup Information
•Show Project Information
Select the Print Format:
•Detail: Displays the detail of all transactions included on the report. Includes bank account and expense account information.
•Summary: Displays a summarized format of all transactions included on the report.
•Vendor Labels: Allows you to print vendor labels for vendors included on the report. If you select this option, you also need to select the Label Format.
If you have changed the selected options click the Run Report button to display an updated report preview. You may also click the Clear Preferences link to reset all of your report preferences to their initial values. Once the preview displays you can navigate the pages, export to several formats (e.g., PDF, Excel, Word), and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences. Click the Close Report button when finished to return to the Transaction Inquiry page.