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:
Print Transaction Inquiry Report
Use the Filters to filter and sort invoice, check, and credit card information to meet your requirements. There are general filters, and filters on the Invoice tab, and Check tab. Use the filters on the Invoice and Check tabs further narrow down your search.
Select your Company and Bank Account and then select the transaction types you wish to display:
•Invoices
•Adjustments
•Manual Checks
•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.
.png)
On the right select the status type you wish to display:
•All (Paid/Unpaid/Selected for Payment)
•Paid
•Unpaid (includes items Selected for Payment)
•Selected for Payment
•Voided Checks/Invoices
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 (1).png){kind=small}
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 Number
•Invoice Date: Select the date range within which to inquire. Additional date filters may appear depending on what option you choose.
.png)
•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:
•ACH
•Bank Account
•Vendor
•Invoice #
•Type
•Amount
•Invoice Date
•Due Date
•Chk Date
•Run Date
•Check #: Click the Reprint (1).png){kind=small}
icon to reprint a voucher or check for paid transactions. This option does not appear for Voided transactions.
•Check Amount
•Description
•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.
•Project:
•Status: The current status of the transaction.
•PO #: The purchase order number associated with the transaction.
•Quantity
•Note: Hover over the Note (1).png){kind=small}
icon to preview the note.
•Setup: Hover over the Information .png){kind=small}
icon to display user and time information for when the transaction was set up and last updated.
Click a column heading to sort the grid results by that column (e.g., Check #).
Print Transaction Inquiry Report
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 Notes
•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.
Click the View Details .png){kind=small}
icon to view the details of an invoice.
Transaction Inquiry > Details allows you to view the details of Accounts Payable transactions and undo unpaid invoices.
This Section Includes:
The Vendor is listed with existing Terms displayed below the vendor name. The Type of transaction is shown along with the Journal information from General Ledger if applicable.
The following information is displayed:
•Invoice #
•Invoice Date
•Due Date
•Invoice Total
•Discount Type
•Discount
•Check #
•Payment Date
•Confirmation #
•Tax: This field is only shown if you chose to record tax, freight, and other charges in Company Information.
•Freight: This field is only shown if you chose to record tax, freight, and other charges in Company Information.
•Other: This field is only shown if you chose to record tax, freight, and other charges in Company Information.
There are five tabs on the Details page if Use ACH is selected.
All transaction detail lines are displayed including any linked Purchase Orders. Click the Edit 
icon or double-click a detail line to edit. You can only update the 1099 status and Project in transaction inquiry. If you change the 1099 status click Update to save your changes or the Cancel link to return to the Details page without saving changes.
|
|
1099 Status Codes: •None •Interest •Misc. Box 1 - Rents •Misc. Box 2 - Royalties •Misc. Box 3 - Other Income •Misc. Box 4 - Federal Income Tax withheld •Misc. Box 5 - Fishing boat proceeds •Misc. Box 6 - Medical and health care payments •Misc. Box 8 - Substitute payments in lieu of dividends or interest •Misc. Box 13 - Excess golden parachute payments •Misc. Box 14 - Nonqualified deferred compensation •Misc. Box 15 - State Tax withheld •NEC Box 1 - Nonemployee compensation •NEC Box 4 - Federal Income Tax withheld •NEC Box 5 - State Tax withheld •Retirement - R - Used for non-taxable retirement. •Retirement - R2 - Used for taxable retirement •Retirement - R3 - Used for capital gains. •Retirement - R4 - Used for Federal tax withheld from retirement. •Retirement - R5 •Retirement - R9 |
|
|
You can change the Project on a posted invoice. If you do this, you are prompted that the project does not match the corresponding journal entry that was made when the invoice was processed. If you do change the project on a posted invoice in Accounts Payable it is recommended that you also change the project in the corresponding journal entry in General Ledger. |
Click the Print Invoice Detail Report button to display the Invoice Detail Report which displays all detail for the transaction. Click Report Preferences to access the following options:
•Print Notes
•Print Setup Information
•Print Project Information
•Print Recap By Account
•Print Recap By Project
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 to return to the Transaction Inquiry page.
Click the Undo Invoice button to undo the invoice. This option only appears on unpaid invoices. The General Ledger Input Audit for Unposting Accounts Payable Transactions displays all detail for the invoice. Click Report Preferences to access the following options:
•Print Notes
•Print Setup Information
•Print Project Information
•Print Recap By Account
•Print Recap By Project
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 Undo Transaction button to finalize the undo procedure and put the invoice back in Manage Unposted Transactions. You are then on the Transactions - Update page. Click the Cancel link to return to the invoice detail page without undoing the invoice.
If you wish to post the invoice again make any desired changes and click the Update button to return to Unposted Transactions. You can then save the invoice. To delete the invoice click the Cancel link to return to Unposted Transactions where you can click the Delete .png){kind=small}
icon to be prompted to remove the invoice.
ACH information used for the selected transaction is displayed.
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Notes on the selected transaction are displayed and can be edited.
All check detail lines are displayed along with fields showing the Check #, Check Date, Run Date, and Journal.
Click the Print Check Detail Report button to print out a report of the check detail.
Click the Copy Transaction button to copy any transaction and places it under Modify > Unposted Transactions, allowing user to modify and repost the item.
When finished click the Update button to save your changes, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Transaction Inquiry page without saving your changes.
Transaction Inquiry - Credit Card Details allows you to view the details of Accounts Payable credit card transactions and undo unpaid transactions.
This Section Includes:
The credit card User and the Vendor for the transaction are displayed along with the existing Terms to the right of the vendor name.
The following information is displayed:
•Ref #
•Invoice #
•Date
•Total
•Discount Type
•Discount
•Tax: This field is only shown if you chose to record tax, freight, and other charges in Company Information.
•Freight: This field is only shown if you chose to record tax, freight, and other charges in Company Information.
•Other: This field is only shown if you chose to record tax, freight, and other charges in Company Information.
•Net
All credit card transaction detail lines are displayed including any linked Purchase Orders. Click the Edit icon or double-click a detail line to edit. You can only update the 1099 status in transaction inquiry. If you change the 1099 status click Update to save your changes or the Cancel link to return to the Details page without saving changes.
|
|
1099 Status Codes: •None •Misc. Box 1 - Rents •Misc. Box 2 - Royalties •Misc. Box 3 - Other Income •Misc. Box 4 - Federal Income Tax withheld •Misc. Box 5 - Fishing boat proceeds •Misc. Box 6 - Medical and health care payments •Misc. Box 7 - Nonemployee compensation •Misc. Box 8 - Substitute payments in lieu of dividends or interest •Misc. Box 13 - Excess golden parachute payments •Misc. Box 14 - Gross proceeds paid to an attorney •Misc. Box 16 - State Tax withheld •Interest •Retirement - R - Used for non-taxable retirement. •Retirement - R2 - Used for taxable retirement •Retirement - R3 - Used for capital gains. •Retirement - R4 - Used for Federal tax withheld from retirement. •Retirement - R5 •Retirement - R9 |
Click the Print Transaction List button to display a preview of your Credit Card Transaction Edit List report. Click Report Preferences to access the following options:
•Print Notes
•Print Setup Information
•Print Project Information
•Print Recap By Account
•Print Recap By Project
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 to return to the Credit Card Details page.
Click the Reverse Transaction button to undo the credit card transaction (More Information). This option does not appear on transactions that have been marked as having cleared through the reconciliation process.
The Attachments tab allows you to attach files accessible from your device or to scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.
Notes on the selected transaction are displayed and can be edited.
When finished click the Update button to save your changes, the Reset link to undo all changes since the last time the page was updated, or the Cancel link to return to the Transaction Inquiry page without saving your changes.
Credit Card > Reverse Transactions - allows you to reverse unpaid credit card transactions.
|
|
A credit card transaction is considered paid when it has been marked as cleared through the reconciliation process. |
The General Ledger Input Audit for Unposting Credit Card Transactions displays all detail for the transaction being reversed. Click Report Preferences to access the following options:
•Print Notes
•Print Setup Information
•Print Project Information
•Print Recap By Account
•Print Recap By Project
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 Cancel link to return to the Credit Card Details page without reversing the transaction or the Reverse Transaction button to finalize the procedure and put the transaction back in Manage Unposted Credit Card Transactions. You are then on the Credit Card - Transactions - Update page.
If you wish to post the transaction again make any desired changes and click the Update button to return to Unposted Credit Card Transactions. You can then save the transaction. To delete the transaction click the Cancel link to return to Unposted Credit Card Transactions where you can click the Delete icon to be prompted to remove the transaction.