Cash Requirements Report
Accounts Payable Menu -> A/P
Payments -> Cash Requirements Report
Reports Menu -> Automatic
Reporting -> Function APAP16 -> runs Cash
Requirements Report
Generate the Cash Requirements Report to help determine
which invoices need to be paid, and to determine where discounts
can be taken for early payment in Select
Invoices - Computer Checks and Select
Invoices - Manual Checks.
This report can also be run automatically with the PDF or
spreadsheet output emailed to staff by setting up APAP16 with the
relevant filters and email addresses in the Automatic Reporting.
The selection prompts and filters include:
-
- STARTING VENDOR NAME
- Leave this field blank for all vendors, or to narrow the list
enter the first few characters of the starting vendor name.
- ENDING VENDOR NAME
- Leave this field blank all vendors, or enter the first few
characters of the ending vendor name of the report.
Note: The vendor selection uses the vendor Alpha Key to
select and sort the vendor list so the output will match the vendor
selection sequence in Select Invoices -
Computer Checks.
PAYMENT DATE
- Accept today's date or enter the date of the payment.
This date determines which invoices are selected for payment and
can be different from the Computer Check date.
NEXT PAYMENT DATE
- Accept one week from the Payment Date for the date of
the next A/P Payments run, or enter the correct date.
This date identifies Invoices that are not actually due yet, but
are due before the next payment run so that such invoices will be
included for payment in this run to prevent them from being
late.
ALL CURRENCIES
- Check this box to include all currencies in the output.
Uncheck this box to select a specific currency for the
output.
- CURRENCY
- If All Currencies is unchecked, enter the currency, or
select it from the window.
DIVISION, "ALL" OR "SEL"
-
- Type ALL to include all divisions in the report.
- To print the report for a single division, leave this field
blank for the Head Office Division, or enter a specific division
code, or select a division from the drop-down list.
- Type SEL to select several specific divisions or divisions by
accounting region to include in the report, as outlined in Division Select By Region.
A list of the Divisions reflected in the output is generated after
the Cash Requirements Report if the "SEL" filter is used for
selecting Divisions. This list prints on a separate tab of the
spreadsheet output.
The divisions included in the report output are NOT limited by
the Divisional Restricted Views assigned
to the operator.
INCLUDE INVOICES ON HOLD
- Uncheck this box to omit any posted invoices flagged to be held
from payment in Hold/Release A/P
Invoices.
Check this box to include all posted invoices.
SORT BY
- Select one of the following primary sorting options:
INCLUDE NEG. VENDOR BALANCES
- Check this box to include all Vendors with a negative or
positive account balance.
The negative totals are not reflected in the Net Amount Cash
Required total on the report.
Uncheck this box to omit any Vendors with a negative account
balance.
Note: If Negative Vendor Balances are not included and the
Sort By selection is 'Division' then the vendors with a
negative total balance at a division will not be included for the
specific division, but the same vendors may be included in another
division where they have a positive balance.
This filter may generate different totals using the Sort By
'Vendor' selection, as whole accounts may be excluded or included
based on the entire account total.
PRINT INVOICE NOTES
- Uncheck this box to omit any Notes from the A/P Invoice
header.
Check this box to include the Notes from the A/P Invoice header on
the report. These Notes will only print if the Print box for the
note on the Invoice Header is checked.
SECONDARY SORT BY INVOICE
- Uncheck this box to sort and display the invoices in date
order.
Check this box to display the invoices for each vendor in invoice
number sequence.
VENDOR TYPE
- This prompt is only enabled if the Direct A/P Payment
processing has been activated in the Company
Information.
Select one of the following sort options:
- Select Direct Credit radio button to only include
vendors identified in Vendor Information,
as being paid by Direct Credit payment.
A/P payments can then be generated from Direct
Credit Payments.
- Select Computer Checks radio button to only include
vendors being paid by check, in the Cash Requirements report.
Payment can be initiated by Select Invoices -
Computer Checks or by Select Invoices -
Manual Checks.
- Select All Vendors radio button to consider all vendors
in the report selection, including both those being paid by Direct
Payment and by check.
REPORT OPTIONS
- This value defaults to the operator preference as defined in
Operators.
Select one of the output options to Print a report or export
the data to Excel as outlined in Report Options.
The spreadsheet output includes a column for an associated PO#
and also a Direct Credit flag when relevant.
Finished?
- Click the ACCEPT button to generate the output, or click the
CANCEL button to abort.
Report Output Explanations:
-
- PAST DUE, CURRENT AND OPTIONAL
- The invoices are categorized into three groups (Past Due,
Current and Optional) according to the Invoice Due Dates.
The three groups are defined as follows:
- Past Due:
- Invoices with Due Dates prior to the Payment Date
are overdue and are printed in the PAST DUE column.
Current:
- Invoices with Due Dates the same as the Payment
Date up to and including the Next Payment Date are
printed in the CURRENT column.
Optional:
- Invoice totals are printed in the OPTIONAL column for
consideration if:
- the Due Date is after the Next Payment Date
- the Discount Date is earlier or on the Next Payment
Date
- it has a discount percent
Note: Invoices in the Past Due and Current columns should be
paid now.
Invoices in the Optional column are due in the future, and need not
be paid now unless the invoice has a valid discount.
INVOICES ON HOLD
- Posted invoices that have been put on hold have H
printed on the right side of the invoice detail on the Cash
Requirements Report.
Examples of invoices to flag on Hold could be credits,
discrepancies, and invoices which cannot be paid for lack of
funds.
To change the Hold status on a posted or unposted invoice
refer to Hold/Release A/P Invoices.
DISCOUNTS
-
- Valid Discounts:
- If the Payment Date equals or is before the Discount
Date, the discount is Valid.
- Lost Discounts:
- If the Payment Date falls after the Discount
Date, the discount is Lost.
Topic Keyword: APAP16