A/P reports — which one to run, and when

A plain-English guide to the Accounts Payable reports: what each one shows and when to run it. A good habit is to run your key reports after each session.

Where: Accounts Payable → Select Reports (and a few in the General Ledger → Select Reports)

> Screenshot: The A/P Select Report menu. (source: image25.png)

Before you pay — for board approval

- Abstract of Vouchers — the report your board or ruling body approves before payment. Lists suppliers by G/L account / fund with totals, plus supplier, invoice number, date, description, and amount. Can be sorted by G/L number, voucher number, and/or supplier, by date and/or fund (or all funds).

> Tip: Print this after invoices are entered but before payment, for approval. Run it again after payment and it will now show the check numbers used to pay each invoice.

- Abstract of Vouchers – Paid or Unpaid — same idea, filtered to only paid or only unpaid invoices. Suggested setting: All Funds.

Tracking what you owe

- Aged Payables — outstanding amounts by age, with various selection options; lists supplier name, invoice number, date, and amount due. Useful for analyzing outstanding debt.
- Unpaid Vouchers — open invoices still to be paid (portrait or landscape).
- Projected Payables — upcoming obligations.

After you pay — for filing & reconciling

- Check Register (General Ledger → Select Reports) — sorted by G/L account and either a check-date range or check-number range. File this with the Abstract and use it to reconcile your bank statement. It lists every check the A/P and P/R modules processed — for all funds, including ACH vendor payments.
- Paid Vouchers (portrait or landscape) — paid date, invoice number, vendor, amount, voucher number, description, G/L number/name, and check number. File for reference.
- G/L Purchase Journal — a date-range report grouped by fund and G/L number; shows date, G/L number, vendor, invoice number, description, voucher number, and amount.

> Screenshot: Sample Purchase Journal output. (source: image39.jpg)

Other useful reports

- YTD Vendor Totals — year-to-date totals per vendor.
- Operating Statement (General Ledger → Select Reports) — remember, invoice amounts only appear here once they're posted.

> Note: These are suggestions — more reports are available depending on your needs.

→ Next step: Reconcile with the Check Register, or head back to the everyday A/P cycle.