Enhanced interface

AP purchase invoices Register report

The AP purchase invoices Register report displays the AP purchase invoices you received from suppliers in the specified time period, as well as any account adjustments that were entered. Each AP purchase invoice that's listed shows the date, supplier ID and name, AP purchase invoice number, description (if any), due date, and amount.

For information on terms that may differ in your location, see Terminology across locales.

Using the report, you can:

View AP purchase invoices and adjustments
See the payment details for AP purchase invoices, including the payment method and date
See credit details, including which AP purchase invoices a particular adjustment was applied to
See subtotals of billing amounts by supplier or location

To generate this report, go to Accounts Payable > All > Reports > Registers > AP purchase invoices.

Subscription	Accounts Payable
User type	Business, Employee, Approval
Permissions	Run AP purchase invoices Register report

View a monthly report

On the report settings page, select View.
The report displays all results for the default reporting period.
To refine the report, select Customize.

Customize and run

Before running the report, you can select the time period and types of items to include as well as specify how you want the report to appear.

Select the reporting period from the dropdown menu, or enter the start and end dates you want the report to cover. If you do not specify a reporting period, the system generates a report for the current month to date.

You can specify either the reporting period or the start and end dates, but not both.
Set the filters to get the specific data you want.

Filters enable you to include or exclude specific types of data in the report, such as supplier and location. As a general rule, to get fewer and more precise results in your report, set more filters.
Format the report.

Format options vary from report to report. Generally, you can set the layout of the report and/or arrange how to group and display the data contained in the report.
Type a title, subtitle, and footer text for your report.

Do one of the following:

How to work with reports
To:	Select:
View the report now, in your browser.	View
Display the report in PDF format so you can print it or save it to your local drive.	Print
Generate the report and store it for later access. Available formats include HTML, printable (PDF), Excel, CSV (comma-separated value), and Text. Reports can be stored: In Intacct In the My stored reports list Delivered to a cloud storage location, such as Dropbox Learn more about processing and storing reports.	Process and store
Add the report to your dashboard.	Add to dashboard
Memorize (that is, save) the report in the Memorized reports list so that later you can refer back to it or modify and re-run it. You can schedule memorized reports to run on a recurring basis. Intacct can automatically email the reports or deliver them to a cloud storage location.	Memorize
Export the report to a separate file that you can then distribute or save to your local drive. Available file formats vary among reports.	Export

After you run a report, you can either email it to others or return to the Report Settings page to refine the results.

Share and refine reports
After running the report, to...	Select
Email the report to others.	Email
Return to the main report page and refine the report further.	Customize

You can use trial-and-error to get the precise results you want. Just fill in the desired fields, and select View to see the report. If the results aren't what you want, select Customize to return to the report setup page and refine the report further. Repeat this process until you're satisfied.

For complex financial reports that will be run regularly, save the report after you're done setting it up. The next time you're ready to run the report, you only have to change the As of date before running the report.

Time period

You can use one of the pre-defined reporting periods available from the Reporting Period and As of Date boxes, or create your own reporting period using the Start Date and End Date boxes.

To set the time period:

In the Time period section, do one of the following:

Use the Reporting period dropdown list to select the reporting period. Either enter a date in the As of date field or use the calendar tool to select a date.
Enter a specific Start date, End date, or both. Alternatively, use the calendar tool to select the desired dates.

If you complete all the time period fields (that is, if you fill in the Reporting period, As of date, Start date, and End date fields), Sage Intacct generates your report based on the start and end dates. It ignores the As of date.

The following table describes the fields in the Time period section.

Field	Description
Reporting period	These periods are relative to the As of date. All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.
As of date	The date that Intacct will use as a baseline for the reporting period you select. Defaults to today's date.
Start date	Leave the Start date blank to include all information from the earliest date of your Intacct data up to and including the end date.
End date	Leave the End date blank to include all information from the start date up to today.
Prompt on run	Select this checkbox to force Intacct to wait for you (or anyone using this report) to enter a location, department, and/or time period before it will run the report.

Report filters

You can use the Filters section to filter the list of AP purchase invoices and adjustments by supplier or supplier type. In addition, you can optionally include additional information about how AP purchase invoices were paid, or how adjustments were applied to AP purchase invoices.

To customize your report results, change the filters as follows:

To show results for a specific supplier, select the From Supplier dropdown, and then select the supplier you want the report to include.

How to use the From and To fields

All From and To field pairs work the same way. Use them to get search results in as broad or as fine a range as you need, from everything in the system down to a single specific object.

To run this report for a single object:

From the From dropdown list, select the object you want.
From the To dropdown list, select the same object.

To run this report for a specific range of objects:

From the From dropdown list, select the object that you want at the beginning of the range.
From the To dropdown list, select the object that you want at the end of the range.

To run this report for all objects:

Leave both fields blank.

If you have a large number of objects or the report takes too long to process, use the From and To fields to run a series of smaller reports. For example, you can run five reports, one each for objects whose names begin with A-E, then F-J, K-O, P-T, and U-Z.

An object is a catch-all term that refers to any specific data item in the system. Customers, suppliers, items, and accounts are all examples of objects.

To show results for a specific supplier type, select the Supplier Type dropdown, and then choose the supplier type you want the report to include, such as consultants or distributors.

To show results for a specific supplier or range of suppliers, use the Select Supplier list boxes.
If your company has multiple entities and uses multiple currencies, select the location the report should use (required) and, optionally, the department and base currency the report should use. Also select the locations on which to base the report (irrespective of the location you chose in the preview step).
Select whether you want to Display Transaction Details for AP purchase invoices and adjustments, such as the account, department, location, allocation, and memo.
Select whether you want to show details about how AP purchase invoices were paid and how adjustments were applied. If multiple payments were made toward an AP purchase invoice, or if an adjustment was applied to multiple AP purchase invoices, this detail is broken out into several lines.
- To display details about how payments were made (such as the payment method and cheque number), select the Display Payment Details checkbox.
- To display details about where adjustments were applied, select the Show Credit Details checkbox. Selecting this option changes the Paid by column to a Paid by/Paid to column and adds information about the AP purchase invoices to which the adjustment was applied.
If you do not want the report to display AP purchase invoices that have already been paid, select the Hide Paid Documents checkbox.
If you want the report to display only AP purchase invoice line items that have been released for payment, check the Show Only Released Line Items checkbox.

Filter Box	Notes	Limitations
From Supplier, To Supplier	Includes data only for a specific supplier or range of suppliers. By default these boxes are blank, which means the report will include all suppliers.
Supplier Type	Include data only for the type of supplier specified. By default this box is blank, which means the report will include all supplier types.
Transaction Currency	Assigns the base currency that the report should use. Appears only for companies that have multiple entities and that use multiple currencies.
Location	To display all data in a single report, clear the Individual Report checkbox. To display a separate report page for each department, select this checkbox. To force the person running the report to select a location, department and/or time period when you run the report, check the Prompt on Run checkbox. Appears only for companies that have multiple entities and that use multiple currencies.	Required if you're running a report at the top level. This ensures that the report uses the correct base currency. Run reports offline if they have departments and locations on individual pages, as these reports might be too large to run during your company session.
Department	To display all data in a single report, clear the Individual Report checkbox. To display a separate report page for each department, select this checkbox. To force the person running the report to include a location, department and/or time period when you run the report, check the Prompt on Run checkbox Appears only for companies that have multiple entities and that use multiple currencies.	Run reports offline if they have departments and locations on individual pages, as these reports might be too large to run during your active session.
Show For	Select the locations for which the report should include transactions. Appears only for companies that have multiple entities and that use multiple currencies.
Display Transaction Details	Add additional columns of detail for each transaction in the report. This includes Account Label (or GL Account), Department, Location, Allocation and Memo. By default this checkbox is unchecked, which means the report will not include any details.
Display Payment Details	This option operates at the document level and shows how the AP purchase invoice was paid, which is particularly useful when you pay an AP purchase invoice with more than one cheque. Four new columns are added for this: Paid By, Method, Pay Date, and Bank Account. The Paid By column shows the document number that paid the AP purchase invoice. Typically, this is your cheque number. In this case, the Method column displays Printed Cheque, but it could also contain other methods such as Online or Discount. In addition, the Amount Paid column is expanded to show the amounts paid by each document. By default this checkbox is unchecked, which means the report will not include payment details.
Show Credit Details	Show how adjustments were applied to AP purchase invoices. Selecting this option changes the Paid by column to a Paid by/Paid to column and adds information about the AP purchase invoices to which the adjustment was applied.
Hide Paid Documents	Select this option if you’re interested in viewing only those AP purchase invoices that have not yet been fully paid. This removes the paid AP purchase invoices from the report to make it simpler to sort through. By default this checkbox is unchecked, which means the report will include paid AP purchase invoices as well as unpaid ones.
Show Only Released Line Items	Select this option to display all AP purchase invoice line items that have been released for payment. Unavailable if you did not also select the Display Transaction Details checkbox.	Appears only if you’ve enabled the Release to Pay feature.

Formatting

Use this section to specify the sort order and to change the page layout of the report.

To format this report:

To sort the report results, select the Sort By dropdown list, and then select the category to sort by.
The abbreviation "desc" after an option means "Descending order", reverse alphabetical or reverse numerical order.
To change the page layout, select the Page Orientation dropdown list, and then select either Portrait or Landscape.

The following table describes each item in the Format section of this report settings page:

Format Box	Notes
Sort By	Supplier is the default.
Page Orientation	Portrait is the default layout. Portrait: display or print the report pages vertically Landscape: display or print the report pages horizontally
Group By	You can group AP purchase invoices by supplier or location and display subtotals. Otherwise, the default is None.

Format Box

Notes

Sort By

Supplier is the default.

Page Orientation

Portrait is the default layout.

Portrait: display or print the report pages vertically

Landscape: display or print the report pages horizontally

Group By

You can group AP purchase invoices by supplier or location and display subtotals. Otherwise, the default is None.

Titles and footer

Titles, subtitles, and footers apply only to the print versions of this report. Export to Excel or CSV, or select Print for a PDF version.

What's in this report?

The default AP purchase invoices Register report consists of the following columns:

Report Column Heading	Description
Date	The date on which you received the AP purchase invoices from the supplier
Supplier	The ID and named associated with the supplier
AP purchase invoiceno/Adjustment no	The billing account number of the supplier with your company
Due Date	The date on which the AP purchase invoice was due
Descr	A description of the products or services the supplier provided
Curr
Txn Amount
Amount	The amount of the AP purchase invoice
Amount Paid	The amount your company paid to the supplier

You can select any link to drill down to the details.