Enhanced interface

AP Ledger report

The AP Ledger report provides a list of detailed vendor accounts, including what's owed to each vendor. This report shows the beginning balance for the period you have selected and each transaction for each vendor. Use this report to see if the balance in the AP ledger matches the number in the general ledger and to see which vendors have balances greater than zero.

You can adjust the time period, vendor, vendor type, and payment summary to meet your reporting needs. Normally, this report shows only vendors with balances greater than zero. However, you can choose to include zero-balance vendors as well. In the report, you can select the vendor name to view more details.

Who typically needs this report?

Accountants, controllers, anyone who needs to see who owes money to whom.
Accountants and controllers who need to balance the AP ledger and the control account.
Accountants and controllers who need to make sure the beginning AP ledger balance plus the net accounts payable activity for the current day equals the ending AP ledger balance for the day.

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

To generate this report, go to Accounts Payable > All > Reports > AP ledger.

Subscription	Accounts Payable
User type	Business, Employee, Approval, CRM
Permissions	Run: AP Ledger report

View a monthly report

Generate the report.
When the report settings page appears, select View.
A report showing results for the default reporting period appears in your browser.
Optional: Select Customize to refine the report, and follow the steps in the following section, Customize and Run.

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 vendor 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 numerous predefined 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 filter the list by vendor name or type. You can also choose to suppress or display accounts with zero balances, and exclude unpaid credit card transactions.

To set filters to refine your report results:

To set the report to show results for a specific vendor type, select the Vendor type dropdown, then choose the value you want the report to include.

For example, you could choose contractors or distributors.
To filter by payment summary, select the Summary dropdown, and then select the summary you want the report to cover.

To include all summaries, do not select anything.
To set the report to show results for a specific vendor or range of vendors, use the From vendor and To vendor dropdowns.
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:
1. From the From dropdown list, select the object you want.
2. From the To dropdown list, select the same object.
To run this report for a specific range of objects:
1. From the From dropdown list, select the object that you want at the beginning of the range.
2. 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, vendors, items, and accounts are all examples of objects.
To filter by multiple vendors, select Multiple vendors and then select Select vendors.

On the Select vendors popup, select Add to add a vendor or add a range of vendors.
To sort by vendor group, select Vendor group and then select the group from the dropdown.
In Show one-time vendors, select the Include option to include vendors who you use occasionally (or "one-time").

Select the Grouped option to include one-time vendors as a stand-alone group. Select Exclude if you do not want to include one-time vendors in your report.
In Based on, select Document date to base your report on the date that its corresponding document was created, or select GL posting date to base it on when the transaction posted to the GL.
Select the Include all vendors checkbox to include transactions from all vendors, including those with zero balances.
Select Include zero balance vendors with activity to include accounts with zero balances.

Multi-entity, multi-currency filters

Multi-entity and multi-currency companies specify the type of currency, the location, and the department in their filters.

Transaction Currency

If you are a multi-currency company, you can filter transactions based on a specific currency. (This field is visible only in a multi-currency environment). From the Transaction currency dropdown list, select the currency you want the report to show. If you do not select a currency, the report includes transactions in your base currency.

Location and Department

The following filter options appear only if you work in a multi-currency and multi-entity environment.

To filter the report by geographic location, enter the name of the region, country, state or territory, or city in the Location box, or select the down arrow, and then select the location you want from the list that appears.
Location is required to run this report at the top level. The location you specify determines the appropriate currency.
To filter the report by department within the company, enter the name of the department in the Department box, or select the down arrow and then, from the list that appears, select the department you want.
To override the selection in the Location box, use the Show for field.
Where you are in the organization affects what the report includes.
- All locations: include data for all locations regardless of the entity you're currently using.
- This location: only display the data of the location/entity/group you selected but not display the data of its children.
- Child locations: only display the data of the children of the location or entity selected.

Transactions with multiple line items from different locations

When you create a transaction with multiple line items from different locations, the report doesn't filter at the line level.

For example, using the same setup, if you have a single transaction that includes:

Line	Location	Amount
1	California	$1000.00
2	New York	$1500.00

No matter what you select in the Show for option, the report will show $2,500.00, which is the total, not individual lines.

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

Filter box	Notes
Vendor type	Enables you to get data only for the type of vendor you specify here. By default this box is blank, which means the report will get results for all vendor types.
Summary	Enables you to get the data within the summary selected. By default this box is blank, which means the report will get results for all summaries.
Vendor selection	Range: This option lets you set the report to show results for a specific vendor or range of vendors with the From vendor and To vendor dropdowns. By default these boxes are blank, which means the report will get results for all vendors. With this option, you can choose to Include child vendors in your filter results. 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, vendors, items, and accounts are all examples of objects. Multiple vendors: This option lets you add multiple vendors and ranges of vendors to better target your report results. Vendor group: This option lets you filter for all vendors within a particular vendorgroup.
Transaction urrency	Enables you to specify the filter for transaction with that currency. By default this option is clear, which means the report contains transactions of all currencies. However, the report itself is in base currency.
Exclude credit card transactions from report	Enable this option to run the reports without including credit card transactions that have posted to AP but don’t have a payoff associated yet. This helps ensure that the AP Ledger report ties properly to the AP GL account.
Location	Enables you to limit report results to a specific location or location group. Only appears for multi-currency, multi-entity companies.
Department	Enables you to limit report results to a specific department group.
Individual report	Select this checkbox if you want each entity or department, location, or both to have its own report. Due to their potentially large size, reports with departments and locations on individual pages can be run offline only. Therefore, if you select the Individual report option, you can select only Process and store. When you select Individual reports, all of the individual reports are contained in a single report or Excel workbook.
Prompt on run	Used when you memorize a report and go to memorized reports. When you run the report you do not see any of the filters. With a prompt, the user makes the selections prior to running the report or accepting what was previously saved in the memorized report.
Show one-time vendors	Vendors who you use occasionally (or "one-time") are normally excluded from the report. You can include them in the report by selecting Include, or include them as a stand-alone group by choosing Grouped.
Based on	You can choose to base the report on when the corresponding document was created or when the transaction was posted to the GL. You can see the Based on date type at the head of the report.
Include all vendors	Display all vendors, including those with zero balances.
Include zero balance vendors with activity	To see all vendors and exclude those with zero balance with the exception of vendors that have zero balance but activity for the period select this option.
Show for	Select to show different views of the data, based on the location or entity you choose: All locations: This option shows the data that's posted to the location or entity and its children. This location: This option shows only the data that's posted to the location or entity you select. The data posted to any child location is not shown. Child locations: This option shows only the data that's posted to the child locations of the location or entity that you select. Any data that's posted to the parent location or entity is not shown. Example: Suppose your location is United States > California > San Francisco. All locations would show transactions for United States, California, and San Francisco. This location would show transactions for United States. Child locations would show transactions for California and San Francisco only.

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 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	Date is the default.
Page orientation	Portrait: the default layout. Portrait: display or print the report pages vertically Landscape: display or print the report pages horizontally

Format box

Notes

Sort by

Date is the default.

Page orientation

Portrait: the default layout.

Portrait: display or print the report pages vertically

Landscape: display or print the report pages horizontally

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 Ledger report consists of the following columns:

Report column heading	Description
Based on	The date filter on which the report is based: Document date GL posting date
Vendor	The vendor or vendors on which you filtered.
Date	The document or GL posting date, depending on your filtering selection.
Document	The document ID, for example, the check number for a payment by check.
Reference	A number such as an associated purchase order or account number.
Memo	The ID associated with your vendor and the vendor name.
Charges	The debits posted to the vendor account for the selected period.
Payment	The credits posted to the vendor account for the selected period.
Balance	The total amount of balance you owe to the vendor for the selected period.
Total	The total amount of the balance you owe to the vendor for the selected period.

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

What are external credits?

External credits are adjustments, advances, or negative bills that are owned by one entity but applied to bills in another entity.

For example, you have a bill from your San Francisco entity and an adjustment from your Los Angeles entity. Within the San Francisco entity, you apply the adjustment as a credit to the bill.

When you run the ledger report from either entity for that period, you see an External credit applied entry.

To view external credits from the top level, filter ledger reports by entity. External credits appear only in the period in which they occur.