Enhanced interface

AP supplier invoices Analysis report

The AP supplier invoices Analysis report helps you analyze your purchases by showing you the expense line items in AP supplier invoices. For example, this report can show you how much of a certain type of stationery you ordered over a specific period of time and from which suppliers. This report is helpful to accountants and controllers who want to see how the money is being spent by item.

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

Slide-in functionality is disabled when you restrict subledger transactions at the top level.

To generate this report, go to Accounts Payable > All > Reports > AP supplier invoices analysis.

Subscription	Accounts Payable
User type	Business, Employee, Approval
Permissions	View AP supplier invoices

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

If you want to see every result for a particular category, do not make selections from any of the data entry boxes. You can run this report without entering any search information. If you do that, however, the report may take a long time to run and may return too many results to be useful.

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.

To customize and run a report:

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 or supplier type. As a general rule, to get fewer and more precise results in your report, set more filters.

Format the report.
- Format options will vary from report to report. Generally, you can set the layout of the report and arrange how to group and display the data contained in the report.
Type a title, subtitle, and footer text for your report.
View, print, process and store, memorize, export, or customize the report or add it to the dashboard.

After you run the report, you can also either email the report to others or return to the report setup page to refine the results.

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

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

Use the filters to focus the results of your report. In effect, filters enable you to isolate and assemble just the data you want. You can set any combination of filters.

To set the filters to fine-tune your report results

Set the report to show results for a specific supplier or range of suppliers. To do this, use the From Supplier and To Supplier 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:

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.

Set the report to show results for a specific supplier type. To do this, select the Supplier Type dropdown, and then select the supplier type you want the report to include, such as consultants or distributors.
Set the report to show results for a specific account or range of accounts. To do this, use the From Account and To Account dropdowns.

In a multi-entity environment, you can filter by location, department, or both.

To set location and department options:

To filter the report by geographic location, either enter the name of the region, country, state or territory, or city in the Location dropdown list. Or, select the location from the list.

Enter or select a location if you want to run this report at the top level. The system uses the location that you specify to determine the appropriate currency.
To filter the report by department within the company, enter the name of the department in the Department dropdown list. Or, select the department from the list.
If you want the report to cover certain locations regardless of what's selected in the Location dropdown list, use the Show for dropdown list to select the locations for the report:
- All locations: To include data for all locations regardless of the entity that you're currently using.
- This location: To include data only for the entity that you're currently using.
- Child locations: To include data only for the locations that are child locations of your current entity. For example, if your current entity is California, and you have child locations for San Francisco and Los Angeles, use this option to have the report include data only for Los Angeles and California.

Select the Include Payment Details checkbox if you want the report to provide additional detail about how the payment was made, such as the date and amount paid. You'll see these details on the far right side of the report.
Select either Summary or Detail, depending on how much information you want to include in the report.
Select one of the following Show Documents options to specify the type of transaction you want to include:
Fully Paid
Partially Paid
Not Paid
All

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

Filter Box	Notes
From Supplier, To Supplier	Enables you to get data only for that specific supplier or range of suppliers. By default these boxes are blank, which means the report will get results for 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.
From Account, To Account	Enables you to get data only for that specific account or range of accounts. By default these boxes are blank, which means the report will get results for all accounts.
Location	Enables you to limit report results to a specific location. Only appears for multi-currency, multi-entity companies.
Department	Enables you to limit report results to a specific department.
Individual Report	Select this checkbox if you want each entity or department and/or location 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	Select this checkbox to force you (or anyone using this report) to enter a location, department, and/or time period before the report will run.
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.
Include Payment Details	This option operates at the document level and shows how the AP supplier invoice was paid, which is particularly useful when you pay an AP supplier invoice with more than one cheque. Two new columns are added for this: Paid By and Method. The Paid By column shows the document number that paid the AP supplier 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	Summary: displays all of the accounts payable types, such as Cost of Sales, Legal, Travel, Internet Services, Office Supplies, and so on, and the total amount charged to that account by all suppliers. Detail: displays additional columns and lines with significantly more detail (individual line items are shown for each supplier along with details, such as their AP supplier invoice number, description, department, location, transaction allocation, transaction currency, transaction amount, total amount in their base currency, and so on).
Show Documents	Fully Paid: only shows transactions for AP supplier invoices that have been paid in full. Partially Paid: only shows transactions for AP supplier invoices that have been paid in part. Not Paid: only shows transactions for AP supplier invoices that have no payments against them. All: shows all transactions, with the exception of AP supplier invoices in Draft or Submitted state.

Formatting

To format this report:

To arrange related data together by group, select the Group By dropdown, and then select the group you want.
To organize the data within each group, select the Sort By dropdown, and then select the item by which to sort the records.
- The abbreviation "desc" after an option means "Descending order", such as reverse alphabetical or reverse numerical order.
To change the page layout:

Select the Page Orientation dropdown, and then select either Portrait or Landscape.

Report format options
Format Box	Notes
Group by	Select how related data is arranged by group.
Sort by	Select how to sort the data within each group.
Page orientation	Portrait is the default layout. Portrait: display or print the report pages vertically Landscape: display or print the report pages horizontally

Titles and a 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 supplier invoices Analysis report consists of the following columns:

Report Column Heading	Description
Date	The date on which the AP supplier invoices were received by you from the supplier
Supplier	The ID and name associated with the supplier
AP supplier invoice no.	The billing account number of the supplier with your company
Description	The type of items charged to you (for example, legal consulting, monthly AP supplier invoice, or telecommunications costs)
Department	The number and name of the department to which the AP supplier invoice is charged
Location	The physical location of the department
Allocation	The amount billed to the specified department and/or location, sometimes expressed as a percentage of the total amount. How an expense is allocated depends on how you set it up in the Allocation Information page for your company.
Txn currency	The currency in which the transaction was billed (for example, EUR or USD)
Txn amount	The amount of the AP supplier invoice in the specified currency
Amount	The amount of the AP supplier invoice in your base currency. The foreign currency is automatically converted to your base currency.

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

In this report, select any amount in the last column (Amount) to see the billing information for that transaction.