Supplier reconciliation report

The Supplier reconciliation report shows, for a selected time period, how much is owed to each supplier and how payments and credits reconcile to AP supplier invoices.

Each matched transaction in the report is assigned an alpha match sequence. This sequence allows you to reconcile the relationship between AP supplier invoices, payments, and credits. By examining the match sequence, you can answer questions such as:

• Which credits and payments were applied to a given AP supplier invoice?
• Where was a given credit applied?
• Which transactions have not been matched, or have only been partially matched?

You can filter the report to see transactions that are unmatched, partially matched, or fully matched. You can also filter the report for a given match sequence.

Who typically needs this report?

• Accountants, controllers, anyone who needs to see who owes money to whom.
• Accountants and controllers who need to see how payments and credits reconcile to specific AP supplier invoices.

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

Before you begin

Before you can run the Supplier reconciliation report, you need to set up the match sequence and enable the report.

After you enable the report, Intacct applies match sequences to new Accounts Payable transactions that you create going forward.

Run the report

To generate this report, go to Accounts Payable > All > Reports > Supplier reconciliation.

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.

1. 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.

2. 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.

3. 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.

4. Type a title, subtitle, and footer text for your report.

5. 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

Time period

You can use one of the numerous predefined reporting periods available from the Reporting Period and As of Date boxes. You can also create your own reporting period using the Start Date and End Date boxes.

Report filters

You can filter the list by supplier name or leave the supplier range empty to include all suppliers. You can also choose to suppress or display accounts with zero balances.

To set filters to refine your report results:

1. To set the report to show results for a specific supplier or range of suppliers, 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:

   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, suppliers, items, and accounts are all examples of objects.

2. To limit the types of matches shown in the report, select Select under Matches to display, then select the match types you want, and select Done.

   The report includes unmatched, partially matched, and fully matched transactions by default.

3. Select the Include All Suppliers checkbox to include transactions from suppliers with zero balances.
4. Select Include Zero Balance Suppliers with Activity to include accounts with zero balances only if these suppliers had activity during the selected time period.

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

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 when you have multiple base currencies. The location you specify determines the appropriate currency.
• 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 that 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 does not 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
From supplier, To supplier	Includes data for a specific supplier or range of suppliers. By default these boxes are blank, which means the report will retrieve results for all suppliers.
Transaction currency	Filters for transactions using 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.
Location	Limits report results to a specific location or location group. Only appears for multi-currency, multi-entity companies.
Individual report	Select this checkbox if you want each entity or 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.
Match sequence	To return a report for a single match sequence, enter the sequence here. The sequence is case sensitive, based on whether the transaction is matched versus unmatched or partially matched.
Matches to display	By default, all match types display in the report. Alternatively, you can select what type of transaction match you want to show: Unmatched: AP supplier invoices that you have made no payment against. Partially matched: Partially paid AP supplier invoices, where a balance remains. Fully matched: Fully paid AP supplier invoices.
Include all suppliers	Includes suppliers that have zero balances. If you do not select this option, the report includes only those suppliers that have a balance.
Include zero balance suppliers with activity	Includes all suppliers except suppliers with a zero balance, unless the supplier with a zero balance had activity during the period.
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.

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 report consists of the following columns:

Report Column Heading	Description
As of date	The reporting period that you selected.
Created on	When the report was run.
Supplier	The supplier or suppliers on which you filtered.
Date	The document date.
Document	The document ID, for example, a AP supplier invoice number or the cheque number.
Memo	The memo from the transaction. Memos containing Balance forward mark the opening balance for the supplier at the start of the reporting range.
Txn type	The type of transaction, such as the following: AP supplier invoice Payments Adjustment Advance Advance Applied Reversal When you apply an AP adjustment to an AP supplier invoice, the Txn type shows the document number of the adjustment as applied on the AP supplier invoice number. For example, say you have an AP adjustment with a document number of C10 that you apply to AP supplier invoice 1500. Txn type for entries related to the credit application is C10 applied on 1500. If you reversed the transaction, the Txn type is prefaced with Reversed for all entries related to the reversal.
Txn currency	The currency used for the transaction.
Txn amount	The amount of the transaction using the transaction currency.
Match sequence	The auto-generated sequence applied to this transaction when it was created or paid. Understanding mach sequences Match sequences always use alpha characters instead of numbers. The match sequence for a transaction displays in lowercase letters until it is fully reconciled to other transactions. After it is reconciled, it displays in uppercase letters. For example, an AP supplier invoice with a match sequence of abb is either partially paid or completely unpaid. When you pay the balance due on the AP supplier invoice, the match sequence changes to ABB.
Charges	The debits posted to the supplier account for the selected period, in the base currency.
Payments	The credits posted to the supplier account for the selected period, in the base currency.
Balance	The total amount of balance you owe to the supplier for the selected period, in the base currency.
Total	The total amount of the balance you owe to the supplier for the selected period, in the base currency.

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