AP-A0017 Accounts Payable Document Maintenance

Report Name
Accounts Payable Document Maintenance Report

RMDS Report Group
MM122-6 AP BALANCE/MAINT

Frequency
Every production run

Records/Retention Requirements
ITEM 43009.  Document Maintenance (AP-A0017).  Material management production activity.

DISPOSITION INSTRUCTIONS:  Destroy in office after 30 days.

Use
Use this report in the daily balancing procedures for invoices and employee documents.

Content
The report provides an audit trail for changed, canceled and deleted documents.

Totals
Summary totals are provided for these categories:

  • Invoices canceled
  • Multiple payments canceled
  • Invoices, employee expenses or advances deleted
  • Invoices, employee expenses or advances entered and deleted on the same day
  • Payments canceled
  • Manual payments entered
  • Multiple payments deleted

Column Headings
There are several report classifications within this report.

For the employee expense maintenance report, column headings list by paying entity:

  • DOC KEY
  • VENDOR NBR
  • SHORT NAME
  • DOCUMENT NUMBER
  • DOC DATE
  • PAY
  • PRTL
  • GROSS AMOUNT
  • OPR ID
  • PYMT REF NO
  • PYMT DATE
  • TRM
  • DUE DATE
  • DISCOUNT AMT & IND
  • SALES/TAX AMT & IND
  • FREIGHT AMT & IND
  • ADDL COST & IND
  • EFF DATE
  • STATUS
  • LINE
  • EXPENSE AMOUNT
  • EXP IND
  • CO
  • ACCOUNT
  • CENTER
  • 1099
  • QUANTITY
  • IRC
  • PROJ CO
  • PROJECT NUMBER

For the pay entity totals report, the column headings list (for invoice totals, employee expenses and employee advances):

  • GROSS AMOUNT
  • DISCOUNT AMOUNT
  • NET AMOUNT
  • DISCOUNT TAKEN AMOUNT
  • DISCOUNT ALLOWED NOT TAKEN AMOUNT
  • 1099 WITHHOLDING