- 07 Jul 2024
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Payables Invoice Distribution
- Updated on 07 Jul 2024
- 3 Minutes to read
- Print
- DarkLight
- PDF
The Payable Invoice Distribution Report focuses primarily on a GL Account or a range of GL Accounts. The report is restricted to only show the distribution on AP Invoices and the payments applied to them. All of the AP transactions entered into R365, including AP Invoices, AP Payments, and AP Credit Memos, will be pulled for an quick view of both Approved and Unapproved Invoices and whether they were paid in full or not.
If using the latest version of macOS Catalina (10.15.6) while downloading this report, ensure that the report is opened via browser rather than Preview to access hyperlinked items.
Navigation
To navigate to the Payables Invoice Distribution Report, click 'My Reports' under 'Reports' in the left pane and then select 'Purch. & Inv.' in the top header of the reporting window. Once opened, a listing of reports will be shown.
Find 'Payables Invoice Distribution' and select 'Customize' next to the report. This will open up a listing of all Report Parameters that can be used to define your report.
Report Parameters
Filter By - A listing of all Location categories
Filter - A listing of all Locations associated with the selected Location category
Start Date - The beginning date of the report
End Date - The end date of the report
Vendor Group - A listing of all Vendor Groups
Unapproved - This option will either include or exclude Unapproved AP Invoices
Vendor - A listing of all Vendors within the Vendor Group selected
Account - A listing of all GL Accounts
Run Button - Runs the report. Users can also send, export, or print the report directly from this button by clicking the down arrow portion and selecting the desired action. Click here to learn more about this functionality
Click here to learn more about Report Views and their added functionality.
Report Columns
Document Date - The date of the invoice. The GL Account is noted above this column
GL Date - The date the invoice posts to the General Ledger
Type - The R365 assigned transaction type (AP Invoice)
Vendor Number - The number associated with the Vendor. This is noted on the Vendor record
If using the latest version of macOS Catalina (10.15.6) while downloading this report, ensure that the report is opened via browser rather than Preview to access hyperlinked items
Vendor - The Vendors reviewed, as selected from the Report Parameters. This is hyperlinked to the Vendor record
Vendor Group - The Vendor Group associated with the Vendor, as noted in the Vendor record
Number - The invoice number. This is hyperlinked to the invoice
If using the latest version of macOS Catalina (10.15.6) while downloading this report, ensure that the report is opened via browser rather than Preview to access hyperlinked items
Legal Entity - The name of the Legal Entity assigned to the Location
Location Number - The number associated with the Location. This is noted on the Location record
Location - The number and name associated with the Location of that invoice
Expense Amt - The amount of the distribution line from the AP Invoice
Date Last Paid - The date of the most recent payment or Credit Memo applied to the invoice
Payment Ref - The R365 document number assigned to the payment or Credit Memo that was most recently applied to the invoice
Total Amt Paid - The portion of the payment or Credit Memo that is applied to this distribution line of the invoice
When one invoice is applied to different GL Accounts, that invoice will appear for each account, and as the invoice amount is paid, the payment will be distributed among all GL Accounts based on the amount owed for each account, reflecting a remaining amount for each. For example, an invoice with a total of $1000 is partially paid in the amount of $750. This payment will be applied to the entire invoice, but is distributed among 3 separate accounts:
GL Account #1 = $350 / $1000 = 35% x payment of $750 = $262.50, leaving a remaining balance of $87.50
GL Account #2 = $500 / $1000 = 50% x payment of $750 = $375, leaving a remaining balance of $125
GL Account #3 = $150 / $1000 = 15% x payment of $750 = $112.50, leaving a remaining balance of $37.50
Amt Remaining - This is the open amount of the distribution line as of the date the report is ran. For outstanding balances on an invoice with multiple expense accounts, review the Note above for the 'Total Amt Paid' Column
Email, Export, or Print the Report
This report can be emailed, exported, or printed in custom formatting directly from the reporting window. Click here to learn how to send, export, or print this report.