How to Use the AP Reports Tab for Accounts Payable Reports

AP Reports

Article Contents: This article explains the AP Reports tab, where you can access and process all Accounts Payable reports, including invoice details, payment history, vendor activity, and audit information.


  1. 1099 Detail Listing:
The 1099 Detail Listing will display the amount that will print on the 1099s for each vendor. The report will also show if the vendor is flagged for 1099 processing, the tax category, Federal ID and Vendor Type. 
  1. AP Edit Approved Report:
AP Edit Approved report will show any invoices waiting to be approved- if the Threshold is set up for the Approval step
  1. A/P Edit Report:
The A/P Edit Report will print all unposted invoices. This report can be run by User, Voucher number range and Voucher thru date. The report can also be sorted by Vendor ID, Vendor Name, Invoice Number, Voucher ID, Invoice Amount, Invoice Date, Voucher Date and Entered by. 
  1. A/P Open Item Report:
The A/P Open Item report is an aged listing of all open invoices, including credit memos and debit memos. The A/P Open Item report should be used as one of the closing reports at month end. The total open items should balance to the Trade Account in General Ledger.

To process the A/P Open Item report, follow these simple procedures:
1) Vendor:
All - Choosing all, will list all open items for all vendors.
Range - Choosing range, will list all open items for a range of vendor(s).
2) A/P Account Number:
All - If the user uses multiple A/P Trade Accounts, choose this to view all Trade Accounts.
Selection - Use selection when only running the report for one Trade Account. This is the default. If the user is using multiple trade accounts, this option may be chosen to review one of those accounts.
3) Vendor Type - Allows the user to print the open item report for a specific vendor type.
4) Date:
Due Date - Choosing the due date will age the vouchers according to the date they are due.
Invoice Date - Choosing the invoice date will age the vouchers according to the vendor invoice date
5) Based Upon:
Age Documents - Enter the date to age the vouchers.
Cutoff Date - Enter the voucher date to use a cutoff date for the report. 
6) Include:
Only Debit Balance Vendors - Choose this option to list all vendors that have debit balances. Any vendor with a credit balance will not appear on the report.
Detail - With a check mark in the box next to this field, the user will see all open vouchers. If the check mark is removed, the user will see a summary of the vendor(s).
Fully Paid Vouchers - Choose this option to print all activity for a vendor(s). When this option is chosen, the user will see all vouchers, and payments made against the vouchers.
Print Vendor Address - Choosing this option will print the vendor address on the Open Item report.

After selecting the Open Item options, click on “Run Report”. You will then be able to save or print the report.

  1. AP Distribution Detail/Summary:
The AP Distribution reports will show all AP activity posted to the GL by General Ledger account number. The Summary report will show total amounts, the Detail report will also print the voucher number, vendor number, date and amount. These reports can be run by date, vendor ID and/or GL account number.

  1. Check Stub:
The Check Stub report will show checks printed by Bank Account and Date range. This report can also be run by Vendor, range of check numbers and by payment type
  1. Commitment Report by Project:
The Commitment Report allows you to compare the amount expensed to the amount budgeted, showing the variance. You will also see the amount committed to the job and how much remains. This report can be run by Project and date.

  1. Payment History:
The Payment History report will print all posted payments. This report can be run by all/range of Bank IDs, Vendors, Dates and Check numbers. You can also select a payment type or vendor type and minimum check amount when running the report. 

  1. Pre Check Approval:
The Pre Check Approval report lists all payments waiting to be approved. To run the report select the Payment ID and “Run Report”.

  1. Pre Check Writing:
The Pre-check Writing Report lists all vouchers chosen for payment.
To process the Pre-check Writing Report, follow these simple procedures:
1) Select the Payment ID.
2) Check “Print Address” Y/N
3) Click on “Run Report” 
4) Review the report. The report will show the user the vendor ID, vendor name, which vouchers have been selected for payment, the total check run amount, and how many checks will be required for printing. The number of checks includes any check that has more than one check stub due to multiple vouchers selected for payment. The Pre Check writing report will also identify those vendors used for ACH payments.

  1. Use Tax:
The Use Tax report shows the vendor and the distribution amounts associated with an invoice. Any GL account that has been set up as a “Use Tax” account in System Setup will be included in this report if activity has been posted to it. You will then be able to print the total Use Tax posted per Vendor and overall. 
  1. Vendor Activity:
Vendor Activity shows theese totals for a vendor for a set date range
  1. Vendor Audit:
Vendor Audit shows any additions or changes made to vendors.
  1. Vendor History:
The Vendor History Report will list all Vendor invoices and payments. This report may be run for All Vendors, a Range of Vendors, All Dates or a Range of Dates. The report may also be processed according to Vendor Type.
To process this report, follow these simple procedures:
1) Vendor - Choose All Vendors or a Range of Vendors.
2) Date - Choose All dates or a Date Range.
3) Report Type - Choose Summary or Detail. Detail will list, all paid Vouchers and the Check issued for the Voucher(s).
4) Vendor Type - The user may also choose to process the Vendor History for All Vendors, but by Vendor Type, which is defined in Vendor Maintenance.
5) Print Vendor Address - The user has the option to include the Vendor Address on the report.
6) Process By Invoice Date - The user has the option to run the Vendor History report based upon the Invoice Date instead of the Voucher Date.

  1. Vendor Reference:
Vendor Reference prints the vendor name and address

  1. Void Check:
The Void Check report allows the user to print a listing of all voided checks for the date(s) they were voided.
To process this report follow these simple procedures:
1) Choose all Bank IDs or a Single Bank ID.
2) Choose either All dates or a date Range for the void checks to be processed.
3) Sort by Check date or Void date.
4) Select “Run Report”


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