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Vendor Details

Form ID: (AP402000)

This form is intended for quick inquiries about a specific vendor’s outstanding balance. You can view the balance for a particular financial period and a specified currency. If no currency is selected, all amounts are displayed in the base currency.

Amounts of debit adjustments, which have the negative sign, are considered in the calculation of the vendor’s balance.

By default, the form displays the list of open vendor documents (that is, those with the Open status), but you can add to the list closed documents and unreleased documents by selecting the Show All Documents and Include Unreleased Documents check boxes, respectively.

In This Topic [Hide/Show]

Back to TopForm Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.

Command Description
AP Aging Navigates to the AP Aging (AP631000) report.
AP Balance by Vendor Navigates to the AP Balance by Vendor (AP632500) report.
AP Coming Due Navigates to the AP Coming Due (AP631500) report.
AP Register Navigates to the AP Register (AP621500) report.
Create Bill Navigates to the Bills and Adjustments (AP301000) form so you can create a new bill.
Create Payment Navigates to the Checks and Payments (AP302000) form, where you can create a new payment.
Pay/Apply Document Navigates to the Checks and Payments form so that you can create a payment or apply an adjustment to the selected document. This action is available for documents with the Bill, Debit Adjustment, Credit Adjustment, Payment, Voided Payment, Prepayment, and Refund types. This action can be invoked only if the document has the Open status; if this action is invoked for an unreleased, voided, or closed document, the system displays an error message.
Vendor History Navigates to the Vendor History (AP652000) report.

Back to TopSelection Area

You use the elements in this area to specify the criteria of the vendor documents you want to view.

Element Description
Company/Branch The company or branch for which you want to view information. By default, the current company or branch is selected.
This box is required if the Multiple Base Currencies feature is enabled on the Enable/Disable Features (CS100000) form.
Vendor Required. The vendor, by its ID, for which documents will be displayed.
The list of values may be limited as follows:
  • If a branch is selected in the Branch box, a vendor is listed (and available for selection) if the Restrict Visibility To box on the Financial tab of the Vendors (AP303000) form is empty or contains this branch or the company of this branch.
  • If the Branch box is empty, a vendor is listed (and available for selection) if one of the following is true:
    • The Restrict Visibility To box is empty for the vendor—that is, the vendor’s visibility is not restricted.
    • A branch or company is specified in the Restrict Visibility To box for the vendor, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of the Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company.
    		 These visibility restrictions are applicable only if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form.
Period The financial period for which vendor documents will be displayed. If you select no period, vendor documents for all open periods will be displayed.
AP Account The AP account used in operations with the vendor for which vendor documents will be displayed. You don’t need to select an account.
AP Subaccount The corresponding subaccount for which vendor documents will be displayed. You don’t need to select a subaccount.
Currency The currency of the documents to be included in the list. Leave the box empty to display all documents that meet the other criteria you have selected.
Show All Documents A check box that indicates (if selected) that closed documents (that is, those with the Closed status) are included in the list.
The check box is displayed if no financial period is selected in the Period box.
Include Unreleased Documents A check box that indicates (if selected) that unreleased documents (that is, those with the On Hold and Balanced statuses) are included in the list.
If this check box is selected, the balances of unreleased documents will be included in the amount of the Balance by Documents box, and the Balance Discrepancy box will show the total amount of the unreleased documents of this vendor.
Use Master Calendar A check box that indicates (if selected) that the data in the table will be shown for the master calendar. That is, when the check box is selected, the table will show the vendor details posted for the master calendar. If the check box is cleared, the data in the table will be shown for the company calendar.
If the Company/Branch box is blank, this check box is selected by default.
This check box appears on the form only if the Multiple Calendar Support feature is enabled on the Enable/Disable Features (CS100000) form.
For details on running consolidated reports and inquiries, see Consolidated Reports for Companies with Different Calendars.
Balance by Documents Read-only. The vendor’s accumulated open balance, which is calculated based on documents of all types (including prepayments) for the vendor at the end of the selected period. (If no period is specified, the balance is calculated at the end of the latest activity period.) If the AP Account and AP Subaccount are specified, this box shows the balance accumulated for the specified combination of account and subaccount.
The system calculates the amount in this box by adding the Prepayment Balance and Current Balance amounts, but this calculation may be inaccurate if the Include Unreleased Documents check box is selected.
If the Include Unreleased Documents check box is selected, the unreleased documents are loaded to the table, and their amounts are included in the amount in this box. In this case, the Balance by Documents may differ from the Current Balance minus the Prepayment Balance. The Balance Discrepancy box will show the total amount of the unreleased documents of this vendor.
Current Balance Read-only. The vendor’s balance for the selected period (or for the latest activity period if no period is specified). Prepayments are excluded from this amount. If the AP Account and AP Subaccount are selected, this box shows the balance accumulated for the specified combination of account and subaccount.
The value of this box is retrieved from the APHistory database table. Thus, this balance has nothing to do with posting to the general ledger.
The balances of the vendor’s documents will be included in the amount of this box if either of the following is true:
  • The corresponding GL batches are unposted or reversed.
  • The documents were created in migration mode and do not update the general ledger at all.
The system calculates the amount in this box by subtracting the Prepayment Balance from the Balance by Documents. This value will be inaccurate if the Include Unreleased Documents check box is selected, however, because the balances of unreleased documents are not included in the Current Balance and Prepayment Balance amounts.
If you have no selection criteria specified on the current form other than the vendor, the value in this box is the same as the value displayed in the Balance box on the Vendors (AP303000) form.
Prepayment Balance Read-only. The total amount of open prepayments for the selected period (or for the latest activity period if no period is specified). If the AP Account and AP Subaccount are selected, this box shows the prepayment balance accumulated for the specified combination of account and subaccount.
The value of this box is retrieved from the APHistory database table. Thus, this balance has nothing to do with posting to the general ledger.
The balances of the vendor’s documents will be included in the amount of this box if either of the following is true:
  • The corresponding GL batches are unposted or reversed.
  • The documents were created in migration mode and do not update the general ledger at all.
Balance Discrepancy Read-only. The balance discrepancy, if applicable. This is the difference between the Balance by Documents value and the sum of the Current Balance and Prepayment Balance values. If unreleased documents are not included (that is, if the Include Unreleased Documents check box is cleared on this form), the Balance Discrepancy value should be 0. If the value is nonzero, there may be errors in the database. In this case, we recommend running the Recalculate Vendor Balances (AP509900) process to find discrepancies in records.
Retained Balance Read-only. The total amount of unreleased retainage withheld from the vendor bills in the selected branch at the end of the period (if specified) or at the end of the last activity period (if the period is not specified).
This box appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.

Back to TopTable

This table displays the documents that match the criteria you specified in the Selection area. The amounts or balances on customer payments are shown as negative values.

To open a particular document on the Vendor Details (AP402000) form, you can double-click anywhere in the corresponding row.

Table Columns

Column Description
Branch The branch to which the document is related.
This column is available only if the Multibranch Support feature is enabled on the Enable/Disable Features (CS100000) form.
Type The type of the document or payment.
Reference Nbr. The ID of the document.
Date The date of the document.
Post Period The financial period for posting the document transactions.
Status The status of the document.
Currency The currency used in relations with the vendor.
Currency Origin. Amount The original amount of the document, before any cash discount, in the currency used in relations with the vendor.
Currency Period Beg. Balance The account balance in the specified currency at the start of the selected financial period.
This column appears only if a period has been selected on this form.
Currency Balance The amount of the document after the cash discount is taken, in the currency used in relations with the vendor.
Currency Cash Discount Taken The amount of cash discount applied because of prompt payment, in the currency used in relations with the vendor.
Currency Tax Withheld The amount on tax withheld on behalf of the vendor, in the currency used in relations with the vendor.
Currency Original Retainage The retained amount in the currency of the document.
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Currency Total Amount The total amount in the currency of the document (including the retained amount).
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Currency Unreleased Retainage The amount of unreleased retainage in the currency of the document.
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Origin. Amount The original amount of the document, before cash discount, in the base currency.
Period Beg. Balance The balance of the account at the beginning of the selected financial period.
This column appears only if a period has been selected on this form.
Balance The balance of the document before the cash discount is taken, in the base currency.
Cash Discount Taken The amount of cash discount that is applied because of prompt payment, in the base currency.
Tax Withheld The total amount of the document in the base currency (including the retained amount).
Total Amount The total amount of the document in the base currency.
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Unreleased Retainage The amount of unreleased retainage in the base currency.
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Retainage Bill A check box that indicates (if selected) that the document is a retainage bill.
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Original Document The reference number of the bill with retainage to which this retainage bill is related.
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
Original Document The reference number of the invoice with retainage to which this retainage bill is related.
This column appears on the form if the Retainage Support feature is enabled on the Enable/Disable Features (CS100000) form.
RGOL Amount The total amount of realized gain or loss (RGOL) incurred as the result of currency conversions.
Payment Method The payment method used if the document is a payment.
Vendor Invoice Nbr./Payment Nbr. The reference number of the vendor’s original invoice or the payment issued.
Description The description of the document.

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