AP Trial Balance

Accounts Payable > Reports > AP Trial Balance

AP Trial Balance

You use this program to generate a selective list of all amounts owing to suppliers.

The trial balance total, (when printed for all suppliers), must equal the total of the Accounts Payable control account(s) in the General Ledger.

Report Options

Field

Description

Trial balance as of:

Option	Description
Current period	Select this to print a trial balance as of the current month.
Previous period 1	Select this to print a trial balance as of the previous month.
Previous period 2	Select this to print a trial balance as of the month before last.

Report sequence:

Option

Description

Supplier

Select this to print the report in supplier sequence.

Short name

Select this to print the report in supplier short name sequence.

Branch/Supplier

Select this to print the report in branch code sequence, with supplier information printed in supplier sequence within each branch.

If you select this report sequence, then a summary page of totals for the selected branch(es) is printed, in addition to the summary page of totals for the entire company. This is useful if you defined individual control accounts in your General Ledger for each A/P branch. You can use the AP Trial Balance report (generated in branch, supplier sequence for all suppliers) to balance a branch's total A/P transactions to that branch's specific control account in the General Ledger.


	The branch is the branch defined against the transaction. This may or may not be the same as the branch defined against the supplier.

Report type

Option	Description
Detail	Select this to print a report listing all outstanding invoices, together with the total outstanding balances, for each supplier.
Summary	Select this to print a report listing only the outstanding balance for each supplier on a single line.

Suppliers on hold

This option relates to suppliers on hold (Browse on Customers).

Option	Description
Include suppliers on hold	Select this to include suppliers on hold on the report.
Exclude suppliers on hold	Select this to exclude suppliers on hold from being printed on the report.
Only suppliers on hold	Select this to print the trial balance only for suppliers on hold.

Show values in

Option	Description
Local currency	Select this to print foreign amounts in the local currency equivalent.
Foreign currency	Select this to print transactions for a specific foreign currency only. You indicate this currency at the Currency selection option.

Convert to local value at

These options are relevant only if you selected to Show values in Local currency.

Option	Description
Entry time	Select this to convert foreign amounts into local currency at the exchange rate applicable when the invoice was captured.
Current exchange rate	Select this to convert foreign amounts into local currency at the current exchange rate as defined within the Browse on Currencies program.

Options

Option

Description

Print zero balance suppliers

Select this to include suppliers whose balance is zero in the report.

Include unapproved invoices

Select this to include registered invoices, credit notes and debit notes which are not yet approved, based on a range of follow-up dates.

If you select this option, then the total value of the transactions are not included in the A/P month-to-date activity totals printed on the Company Totals summary page. The total for the transactions is displayed separately on the Company Totals summary page.

Include retained invoices

Select this to include for the current months’ trial balance those invoices which were paid in prior months.

Selections

In addition to the report options that can be selected, the following selection criteria can be defined:

Selection:

Description:

Currency selection

Indicate the transaction currency(ies) for which the report must be generated.

Supplier selection

Indicate the supplier(s) for whom you want to generate the report.

Branch selection

Indicate the branch(es) to include in the report.


	The branch is the branch defined against the transaction. This may or may not be the same as the branch defined against the supplier.

Follow-up date selection

Indicate the follow-up date(s) for which you want to generate the report.

This option only applies if you selected the Include unapproved invoices option.

Output Options

These options enable you to apply a theme to the report and to define multiple output destinations for the report once it has been compiled (SRS Output Options).

Report Details

The amounts printed on the final Company Totals page always reflect the values for the entire company, irrespective of the report options you selected.

When you select the option: Include unapproved invoices, then the total value for each of the following transactions are not included in the A/P month-to-date activity totals:

Registered Invoices
Registered Credit Notes
Registered Debit Notes
LCT Registered invoices

Registered invoices, credit notes and debit notes do not have an associated period and year of capture and therefore do not form part of the month to date activity. The total for each of these transactions is printed after the 'A/P Balance forward as of' print line.

If you selected to generate the report in Branch, Supplier sequence, then an additional branch total summary page is printed for each branch included in the report. The branch defined against the transaction is used when calculating the branch totals. The Branch Summary Totals are printed in the local currency. Foreign currency transactions are converted at the rate at which they were originally captured.


	Invoices, credit notes and debit notes that have been registered but not approved are displayed with the character U alongside the invoice number.