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Accounts Payable Analysis
Function
Print an aged listing of all items in the accounts payable file in voucher number sequence.
Things You Should Know
Operating Instructions
When you click on the Accounts Payable Analysis menu item, a form will be displayed with “Period From” and “To” dates. The “from” date field will contain the first day of the month and year in which unpaid vouchers exist. The “to” date will default to the last day of your current fiscal year. When reconciling to your General ledger choose the month ending date for the month to be reconciled. For typical day-to-day processing, we recommend you leave the “to” date as the end of the fiscal year so that the analysis will include the true outstanding amounts even if someone has accidentally used a wrong date in either vouchers or cash disbursements.
The outstanding vouchers shown will include all vouchers with a posting period on or before the “to” date selected, less paid vouchers with a check date on or before the “to” date.
The aging section of the report will compare the voucher date to the “to” date entered. If you are checking the aging information, the “to” date should be changed to the last day of the current month.
Note: If you need to remove a positive and negative voucher for the same vendor that nets to zero you have two options to accomplish this task. They are as follows:
Print an aged listing of all items in the accounts payable file in voucher number sequence.
Things You Should Know
- At any time, you should be able to reconcile the total amount in the Amount Due column from this listing to the general ledger accounts payable control account.
- Proofing the Accounts Payable Analysis is a very important control point in the accounts payable check writing process. You may wish to display the analysis for proofing initially, but always print a hard copy to file with your records.
- Before proceeding verify the amount in the Amt Due column. It should equal the total of voucher batches entered less manual check batches plus any previous balance due.
Operating Instructions
When you click on the Accounts Payable Analysis menu item, a form will be displayed with “Period From” and “To” dates. The “from” date field will contain the first day of the month and year in which unpaid vouchers exist. The “to” date will default to the last day of your current fiscal year. When reconciling to your General ledger choose the month ending date for the month to be reconciled. For typical day-to-day processing, we recommend you leave the “to” date as the end of the fiscal year so that the analysis will include the true outstanding amounts even if someone has accidentally used a wrong date in either vouchers or cash disbursements.
The outstanding vouchers shown will include all vouchers with a posting period on or before the “to” date selected, less paid vouchers with a check date on or before the “to” date.
The aging section of the report will compare the voucher date to the “to” date entered. If you are checking the aging information, the “to” date should be changed to the last day of the current month.
Note: If you need to remove a positive and negative voucher for the same vendor that nets to zero you have two options to accomplish this task. They are as follows:
- Option 1 - If you go into manual checks, you must enter a total check amount of zero. Select the appropriate Vendor then in the grid, enter the positive and negative amounts in the Amount to Pay column for the selected vendors, click Save.
- Option 2 - If you go into select individual vouchers for payment, as long as you have another positive voucher that will be paid to the same vendor, you can select that voucher along with the positive and negative vouchers that net to zero and it will issue a check for the 1 positive voucher. However, if you have no other positive vouchers to be paid, you must remove the positive and negative voucher that nets to zero through manual checks.