Using Payables Inquiry

1. If you select Find by Vendor, at the Vendor field, enter in the six-character vendor ID code for the vendor you want to inquire about.

If you are uncertain of the Vendor code, see Navigating Net Yield - Selecting a Vendor ID Code.

2. After selecting the vendor, a Select A "Vendor Name" Transaction window will appear for the specified vendor listing their purchase orders, other purchase orders, advances, vouchers, voucher adjustments, It will also display the following information:

Note: Purchase orders and other purchase orders become payables vouchers when the purchase order and other purchase orders are completed in Complete Purchase Orders option and Complete Other Purchases option. The purchase order number becomes the voucher number.

• The transaction number.
• The transaction type.
  • Purchase
  • Other PO
  • Advance
  • Voucher
  • Voucher AD
• The transaction description.
• Invoice – The vendor’s invoice number.
• Date – The transaction date.
• Terms – The transaction terms ID.
• Days – This field tells how old the transaction is.
• The total dollar amount for the transaction.
• Unpaid – The unpaid balance for the transaction.

 

Scroll to the transaction and press Enter to display the transaction detail. and you will get the voucher display below.

 

Note: You can also do a vendor account inquiry from this selection box.

Vendor Account Inquiry

The Vendor Account Inquiry option allows you to view the detailed accounts payable (AP) activity for a vendor. You will have the option to view the open balance or view any of the previously applied payment details.

1. At the Vendor field, enter the vendor ID code for the vendor you wish to inquire about.

If you are uncertain of the Vendor code, see Navigating Net Yield - Selecting a Vendor ID Code.

2. After entering in the appropriate Vendor ID code, a Select A "vendor Name" Transaction window will appear; select Account Inquiry.

3. A Vendor Transactions table will appear, displaying the following choices: EXIT and OPEN. A list of all checks associated with the vendor will also display. This window contains the following columns:

• Ref – The transaction reference number
• Date – The date of the check
• Type – The transaction type:
  • CK – Check
• Amount – The total amount of the check
• Description – The text entered for the check or date of the check run.

 

If you select EXIT, the system will leave this option.

If you select OPEN, the system will allow you to view or print the open/unpaid transaction detail.

If you scroll and select one or more of the checks, the system will display the detail as to how the check was applied.

If you press F10 without tagging anything within the F10 selection window, the system will leave this window and return to the Vendor field.

Note: In order to execute the above options, you must highlight the appropriate line item and press Enter. The system will assign an asterisk next to the line item indicating that you have made this selection. Press F10 to proceed.

4. After making your selection the following information will display on the screen for the open transactions and/or check detail selected.

• Vendor – The vendor ID code and name.
• Ref – The transaction type and reference number. Transaction types are:
  • PO – Purchase order
  • VO – Voucher
  • AJ – Voucher adjustment
  • AD – Vendor advance
  • CK – Check
• Date – The transaction date.
• Due – The due date of the transaction.
• Description – The text entered for the transaction. If the transaction is a voucher adjustment, the description references the original voucher number for the voucher adjustment.
• Total – The original total amount of the transaction.
• Applied – The payment amount applied to the transaction.
• Discount – The discount taken on the transaction.
• Invoice – The vendor invoice number.
• Current Balance – The total balance unpaid or open for the vendor.

 

Command options will appear: Print(X), Next Page (if multiple pages exist), Prior Page (if multiple pages exist), and Exit.

• Print – Select Print(X) to display command options allowing you to print or choose from a set of other print options.
• Next Page/Prior Page – If more than one page of detail Next Page, Prior Page to move back and forth between pages.
• Exit – If you select Exit, the system will leave this option and return to the F10 selection window.

Enter the five digit voucher or voucher adjustment number and press Enter. The transaction detail will display as described below,

If you are uncertain of the Vendor code, see Navigating Net Yield - Selecting a Vendor ID Code. 

If you select FIND by Voucher Date, enter in the appropriate voucher date at the Date field. A Select An Option window will appear displaying all vouchers that were created for the specified date. The screen display contains the following fields:

• The reference number for the transaction.
• The transaction type.
• Purchase
• Other PO
• Advance
• Voucher
• Voucher AD
• The vendor ID.
• The transaction description.
• Invoice – The vendor’s invoice number.
• Date – The transaction date.
• Terms – The terms for the transaction.
• Days – How many days old is the transaction.
• Voucher – The total amount for the transaction.
• Unpaid – This column displays the unpaid balance for the transaction.

 

Select the transaction by scrolling down and double clicking on it. You will get the transaction display below.

1. Enter the invoice number for the purchase order. If the invoice number is found, you will get the purchase order display below. If the vendor invoice is not found, or there is more than one vendor with the same invoice number, a message line stating “Exact match not Found!!! Search for String? No/Yes “ will appear.

Select no to exit.

Select yes and the following screen will appear listing all vouchers with the "string" of characters entered in the vendor invoice number:

• Vendor – The vendor ID code.
• Ref – The voucher reference number.
• Invoice – The vendor invoice number.
• Date – The voucher date.
• Terms – The terms for the voucher.
• Days – How old is the voucher.
• Voucher – The total amount for the voucher.
• Unpaid – This column displays the unpaid balance for the voucher.
• Transaction type:
  • PO – Purchase order
  • VO – Voucher
  • AJ – Voucher adjustment
  • AD – Vendor advance

 

Select the voucher you wish by scrolling down and double clicking on it. You will get the voucher display below.