AP INQUIRIES, QUERIES, AND REPORTS

in GeorgiaFIRST PeopleSoft Financials Version 8.9

AP Inquiries
Reviewing Voucher Information (AP.060.010)
Accounts PayableReview Accounts Payable InfoVouchersVoucher
Use voucher information to access payment details.
Search for vouchers by vendor and vendor invoice number.
Drill down to Schedule Payment Inquiry page to view the scheduled payment details for the
vouchers.
Drill down to the Voucher Payment Detail page to access detail on the payment itself.
Drill down to the Voucher Detail Lines Display pages to view invoice and distribution line
level detail for the vouchers.

Reviewing Posted Accounting Entries

Accounts PayableReview Accounts Payable InfoVouchersAccounting Entries
Review voucher accounting entries.
Can use the Voucher Accounting Entries page to review the results of the Voucher Posting
Application Engine process

Reviewing Journal Detail for a GL Journal

Accounts PayableReview Accounts Payable InfoVouchersJournal Drill Down
View journal detail by journal line, including Voucher ID, Voucher Description, and
Voucher Accounting Entries.

Reviewing Voucher Document Status

Accounts PayableReview Accounts Payable InfoVouchersDocument Status
Can inquire and cross-reference related documents across the procure-to-pay business cycle.
Quick Access to requisitions, POs, receivers, and vouchers/payments.

Performing Payment Inquiry

Accounts PayableReview Accounts Payable InfoPaymentsPayment
Use payment inquiry to review information such as vendor info, payment method, payment
status, and payment details.
Payment information details can only be viewed after payments have been made and posted.

Reviewing Vendor Aging

Accounts PayableReview Accounts Payable InfoVendorAging
Can review the aging of different payments for a vendor or a group of vendors.

Reviewing Scheduled Payments on Hold

Accounts PayableReview Accounts Payable InfoVendorScheduled Payments on
Hold
Displays detailed information on vouchers that are on hold.

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Reviewing Scheduled Payment Information
Accounts PayableReview Accounts Payable InfoVendorScheduled Payment
Review scheduled payments.
Can search by Vendor ID, Vendor SetID, Remit Vendor SetID, or Bank SetID.

Reviewing Current Vendor Balances

Accounts PayableReview Accounts Payable InfoVendorCurrent Balance
Review the current payables balance for a vendor or a group of vendors.

AP Queries
To access a BOR-defined query:
Select Reporting ToolsQueryQuery Viewer.
Enter the Query Name in the begins with field.
Click on .
You can add any query to a My Favorites list. They will appear under My Favorite
Queries on both the Query Viewer and Query Manager pages.

Query Name Description Parameters

BOR_AP_1099_ADJUST Lists all adjustments entered for the Calendar
AP.075.005 selected calendar year. Year
1099 Manual Balance Adjusts Run this query prior to making
adjustments for the current 1099
processing year and then after
adjustments to compare the results and
verify the adjustments were correctly
made.

BOR_AP_1099_DSL_POTENTIAL Lists all Discounts Lost that relate to From/To

AP.075.010 transactions that are potentially Dates
Potentially Reptble Disc Lost reportable. From/To
TINs
SetID
BOR_AP_1099_DSL_REPORTABLE Identifies any Discounts Lost related to N/A
AP.075.015 items listed in the BORRY010 1099
Reptble Disc Lost Reportable Transactions report.
BOR_AP_1099_JE Lists entries entered outside of AP or as Calendar
AP.075.020 an online journal entry that were posted Year
during the selected calendar year to the Business
typically reportable accounts (719XXX, Unit
7278XX, and 751XXX).
BOR_AP_1099_MISSING_WH_CD Provides a list of vouchers that are N/A
AP.075.025 marked as Withholding, but the
Vouchers with Missing WH Code Withholding Code in the Voucher is
blank.
BOR_AP_1099_NONRPT_CONSISTENT Provides a listing of transactions where: From/To
AP.075.030 The related voucher line was Date
Not 1099 Rptd but Consistent charged to a typically reportable From/To

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 account; OR, TIN
The vendor is marked as SetID
withholding but the associated
vouchers are not; OR,
The vouchers are charged to
typically Reportable accounts where
neither the vendor nor the voucher is
marked as Withholding; AND,
The vendor is assigned to the S
(SSN) Classification; AND,
The transaction will not be included
in 1099 Processing, as currently
established.
Transactions appearing in this query will
not be reported unless the
vendor/vouchers are marked as
Withholding.
BOR_AP_1099_PMTS Provides a list of all 1099 Reportable Start Date
payments where both the vendor and End Date
voucher have been marked as Business
Reportable Unit
Includes Vendor, Voucher, and Payment
IDs.
BOR_AP_1099_SND_DTL_TOT Lists all the information created by the 1099 Year
AP.075.035 1099 reporting process and is a replica of Business
1099 Wthd to Snd Detail Totals the data in the file you are sending to the Unit
IRS
BOR_AP_DUE Lists any vouchers not yet paid and due Pay Thru
AP.075.045 on or before the operator-specified Pay Date
AP Scheduled thru Selected Dt Thru Date Method
Can be used to determine vouchers Business
eligible for payment or to assist Unit
troubleshooting when a voucher is not
selected for payment
BOR_AP_MULT_ZPAY Should be run after running the Banner N/A
AP.075.050 to AP Interface
Multiple ZURAPAY for same PIDM Lists, by SSN, any students for whom
multiple TGRFEED transactions were
processed
Can be used to identify any vendor
addresses not updated with the most
current student/vendor information
BOR_AP_OPEN_LIAB One of three queries that can be used As of Fiscal
AP.075.055 together to provide the ending Year
Net AP Liabilities outstanding AP balances by Vendor, As of
including any Fiscal Year beginning Accounting
balances Period
Business
Unit

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BOR_AP_OPEN_LIAB_CK_FIGURES One of three queries that can be used Fiscal Year
AP.075.060 together to provide the ending Thru
Check Figures 211000 outstanding AP balances by Vendor, Accounting
including any Fiscal Year beginning Period
balances Business
Lists Accounts Payable ledger balances Unit
and provides independent subtotals for
AP journals and other journals to that
account for the specified periods
BOR_AP_OPEN_LIAB_MISC_JE One of three queries that can be used Fiscal Year
AP.075.065 together to provide the ending Accounting
Non AP Journals posted to 211000 outstanding AP balances by Vendor, Period
including any Fiscal Year beginning Business
balances Unit
Lists any journal entries posted to the AP
211000 account where the source was not
AP, and therefore will not appear on the
BOR_AP_OPEN_LIAB query
BOR_AP_OPEN_LIAB_JVS Lists the net AP (211000) effect of all Entered
AP.075.070 Journal Vouchers entered since the date Since
Journal Vouchers specified by the operator
When running this query for the first
time, specify 01/01/1900 for the
Entered Since date in order to retrieve
all Journal Vouchers
BOR_AP_OPEN_LIAB_JVS_SUM Sums the net effect of all Journal Entered
AP.075.075 vouchers (listed by Since
Journal Vouchers Summary by CF BOR_AP_OPEN_LIAB_JVS) by
chartstring
BOR_AP_PROMPT_PAY Provides a detailed listing of those From/To
AP.075.080 vouchers by date range Accounting
Detail of Voucher by date range Period
From/To
Account
Fiscal Year
BOR_AP_REMIT_VENDOR Lists any payments dated within the Beginning
AP.075.085 specified date range where the Payment
Remit Vendor/Invoice Vendor Remittance vendor is different from the Date
Voucher Vendor Ending
Payment
Date
BOR_AP_RESTART Lists the last cycle used to produce a Pay Cycle
AP.075.090 given payment From Run Dt
Pay cycle Restart Status Can be used to determine the last Restart To Run Dt
used for a payment if it needs to be
restarted again
BOR_AP_REVIEW_DATES Can be used to review AP transactions CK Trans
AP.075.095 entered during the FY end transition Entered
period After (date)
But Entered

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 Before (date)
BOR_AP_UNPOSTED_PYMNTS List of payments that need to be posted Bank SetID
AP.075.100 Payments that have previously been
Unposted Payments posted and are voided/stopped may be
listed since they will require posting of
the cancellation
BOR_AP_UNPOSTED_VCHR List of all vouchers that need to be N/A
AP.075.105 posted
Unposted Vouchers Expanded Info If a voucher is closed, the voucher will
be listed since it will require posting of
the closure
BOR_BC_PENDING Returns the transactions that have not Source
GL.070.095 been budget checked or that have a Transaction
Transactions pending budget check budget checking error Type
Business
Unit

AP Reports
Reports can be viewed in either the Report Manager or the Process Monitor. When running a
report, you can select how you want the report to be displayed; e.g., HTML, PDF, etc. You can
also choose to run your report to the Web or to a separate window.

Reconciliation Reports
Report Name Description Navigation Parameters
Detail AP/GL Open Shows all accounting activity Accounts Payable, Request ID
Liability Account for AP transactions for each Reports, Voucher As of Date
Reconciliation voucher Reconciliation, Open Business Unit
APY1405 Use report to validate the AP Liability Reconciliation, Option
AP.070.050 Open Liability balance to the Detail AP/GL Open
GL Liability (APY1405)
Summary AP/GL Compares the AP Open Accounts Payable, Request ID
Open Liability Liability balance to the GL Reports, Voucher As of Date
Account Open Liability balance Reconciliation, Open Business Unit
Reconciliation Liability Reconciliation, Option
APY1400 Summary AP/GL Open
AP.070.045 Liability (APY1400)
AP/GL Account Lists account totals by Accounts Payable, Request ID
Reconciliation Journal ID and Account Reports, Voucher Description
APY1420 Reconciliation, AP/GL Business Unit
AP.070.070 Account Recon Request Ledger
Account
Accounting Period
Fiscal Year
AP/GL Journal Lists totals by journal line Accounts Payable, Request ID
Reconciliation and journal ID Reports, Voucher Description
Report Reconciliation, AP/GL Business Unit
APY1410 Journal Recon Request Ledger
AP.070.065 Report Option

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 Journal ID or Date
Accounting Period
Fiscal Year
Payables Open Lists all open liability by Accounts Payable, As of Date
Liability Report business unit Reports, Voucher As of Date Type
APY1406 Reconciliation, Payables Business Unit
AP.070.055 Open Liability Option
Vendor Select
Option
Currency
Vendor Liability Lists all vouchers that have Accounts Payable, As of Date
Aging Data Report not been paid by the As of Reports, Voucher As of Date Type
APY1408 Date Reconciliation, Vendor Business Unit
AP.070.060 Can run in either Summary Liability Aging Option
or Detail format Vendor Select
Excludes vouchers that are Option
in the Recycled status and Report Vendor
categorized scheduled By
payments on hold or on hold Report Group By
for withholding Detail/Summary

Vendor Reports
Report Name Description Navigation Parameters
Duplicate Vendors Shows potential duplicate Vendors, Vendor Request ID
Report vendors Information, Maintain, Description
APY3215 Identifies 1099 Withholding Duplicate Vendor Report SetID
AP.070.125 Vendors that may require Voucher payment
adjustments to combine date range
withholding totals for
vendors with duplicate TINs
AP History Report Provides all AP expenditures BOR Menus, BOR Date From
BORRY007 for a selected account and/or Accounts Payable, BOR Date To
AP.070.130 department range for a AP Reports, AP History From Account
specified date range Report To Account
Can be run for a selected From Department
voucher; if paid, payment To Department
information is also provided Fund Code
Program Code
Project
Budget Ref
Voucher ID

Voucher Reports
Report Name Description Navigation Parameters
Voucher Activity Lists voucher activity Accounts Payable, Business Unit
Report meeting the selected criteria Reports, Vouchers, Account
APS8001 Voucher Activity Department
AP.070.005 Remaining Amt
Due Date
Acct Date Range

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 Agency Location
Fund
Program
Class
Project
Budget Reference
List of Voucher List the voucher origin Set Up Financials/Supply SetID
Origins Report options by SetID Chain, Product Related, As of Date
APY0000 Procurement Options,
AP.070.010 Reports, Voucher Origin
Voucher Register Lists voucher by business Accounts Payable, Business Unit
Report unit, date entered, and Reports, Vouchers, Date Range
APY1010 Voucher ID Voucher Register Print Options
AP.070.020
Control Group Lists vouchers entered into Accounts Payable, Business Unit
Register Report Payables by business unit, Reports, Vouchers, Group
APY1011 control group ID, date Control Group Register Print Options
AP.070.025 entered, and Voucher ID
For each Business Unit and
Control Group ID
combination, report lists all
the vouchers that meet these
criteria by their Date Entered
Match Exception Lists the match exceptions Accounts Payable, Include Rejected
Report with voucher data, purchase Reports, Vouchers, Match Vouchers or not
APY1090 order data, receiver data, Exceptions
AP.070.035 and match error information
Outstanding Shows the outstanding Accounts Payable, Vendor SetID
Balance by Vendor balance for a vendor or Reports, Vendor, Vendor Vendor ID
Report range of vendors Balance
APY3020
AP.070.120

Payment Reports
Report Name Description Navigation Parameters
Detailed (Summary) Provides a register of Accounts Payable, Pay Cycle
Check Register payments by Pay Cycle, run Reports, Payments, Payment Method
APY2001 date, and payment method Payment History by Date Range
AP.070.080 Can generate either a Detail Payment Print Options
or a Summary version
Detail (Summary) Provides a register of Accounts Payable, Bank SetID
Payment History by payments for a bank Reports, Payments, Bank Code
Bank Can generate either a Detail Payment History by Bank Date Range
APY2004 or a Summary version Print Options
AP.070.085
Payment Forecast Provides payment Accounts Payable, Pay From Date
Report forecasting, which enables Reports, Forecast, Pay Through Date
APY2040 you to view expected cash Forecast Cycle Bank SetID
AP.070.095 disbursements Bank Code
First must define the forecast Bank Account

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 cycle, and then run the Selections
report Accounts Payable, Payment Forecast
Reports, Forecast, Cycle ID
Forecast Report Request
Trial Payment Provides a printable Accounts Payable, Pay Cycle
Register summary of payments by Reports, Payments, Trial
APY203 bank account, after payment Register
AP.070.090 selection and creation
If you require pay cycle
approval, this report should
be reviewed prior to
approving the pay cycle
Payment History by Provides a history of Accounts Payable, SetID
Payment Method payments by payment Reports, Payments, Run Option
APY2050 method Payment History by Pay Payment Method
AP.070.100 Can generate either a Detail Method Due Date
or Summary version Detail/Summary
Vendor Payment Provides a register of BOR Menus, BOR Business Unit
History Report payment for a vendor Accounts Payable, BOR Remit Vendor
BORRY002 Can be run for a single AP Reports, Vendor From Date
vendor or leave Remit Payment History To Date
Vendor field blank for all
vendors

Miscellaneous Reports
Report Name Description Navigation Parameters
Business Unit Lists the Payables business Set Up Financials/Supply SetID
Options unit options by SetID Chain, Business Unit As of Date
APY0011 Related, Reports,
AP.070.015 Payables Options

1099 Reports
Report Name Description Navigation Parameters
Withholding Rules Shows the information Set Up As of Date
Report entered on the Withholding Financials/Supply Chain,
APY7010 Rule page Product Related,
AP.070.170 Procurement Options,
Withholding, Rules
Report
Withholding Types Shows the information on Set Up N/A
Report the Withholding Type page Financials/Supply Chain,
APY7020 Product Related,
AP.070.175 Procurement Options,
Withholding, Types
Report
Withholding Entities Shows the information from Set Up As of Date
Report the Entity page Financials/Supply Chain,
APY7030 Product Related,
AP.070.180 Procurement Options,
Withholding, Entities
Report

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Withholding Codes Shows the information Set Up SetID
Report entered on the Withholding Financials/Supply Chain,
APY7040 Code page Product Related,
AP.070.185 Procurement Options,
Withholding, Codes
Report
Vendor Withholding Lists withholding activity for Vendors, 1099/Global SetID
Balances Control internal audits Withholding, General Control ID
Report Run this report on a regular Reports, Withhold Date Range
APY3012 basis to check the Control Report
AP.070.115 withholding summaries
Withholding Identifies all voucher lines Vendors, 1099/Global Request ID
Mismatch Report on which the withholding Withholding, General Business Unit
APY9010 applicable flag does not Reports, Wthd Vendor SetID
AP.070.200 match the withholding Voucher/Vendor Vendor ID
applicable flag on the vendor Mismatch Date Range
1099 Reportable Shows all 1099 reportable BOR Menus, BOR Calendar Year
Transactions Report transactions, including Accounts Payable, BOR
BORRY010 adjustments AP Reports, 1099
AP.070.300 Compares the calculated Reportable Transactions
amounts to the actual
reported amounts
1099 Withholding to Lists all the information Vendors, 1099/Global SetID
Send Detail Report created by the 1099 reporting Withholding, 1099 Control ID
APY8056 process and is a replica of Reports, 1099 to Send Fiscal Year
AP.070.195 the data in the file you are Detail
sending to the IRS
Run
BOR_AP_1099_SND_DTL_TOT
query after running this
report to obtain the totals
1099-MISC Copy B 1099 Copy B forms to send to Vendors, 1099/Global SetID
Report your 1099 vendors Withholding, 1099 Control ID
APY1099 Reports, Print 1099 Copy Withhold Type
AP.070.040 B Vendor Select
Sort Option

MORE INFORMATION and SUPPORT: For a production down, business interrupting

(emergency) situation, call the ITS HELPDESK immediately at 706-583-2001 or 1-888-875-3697
(toll free within Georgia). For anything else, contact the ITS HELPDESK at
http://www.usg.edu/customer_services (self-service support request requires a user ID and
password, contact the ITS HELPDESK to obtain self-service login credentials) or e-mail
helpdesk@usg.edu.

ADDITIONAL RESOURCES: For more information about ITS maintenance schedules or

Service Level Guidelines, please visit http://www.usg.edu/oiit/policies.

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