Cash Requirements Report

Reports Menu -> Automatic Reporting -> Function APAP16 -> runs Cash Requirements Report

Generate the Cash Requirements Report to help determine which invoices need to be paid, and to determine where discounts can be taken for early payment in Select Invoices - Computer Checks and Select Invoices - Manual Checks.

This report can also be run automatically with the PDF or spreadsheet output emailed to staff by setting up APAP16 with the relevant filters and email addresses in the Automatic Reporting.

The selection prompts and filters include:

STARTING VENDOR NAME

Leave this field blank for all vendors, or to narrow the list enter the first few characters of the starting vendor name.

ENDING VENDOR NAME

Leave this field blank all vendors, or enter the first few characters of the ending vendor name of the report.

Note: The vendor selection uses the vendor Alpha Key to select and sort the vendor list so the output will match the vendor selection sequence in Select Invoices - Computer Checks.

PAYMENT DATE

Accept today's date or enter the date of the payment.
This date determines which invoices are selected for payment and can be different from the Computer Check date.

NEXT PAYMENT DATE

Accept one week from the Payment Date for the date of the next A/P Payments run, or enter the correct date.
This date identifies Invoices that are not actually due yet, but are due before the next payment run so that such invoices will be included for payment in this run to prevent them from being late.

ALL CURRENCIES

Check this box to include all currencies in the output.

Uncheck this box to select a specific currency for the output.

CURRENCY

If All Currencies is unchecked, enter the currency, or select it from the window.

DIVISION, "ALL" OR "SEL"

• Type ALL to include all divisions in the report.
• To print the report for a single division, leave this field blank for the Head Office Division, or enter a specific division code, or select a division from the drop-down list.
• Type SEL to select several specific divisions or divisions by accounting region to include in the report, as outlined in Division Select By Region.
  A list of the Divisions reflected in the output is generated after the Cash Requirements Report if the "SEL" filter is used for selecting Divisions. This list prints on a separate tab of the spreadsheet output.

The divisions included in the report output are NOT limited by the Divisional Restricted Views assigned to the operator.

INCLUDE INVOICES ON HOLD

Uncheck this box to omit any posted invoices flagged to be held from payment in Hold/Release A/P Invoices.
Check this box to include all posted invoices.

SORT BY

Select one of the following primary sorting options:

• Select Division to sort the output by division.
  If a vendor has submitted invoices to multiple divisions, this sort option will split the vendor's invoices up listing and totalling them within each division.

• Select Vendor to sort the invoices by vendor regardless of the division.

INCLUDE NEG. VENDOR BALANCES

Check this box to include all Vendors with a negative or positive account balance.
The negative totals are not reflected in the Net Amount Cash Required total on the report.

Uncheck this box to omit any Vendors with a negative account balance.

Note: If Negative Vendor Balances are not included and the Sort By selection is 'Division' then the vendors with a negative total balance at a division will not be included for the specific division, but the same vendors may be included in another division where they have a positive balance.
This filter may generate different totals using the Sort By 'Vendor' selection, as whole accounts may be excluded or included based on the entire account total.

PRINT INVOICE NOTES

Uncheck this box to omit any Notes from the A/P Invoice header.
Check this box to include the Notes from the A/P Invoice header on the report. These Notes will only print if the Print box for the note on the Invoice Header is checked.

SECONDARY SORT BY INVOICE

Uncheck this box to sort and display the invoices in date order.
Check this box to display the invoices for each vendor in invoice number sequence.

VENDOR TYPE

This prompt is only enabled if the Direct A/P Payment processing has been activated in the Company Information.
Select one of the following sort options:

• Select Direct Credit radio button to only include vendors identified in Vendor Information, as being paid by Direct Credit payment.
  A/P payments can then be generated from Direct Credit Payments.
• Select Computer Checks radio button to only include vendors being paid by check, in the Cash Requirements report.
  Payment can be initiated by Select Invoices - Computer Checks or by Select Invoices - Manual Checks.
• Select All Vendors radio button to consider all vendors in the report selection, including both those being paid by Direct Payment and by check.

REPORT OPTIONS

This value defaults to the operator preference as defined in Operators.
Select one of the output options to Print a report or export the data to Excel as outlined in Report Options.

The spreadsheet output includes a column for an associated PO# and also a Direct Credit flag when relevant.

Finished?

Click the ACCEPT button to generate the output, or click the CANCEL button to abort.

Report Output Explanations:

PAST DUE, CURRENT AND OPTIONAL

The invoices are categorized into three groups (Past Due, Current and Optional) according to the Invoice Due Dates.
The three groups are defined as follows:

Past Due:

Invoices with Due Dates prior to the Payment Date are overdue and are printed in the PAST DUE column.

Current:

Invoices with Due Dates the same as the Payment Date up to and including the Next Payment Date are printed in the CURRENT column.

Optional:

Invoice totals are printed in the OPTIONAL column for consideration if:

• the Due Date is after the Next Payment Date
• the Discount Date is earlier or on the Next Payment Date
• it has a discount percent

Note: Invoices in the Past Due and Current columns should be paid now.
Invoices in the Optional column are due in the future, and need not be paid now unless the invoice has a valid discount.

INVOICES ON HOLD

Posted invoices that have been put on hold have H printed on the right side of the invoice detail on the Cash Requirements Report.
Examples of invoices to flag on Hold could be credits, discrepancies, and invoices which cannot be paid for lack of funds.
To change the Hold status on a posted or unposted invoice refer to Hold/Release A/P Invoices.

DISCOUNTS

Valid Discounts:

If the Payment Date equals or is before the Discount Date, the discount is Valid.

Lost Discounts:

If the Payment Date falls after the Discount Date, the discount is Lost.