Using Accounts Payable

Vendors: Tracking Vendor Activitytime it is run (which is usually run at the year end appropriate to yourcalendar, but can be run at any time.• Requisition YTD Count: Number of requisitions posted to encumbrancefile this year• Requisition YTD Amount: Total amount of posted requisitions in thecurrent year• PO YTD Count: Number of purchase orders posted to encumbrance file incurrent year• PO YTD Amount: Total amount of posted purchase orders in the currentyear• Voucher YTD Count: Number of vouchers posted to expense accounts incurrent year• Voucher YTD Amount: Total amount of posted vouchers in the currentyear• Check YTD Count: Number of checks paid in the current year• Check YTD Amount: Total amount of checks paid in the current yearAdditional Notes on Vendor Activity InformationThe following notes provide additional information about the data on theVendor Activity Inquiry (VENI) form:• In both the Purchase Orders window and the PO YTD Count/Amount field,blanket POs and regular POs are displayed together.• Recurring vouchers do not appear on this form.• Status and status date: Each status assigned to a requisition, purchase order,blanket purchase order, or voucher is associated with the date the statuschanged. This multivalued association allows Colleague to keep a historyof the status of the purchasing document in reverse chronological order.The entire status/status date association is not displayed on any form, but isavailable for research purposes through query language.• Information about the amount in the Voucher Net [Amount] field:• If the net amount is less than zero, the Net field displays the amountfollowed by CR (rather than a minus sign). (The net amount is alwaysdisplayed in the local currency.)• Discounts Taken or Lost:— If you use the discounts taken method, the amount in the Net fieldequals the total voucher amount, since cash discounts are not included. Forforeign currency vouchers, the net amount is the local currency equivalentof the total voucher amount, which is in the foreign currency.— If you use the discounts lost method, the net amount will not equal the92 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.