Use the A/P Inquiry window to view accounting information about a vendor. Inquiries on pay-to accounts reflect the data relevant to both their own accounts and their assigned ship-from accounts. Inquiries on ship-from accounts reflect data relevant to just that account.
To view A/P information about your vendors, you must be assigned Level 2 of the VENDOR.MAINT authorization key.
To view A/P information about a vendor:
1. From the A/P menu, select A/P Inquiry to display the A/P Inquiry window.
2. In the Vendor field, enter the vendor for which you want to view accounting information and press Enter.
3. In the As of field, enter the date in mm/dd/yyyy format to determine which transactions to include in the inquiry. This date does not need to be an end of the month date.
Use the As of field to view your company's transactions and account balances as of a certain date.
Changing the date refreshes the window with data relevant to the specific date, except for the static information, such as phone number and terms.
The information displays as if you had gone back in time to the date in question and made the inquiry. Only transactions that existed on that date are displayed and the information will be relevant to that date. The As of field capability can help to quickly resolve vendor questions regarding old statements, transactions, and balances.
For more information, see Viewing A/P Information As of a Specific Date.
4. View information about the vendor in the following view-only fields:
Fields Descriptions
Start The date the account was originally opened.
Future The portion of the company's balance that has not yet appeared on a statement.
Current The portion of the company's balance that has been invoiced, is unpaid, but is not overdue.
31-60 The portion of the company's balance between 31 and 60 days overdue.
91-120 The portion of the company's balance between 91 and 120 days overdue.
Over 120 The portion of the company's balance over 120 days overdue.
Total The total balance due to the displayed vendor.
Orders The dollar value of open purchase from the displayed vendor.
MTD Purch Your company's purchases from the displayed vendor for the month-to-date.
YTD Purch Your company's purchases from the displayed vendor for the year-to-date.
LMTD Purch Your company's purchases from the displayed vendor for last-month-to-date.
LYTD Purch Your company's purchases from the displayed vendor for the last-year-to-date.
MTD Paid Your company's payments to the displayed vendor for the month-to-date.
YTD Paid Your company's payments to the displayed vendor for the year-to-date.
© 2011 Epicor Software Corporation. All rights reserved. 51 Fields Descriptions
Last Invoice The last payable post date and amounts owed to the displayed vendor.
Last Payment The last payable cash disbursement date and amounts paid to the displayed vendor.
Name The contact names listed on the Vendor Maintenance window for this vendor. For more information, see Creating Vendor Records.
Phone # The phone numbers associated with the contact names listed on the Vendor Maintenance window for this vendor. For more information, see Creating Vendor Records.
Terms Your company's payment terms for this vendor, which have been entered in the Pay Terms field in the Vendor Maintenance record. For more information, see Creating Vendor Records.
Last Invoice The last payable post date and amounts owed to the displayed vendor.
Last Payment The last payable cash disbursement date and amounts paid to the displayed vendor.
Invoice # The invoice number of all open transactions in the account. The system lists the numbers in the following order:
• Deposits, from oldest to newest, followed by open orders.
• Credits, from newest to oldest, followed by debits according to the transaction date, oldest to newest.
• Unapplied cash receipts by the customer's check number.
Note: Use the Arrow keys to view additional transactions.
Branch Branch for the transaction.
Date Invoicedate for the transaction.
Amount Invoice amount for the transaction.
Disc Amt Amount to take as a discount if your company pays the invoice on or before the associated pay date.
Based on the setting of the Do Not Take Discount If Pay Date Is Past Discount Date control maintenance record, this discount amount will be removed from this field only after the check has been printed.
Payment Date The date on which the invoice was paid.
Balance The remaining balance for the transaction.
Age Aging bucket to which the invoice belongs:
• Future - The portion of the company's balance that has not yet appeared on a statement.
• Current - The portion of the company's balance that has been invoiced, is unpaid, but is not overdue.
• 31-60 - The portion of the company's balance between 31 and 60 days overdue.
• 91-120 - The portion of the company's balance between 91 and 120 days overdue.
• Over 120 - The portion of the company's balance over 120 days overdue.
The A/P Inquiry window also offers these options:
To... Select this menu option...
enter notes regarding the vendor, such as the results of a phone conversation about a disputed amount
For more information, see Call Tracking Overview.
Note: Because most inquiries are related to collection issues, when you display the Call Tracking Entry window using this function, the system automatically enters COLLECT in the Source field.
File > Vendor Notes
display the A/P Entry window for the selected in view-only mode Note: This function is for authorized users only.
Edit > View Order
display the selected transaction in edit mode
For more information, see Entering and Editing Payables.
Note: This function is for authorized users only.
Edit > Edit Order
view aging information about the selected transaction For more information, see Viewing A/P Aging Information.
Edit > Audit Order
search for an invoice number Edit > Search For Invoice
view a summary of the account balances for a pay-to vendor without needing to access each account separately
For more information, see Viewing A/P Balance Summaries.
Inquiries > A/P Summary
view every transaction that has affected an account's A/P balance, as far back as the system records allow
For more information, see Viewing Information About A/P Transactions.
Inquiries > A/P Ledger
view information about purchase orders that your company has ordered from a vendor but has not yet received
For more information, see Viewing Open Orders in A/P.
Inquiries > Open Orders
view purchase order bids that have not yet been converted into actual purchase orders
For more information, see Viewing Bids in A/P.
Inquiries > Open Bids
view information about a vendor's purchase history
For more information, see Viewing Vendor Purchase Histories.
Inquiries > Purchase History
view information regarding the vendor's record and setup in the system
For more information, see Vendor Maintenance Overview.
Inquiries > Vendor Maintenance
convert transactions into a currency other than your system's base currency
For more information, see Foreign Exchange Rates Overview.
Options > Change Currency
© 2011 Epicor Software Corporation. All rights reserved. 53