Creating Purchase Invoice Journal Report
Filter
Show
Sort
The Purchase Invoice Journal displays invoices, account, and cost unit based on the given filters.
Invoices can be filtered based on whether they are approved (having gone through the approval process) or if they are invoices still in circulation (still at some stage of the approval process). The invoices that should be included in the report must be in Purchase Invoices. The Purchase Invoice Journal also takes into account invoices that have already been transferred to accounts payable/accounting or to the archive.
Creation of Purchase Invoice Journal Report
- Navigate to Reports – Purchase Invoice Journal view
- Define the desired parameters for the report in the pop-up window
Limit
You can select in the Doc. Type field either a single receipt type or all receipt types for which the recorded invoices are to be reported.
Document number – You can enter either a single document number or a range of document numbers that you want for the report.
Date Receipt Date / Invoice Date
Select the calendar icon to click the date range of the invoices to be reported, according to either the receipt date or the invoice date. If invoices transferred to accounting are selected for display on the report, invoices transferred to accounting within the specified date range will be retrieved for the report. Note! If no receipt date different from the invoice date has been provided for the invoice, then the receipt date equals the invoice date.
Supplier – When you want all supplier invoices to be displayed on the report, select all. If you want to limit the view to only a specific supplier's invoices, select the supplier's name from the dropdown list or start typing the supplier's name, and the list will be filtered.
Cost unit – Spaces can also be used in the cost unit identifier, e.g., cost unit identifier = 500 K.
Show
You can select which invoices are displayed on the report.
- All selection displays all (approved and in circulation) invoices that match other report criteria.
- Approval pending selection shows only the invoices that are currently in circulation and match other report criteria.
- Approved invoices selection displays only the approved invoices that match other report criteria.
- Invoices transferred to accounting – selection brings up the invoices transferred to accounting within the specified time frame on the report (only accounts payable - Purchase Invoices).
Sort
Select the order in which the data is displayed on the report: By suppliers or by document types.
- By supplier: the report is sorted based on suppliers
- By document type: the report is sorted based on document types
Invoices – When the Invoices option is activated, the report displays invoices without accounting assignments.
Postings by Invoice – When postings by invoice is selected, the report will display invoice/transaction-specific assignments, either gross or net. Note! A summary of account assignments will also be automatically printed for this report. Account assignments by invoice also allows for data filtering on the report by cost unit.
Subtotals – This selection prints subtotals according to the specified order (By Supplier/By Document Type).
Report Generation
- Show – prints the report on the screen
- PDF – prints the report to a PDF file
- CSV – prints the report to a CSV file