Print Cash Requirement Report (AP40)
The Print Cash Requirements Report (AP40) produces a report by Vendor of all Invoices selected for payment. Invoices are selected for payment based on the Limiting Due Date and Discount Qualification Date entered in the AP40 restrictions compared to the Invoice's Due Date for Payment and Discount Date. The window of time between the Discount Qualification Date and the Limiting Due Date determines if discount is eligible to be taken.
Invoices that are due (Invoice’s Due Date is on or before the ‘Limiting Due Date’) are selected for payment. Then the program checks for discount eligibility:
- If there is no discount amount, the program goes to find the next invoice.
- If there is a discount amount and the Invoice's Discount Date is within the window of time between the 'Discount Qualification Date' and the 'Limiting Due Date', then the discount will be taken.
- Intention of this window of time for discount eligibility is to not take discount if the invoice was not paid on time and is now way past its discount date.
Invoices that are not yet due (Due Date is beyond the 'Limiting Due Date') the program checks to see if the invoice should be selected in order to take advantage of supplier discounts.
- If there is no discount amount, the program goes to find the next invoice; AP40 will examine that invoice for payment in the next AP40 run.
- If there is a discount amount and invoice’s Discount Date is => (on or after) the Discount Qualification Date and <= (on or before) the Limiting Due Date (ie, is in window of time defined by the Discount Qualification Date and the Limiting Due Date), then that invoice will be selected for payment and the discount will be taken.
NOTE: If there is a discount amount and the invoice Discount Date is => (on or after) the invoice Due Date for Payment, when the invoice is selected for payment, the discount will always be taken. This tricks the system into always taking the vendor’s discount, even if the invoice is past due.
Examples:
- Limiting Due Date: April 21
- Discount Qualification Date: April 14
- Discount eligibility window: April 14-April 21
Example Invoice Number |
Invoice Discount Date |
Invoice Due Date |
Disc Amt |
Select for Pymt |
Take Disc? |
Comments |
JS1 |
April 15 |
May 31 |
2.00 |
Y |
Y |
Invoice not due but is selected to take advantage of Vendor's discount. |
JS1-A |
April 15 |
May 31 |
0.00 |
N |
N |
Invoice not due; no discount. Wait until due for payment. |
JS2 |
March 15 |
March 31 |
2.00 |
Y |
N |
Invoice due for payment but missed Discount Date. |
JS2-A |
March 15 |
March 15 |
2.00 |
Y |
Y |
Invoice past due for payment but still takes discount because invoice discount date => invoice due date for payment. |
JS3 |
March 15 |
April 30 |
2.00 |
N |
N |
Invoice not due and Discount Date missed. Wait until due for payment. |
JS4 |
April 15 |
April 15 |
2.00 |
Y |
Y |
Invoice due for payment; takes discount if invoice discount date => invoice due date for payment. Also discount is taken because invoice discount date is within the discount window. |
JS5 |
Future |
April 15 |
2.00 |
Y |
Y |
Invoice due for payment; takes discount if invoice discount date => invoice due date for payment. |
JS6 |
May 15 |
May 31 |
2.00 |
N |
N |
Invoice not due; still in time to pick up discount in future run. |
Here is the corresponding AP40 report:
When you create prepayment invoices to a Vendor, AP40 only displays the normal information as it would for any other payable transaction. Invoices that have had prepayments applied display the Prepayment invoice number(s), Amount(s) and Reference(s) below the transaction. For more information on Prepaid Inventory, click here.
The report lists the Invoices that are due for payment for the Vendor or Vendors specified on the Report Parameters screen. The total cash required to pay the Invoices selected is listed at the end of the report by bank. In the case of Bank's with foreign currencies (defined in Maintain Bank Codes (AP01)), the domestic currency equivalent also prints. Invoices with a 'Hold' status (AP30) are reported as a reminder but will not be included in the cash requirements total.
- The Printer Selection screen automatically opens. Select the Printer destination and click OK
.
- The Report Parameters screen for AP40 opens.
- The Report Complete screen opens when the report is generated. Click OK to accept the report, click Restart to restart the printing of the report, or click Abort to cancel the report.
Print Cash Requirements Report (AP40)
Here is a sample of the Print Cash Requirements Report (AP40):
Sample Output from AP40
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