The ZOPENITEMAP - AP Open Items Report Additional Functionality该zopenitemap AP打开的项目报告的附加功能.doc

ZOPENITEMAP AP Open Items ReportAdditional Functionality for ZOPENITEMAPThe ZOPENITEMAP report provides a list of all vendor invoices that are posted but not yet paid (“open” invoices). Parked, Held and Saved (or Parked) As Completed documents are not reported in ZOPENITEMAP.ZOPENITEMAP has been updated to include more fields on the selection screen and on the report output, as well as the ability to drill down from the report directly to the invoice document.Agencies should use ZOPENITEMAP to manage and troubleshoot vendor payables.A few common questions to ask when determining why an invoice has not yet been paid:o Is the invoice blocked to prevent payment?o Are the baseline date and payment terms correct?o If the document is a credit memo, does it have an Invoice Reference?The most common reason an invoice does not pay is insufficient cash in the fund(s) on the invoice. ZOPENITEMAP now makes it easier to determine how much cash is needed to process open invoices. Agencies can also use ZOPENITEMAP to plan future fund transfers or draws on grants. The report output lists all lines on each open invoice - unless otherwise specified on the selection screen and agencies can sort/subtotal the report to determine how much cash is required.The following pages illustrate how to use the updated ZOPENITEMAP report.Selection ScreenThe top half of the selection screen includes the following fields Document Number The financial accounting document number. Document type The financial accounting document type. Document Date and Posting Date The dates entered in the document by the user who created it. Entry date - The system-generated date the document was actually posted. Fiscal Year The fiscal year derived by the posting date. Business Area The four-digit code assigned to each agency. Vendor The account number of the vendor in the invoice. Baseline payment dte The due date for the invoice. The invoice will be included in the payment run on this date or later, depending on the payment terms selected (see below). Payment method The means by which the vendor will receive payment (warrant, direct deposit, check, etc.) Payment block Indicates if an invoice is blocked for payment and if the block was deliberately added by a user or was generated by the system because of a problem with the invoice.Selection Screen (cont) Payment terms Determines how soon after the baseline date the invoice will be included in the payment run. For example, a baseline date of 7/15/2007 and payment terms of 0001 (Pay Immediately) mean the invoice should be included in the first payment run on or after 7/15/2007. A baseline date of 7/15/2007 and payment terms of NT 07 (Net Due in 7 Days) means the invoice will be included in the first payment run 7 days after 7/15/2007. Assignment The assignment information from the vendor or expense line on the invoice. Fund The fund supplying the cash for the payment and part of the budget being charged with the expenditure. User name The user ID of the person who posted the document. Cost Center, Order and WBS Element The cost objects used in the invoice or credit memo. Funds Center The appropriation being charged with the expenditure. Functional Area Part of the budget being charged with the expenditure. Commitment item The spending category of the budget being charged with the expenditure. Reference The reference field from the vendor line of the invoice. Invoice reference Relates one document to another. The “Invoice Reference” field is CRITICAL for credit memos to clear properly. On credit memos, this field must contain the FI document number of an open invoice to net against. Credit memos that remain open are usually missing the invoice reference invoice number. If the credit memo doesnt clear in the payment run, the vendor has been overpaid.Select and Execute ZOPENITEMAPUse the selection screen to restrict the report results as desired. At a minimum, enter the fiscal year and business area.NOTE: If your agency has any open vendor invoices after the final payment run of a fiscal year, should select the prior fiscal year and the current fiscal year until all prior year invoices are paid. The ZOPENITEMAP report output includes all the fields from the selection screen and several more. Year Fiscal year PM Payment method Vendor Vendor account number DocumentNo Financial accounting (FI) document number MM Number Material document number for logistics invoices and credit memos from a purchase order (field will be blank for direct pay and interface documents). Itm Line item number from the FI document. Assignment Assignment information from the vendor or expense line. Posting Date and Doc. Date (Document Date) Dates entered by the user who created the document. Entered on System-generated date the document was actually posted. Type Document type BusA Business Area Amount Amount of the expense line on the invoice. Purch. Doc. Purchasing document (purchase order) number Baseline date Due date for the invoice and the first piece of information necessary to calculate when the invoice will be included in the payment run. PayT Payment terms are the second piece of information necessary to calculate when the invoice will be included in the payment run RCd Reason code. PmtMthSu Payment method supplement allows agencies to pick up warrants rather than having them mailed. The Auditor of State mails all printed warrants unless agencies designate them for pickup. An “A” in the “Payment Method Supplement” field means the agency wants to pick the warrant up from the Auditors office rather than having it mailed. PBk Payment block key “A” means an agency user has deliberately blocked the invoice to prevent payment; “R” means the system has generated the block to prevent payment of a logistics invoice because of a problem with the purchase order. Fund The fund supplying the cash to pay the invoice. User name The user ID of the person who posted the document. G/L Account The expense account for the invoice line. Cost Ctr The cost center charged with the expenditure. Order The internal order charged with the expenditure. WBS Elem. The WBS Element charged with the expenditure. Funds Ctr The funds center (appropriation) charged with the expenditure. Func. Area The functional area charged with the expenditure. Cmmt item The commitment item in the budget charged with the expenditure. Text The text from the vendor