Inquiring transactions tab

Inquiring transactions

The “Inquire Transactions” tab page appears by default on launch of the AP Inquiry screen.

To search for supplier transaction details

In this section, you can carry out search based on the supplier number and view details of transactions with the supplier for a given period. The system displays details in the multiline, as per the filter criteria entered.

Enter the following in the “Search Criteria” group box:

Finance Book	Use the drop-down list box to select the finance book containing the transaction details of the supplier number entered. All the finance books that have been defined for the business unit to which the login organization unit has been mapped will be available for selection. The system displays “All” by default.
Doc. Type	Use the drop-down list box to specify the type of document for which you want to retrieve transaction details. The system lists the options, Expense Invoice, Item Invoice, Prepayment Voucher, Supplier Account Based Cr, Note, Supplier Account Based Dr. Note, Supplier Item Based Cr. Note, Supplier Item Based Dr. Note, Supplier Order Based Invoice, Supplier Delivery Charges and Supplier Receipt. The system displays “All” by default.
Doc. Attribute	Use the drop-down list box to select the document attributes of the specified supplier for which you want to retrieve the transaction details. The system lists the following options: Document # - Select this option if you wish to retrieve document attributes for an invoice number Order Doc # - Select this option if you wish to retrieve document attributes for an order document number Ref # - Select this option if you wish to retrieve document attributes for a reference number. Supp. Doc. # - Select this option if you wish to retrieve document attributes for a supplier document number. Note that this search is applicable only for credit documents. By default the system leaves this field blank.
	In the editable field provided, data entry is mandatory if “Supplier Invoice #” or “Invoice #” is selected as the document attribute. Leave this field blank if “All” is specified as the document attribute.
Doc. Date between	The starting date in the range of document dates from which the transaction details must be retrieved (Date Format). The system lists all the documents that are raised later than this date. The date entered here must be earlier than the date entered in the “To” field. By default the system leaves this field blank.
	The ending date in the range of document dates until which the transaction details must be retrieved (Date Format). The system lists all the documents that are raised earlier than this date. By default the system leaves this field blank.
Pay. Date between	The starting date in the range of document dates from which the transaction details must be retrieved (Date Format). The system lists all the documents that are raised later than this date. The date entered here must be earlier than the date entered in the “To” field. By default the system leaves this field blank.
	The ending date in the range of document dates until which the transaction details must be retrieved (Date Format). The system lists all the documents that are raised earlier than this date. By default the system leaves this field blank.

Note: The system considers the “From” date as 1^st Jan 2000 and the “To” date as the system date, if no value is specified in these fields.

Paid By	The mode of payment. The system lists the options: cash, check, direct debit and EFT (Electronic Fund Transfer). By default the system leaves this field blank.
	In the edit box alongside, enter the value corresponding to the mode of payment selected. The system retrieves all the invoices which are applicable for the entered payment mode.
Include Closed Documents	Check this box to retrieve all invoices having transactions for which payment is fully made as well as for which payment amount is pending. The system displays all Credit and Debit documents in Authorized / Held status that are similar to the search criteria entered. By default this check box remains unchecked.
Show Payment History	Check this box to retrieve invoices along with the details of transactions. By default this checkbox remains unchecked.
Include Draft / Fresh Documents	Check this box to retrieve Draft/ Fresh/ Matched Documents and also OCR Tracking ID for which invoices are not yet generated. Note: If the set option “Include Draft/Fresh Documents in AP Inquiry on default search” of category ‘Supplier Inquiry’ under ‘Payable Management’ business process in the “Set Finance Process Parameters” activity is set as ‘1’, the checkbox appears checked on launch of the page, by default. If the set option is set as ‘0’, then the checkbox appears unchecked on launch of the page.

Click the “Search”” pushbutton to retrieve the search results in the multiline.

To view document details

In this section, you can view document details of a particular supplier along with its payment history as per the filter criteria entered.

The system displays the following in the “Document Info” multiline:

Due	Indicates whether for the given document, number amount is due for payment. The system displays as follows: Green button – Indicates that the payment is not yet due. Red button – Indicates that payment is due Example: Amount Due = $ 1000. Amount Due on 1.1.2013. The system displays green button as on 30.12.2013 The system displays red button as on 10.1.2013 Click the icon in the multiline to modify the “Due Date” and “Discount Date” for Authorized Supplier Documents in the “Payment Schedule” screen. Note: 'Due Date' and 'Discount Date' can be modified for documents with "Authorized" and above status, only if the set option "Allow modification of Due date/Discount date for Authorized Supplier Documents" is set as 'Yes' in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.
Held?	Indicates that the document is held for payment which could be “Yes”, else the system leaves the column blank.
Due Date	The due date of the credit documents.
Age	Indicates the number of days payment is outstanding after the due date. Note that this field is applicable only for credit documents.
Due Date	The due date of the credit documents.
Doc. Type	The type of transaction for which the invoice has been created.
Doc #	The system generated number identifying the invoice.
EDI Status	The status of the EDI invoice.
User Status	The user status of the invoice.
EDI Remarks	The remarks pertaining to the EDI invoice.
Return Remarks	The remarks pertaining to the return of the invoice.

Click the hyperlinked document number to view details of the document.

Status	The current status of the document.
Curr.	The code identifying the currency in which the invoice has been raised.
Doc. Amt.	The total amount of the invoice.
Paid / Adj. Amt.	The amount of adjustments that have been made so far against the specified invoice.
O/S Amt.	The amount that is pending to be paid to the supplier against the specified invoice.
Supp. Doc. Amt	The Supplier Document Amount of the credit documents.
Category	The Category for the Invoices and Notes. For Order Invoice, the category will be shown as Purchase Order/ Repair Order/ Exchange PO/ Loan Order etc.
Current User	The user with whom the document is pending for authorization and its current state as defined in workflow.
Finance Book	The code identifying the finance book associated with the supplier code with whom the transactions are made.
Pay To Supplier #	The supplier to whom payment must be made.
Sup. Ref. #	Supplier reference number entered manually at the time of creating the invoice.
Sup. Ref. Date	The supplier invoice reference date at the time of invoicing.
Doc. Date	The date on which the document was created.
Instrument #	The number of the instrument which has been used for payment, which can be
Ref. Doc #	The code identifying the reference document.
Remarks	Notes provided in the invoice.