How to extract Account payable data

Hi all, I'm wanting to extract all accounts payable data for the current financial year - looking to have supplier details (incl bank details), what was paid, which account and which class was charged listed. Is there a way to have all that info in one extract?

Thanks so much

Accepted answers

Acctd4

Hi @ChristineBroome

You can create your own report for this which will allow much greater customisation - Click on Find (Under Edit dropdown menu) & on the Advanced tab, set the following filters in the Filters list:

Account > All Income/Expense accounts
Amount > Amount >=0.01
Date > This Financial Year to date
Name > All Suppliers
Transaction Type > Multiple Transaction Types (Tick Cheque, Journal, Credit Card, Bill, CCard Credit, Bill Credit, CCard Refund)
Paid Status > Closed

Click on Find, then on Report to convert to a report.

Click on the Modify Report button & add the Account & Class columns on the first Display tab. You can also untick any Columns you don't need & add any additional ones you want.

Make sure it's set to Accrual basis.

You can also Total by & Sort by whatever order/range you like on this tab.

On the Header/Footer tab, edit the Report Title with whatever name you want to call it - eg "Acct & Class-Allocated Costs Paid" - then click on OK

Once you have the report formatted how you wish, Memorise it! That way, you can generate it, as is, anytime you need 😊

All comments

Alexis McKeown

Dear @ChristineBroome ,

You might wish to try modifying a Supplier Balance Detail report.

You can run this by doing the following:

Go to Reports.
Highlight "Suppliers".
Select "Supplier Balance Detail".
When you open the report, either the Modify Report option will appear. If it does not, you can select "Modify Report" in the top-left-hand corner.
In "Display", under "Columns", tick:
1. Source Name
2. Billed Date
3. Class
4. Billing Status
5. Paid
6. Amount Paid
Select your date range in the "Dates" drop-down.
Press "OK" to run the report.

This should give you the report you've described - you may wish to tweak the Columns as desired to add or remove information from the report.

Kind regards,

Alexander McKeown

Reckon Senior Technical Support

Acctd4

Hi @ChristineBroome

You can generate all of that data EXCEPT bank details (as they're database-specific, not transaction-based). It's not even possible to display bank details in list reports anymore (which is very frustrating 😣)

Having said that, if you use ABA files for making payments, you can generate the Bank (Online) Report (from the Reports dropdown menu > Banking) This will show bank details, but not the transactional detail.

ChristineBroome

Thanks so much Alexander and Shaz for the prompt reply.

I followed the instructions but under 'account' it only shows 'Accounts payable' (I was hoping it would show me the account that was charged like 'equipment' or 'Office supplies'). And even though I ticked 'Class' there is no info listed below. Did I miss something?

Thanks

Alexis McKeown

Dear @ChristineBroome ,

For Sub-Accounts, can you try toggle "Account Name"?

As for class, this should have appeared when toggling "Class" in the display.

You may need to compare it or modify a "Unpaid Bills by Supplier" report, but this will remove any paid bills from the report.

Kind regards,

Alexander McKeown

ChristineBroome

Thanks @Alexander McKeown Unfortunately that didn't make a different - still only shows it like that

Acctd4

Hi @ChristineBroome

Account > All Income/Expense accounts
Amount > Amount >=0.01
Date > This Financial Year to date
Name > All Suppliers
Transaction Type > Multiple Transaction Types (Tick Cheque, Journal, Credit Card, Bill, CCard Credit, Bill Credit, CCard Refund)
Paid Status > Closed

Click on Find, then on Report to convert to a report.

Click on the Modify Report button & add the Account & Class columns on the first Display tab. You can also untick any Columns you don't need & add any additional ones you want.

Make sure it's set to Accrual basis.

You can also Total by & Sort by whatever order/range you like on this tab.

On the Header/Footer tab, edit the Report Title with whatever name you want to call it - eg "Acct & Class-Allocated Costs Paid" - then click on OK

Once you have the report formatted how you wish, Memorise it! That way, you can generate it, as is, anytime you need 😊

ChristineBroome

Fantastic Shaz. All info now showing using the method of creating a report from scratch. Really appreciate your prompt help :-)

Have a great day and thanks again to you both for taking the time to respond

Acctd4

No problem @ChristineBroome - Glad to hear we got the result you were after 😊

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