Run the A/P Item Edit Report

The A/P Item Edit report provides a detailed review of the selected Vouchers and the journal entries that will result when you post them. You must run an error-free Edit report before you can post your Vouchers to become Open Items.

The report will also check for errors in the Voucher entry process (for example, trying to pay the same invoice twice). The report will list these errors, and you will have to correct them before you can post the items.

Refer to A/P Item Edit Report Errors and Warnings as described in the section below for more information.

1. In the Accounts Payable module, click the Item Entry super tab, and then click the Processes tab.

2. Select A/P Item Edit from the A/P Processes list, and then click the Run Process button. The A/P Item Edit Selections window opens.
   A/P Item Edit Selections Window
   

3. In the Dates From/Through fields, enter the date range that you want to include on the report.

4. (Optional) If you only want to include a specific Voucher (or range of Vouchers) on the report, enter the desired Voucher number(s) in the From/Through Voucher # fields.

5. (Optional) If you only want to include Vouchers that are included in a specific batch (or range of batches), enter the desired batch number(s) in the From / Through Batch fields.

6. Click the arrow in the Report On drop-down box and select the types of Vouchers you want to include in the report: All, Admin, All Grants, Scholarship Grants, or Non-Scholarship Grants.

7. If you want to include detailed information about the Voucher’s payment lines on the report, select the Show Payment Lines checkbox. If you only want to include a summary listing of each Voucher, clear this checkbox.

8. If you only want to include Vouchers that contain errors on your report, select the Summary Report (Only Display Vouchers with Errors) checkbox. If you want to include all Vouchers on the report, clear this checkbox.

9. If you want to use the invoice and check date as the General Ledger Apply Date, select the Use Invoice and Check Date as G/L Apply Date checkbox. If you want to use a different date, clear this checkbox and enter the desired date in the G/L Apply Date field.

10. Click OK.

11. Verify the Send To destination, and then click the Run Report button.
    
    Example: A/P Items Edit Report (with payment line detail)

A/P Item Edit Report Errors and Warnings

Errors on the Edit Report are preceded by **E. Warnings are preceded by **W. You will not be able to post your items if there are any errors in the Edit Report. Although you can post items if there are warnings in the Edit Report, you should always check the warnings before posting.

Refer to Running the A/P Item Edit Report in the section above for more information.

Errors:

• Blank ID Code.

• The Voucher Number Cannot be Zero.

• History Record Exists with this Voucher Number.

• Missing Vendor/Grantee Record for this ID Code.

• A Debit Memo Cannot be Prepaid.

• The Voucher that the Debit Memo is being Applied to Doesn’t Exist.

• Debit Memo will Cause Payable to go Negative.

• ID Codes for Debit Memo and Open Voucher Don’t Match.

• Unapplied Debit Memo Amount is equal to zero.

• Missing Unapplied Debit Memo.

• Unapplied Debit Memo Voucher Number is Missing. No Amount will be Applied.

• Attempting to Post Prepaid Amounts greater than Open Amount.

• Missing A/P Lines.

• Apply To can only be used with Debit Memo or Prepaid.

• Invalid General Ledger Debit Account Key.

• Invalid General Ledger Credit Account Key.

• Invalid General Ledger Cash Account Key.

• G/L Accounts not from the Same Fund.

• Multiple Line Items have the Same Line Number.

• Historical Line Items have the Same Line Number.

• Can’t have a Grant Voucher with a Prepaid Amount.

• Grant Payment Date Before <Date>.

• Prepaids must have a Valid Check Number, Date, and Amount.

• Check Amount is Greater Than Open Amount.

• Check Amount is Greater than Voucher Total.

• The Voucher that the Prepaid is being Applied to Doesn’t Exist.

• A Prepaid Voucher Cannot Have an Apply To.

• ID Codes for Prepaid and Open Voucher Don’t Match.

• G/L Accounts for Prepaid Don’t Exist in Original Voucher.

• G/L Accounts for Date of Prepaid Don’t Exist. 

Warnings:

• Open Item Exists with this Invoice Number.

• Item with this Invoice Number Paid Before.

• Missing Terms Record for Vendor.

• Debit Memo has Zero for the Apply To Number.

• More than One Debit Memo being Applied to the Same Open Item.

• Debit Memo has Negative Amount.

• The Voucher that the Debit Memo is Applied to Has Been Moved to History.

• Unapplied Debit Memo Amount is greater than the Posted Amount.

• Missing Fund Record.

• Retired Fund.

• Line Item Amount of Zero.

• Line Items have Different Natural Cash Accounts.

• Check Amount not equal to Open Amount.

• Check Number Already Exists.

• Check Number Exists in another Voucher.