Accounts Payable on File Report

This report lists open payables that meet the criteria you enter on this page. Use this report before you cut checks to producers or companies to determine open payables that fall within a specific date range.

For example, you can run a report for all insurance payables due in a specific month; for all service payables due in a specific month; or for all producer payables due in a specific month.

How to access this page

To access the Accounts Payable on File report:

  1. From the Sagitta Home Page, click Accounting >Acct Accounts Payable > Reports.
  2. Select Accounts Payable on File.

Selection Options

Regions – Select the region(s) for which you are processing the report. The field includes a Search feature for selecting valid region(s).

Division Number - the division number for the division (s) to be included in the Accounts Payable on File report. You can expand the Division Numbers list. Click Lookup to select from a list of all divisions.

The Division Code must exist in Division Master Maintenance. Leave both the Regions and the Divisions fields blank to get all regions and divisions.

Vendor Type Codes - the vendor type (s) to be included in the Accounts Payable on File Report. You can expand the Vendor Type Codes list. Click Lookup to select from a list of all vendor types. To include all vendor type codes, leave this field blank.

Other Vendor Options:

  • Tax/Fee Payees Only: Generate a listing of payables attached to payees with the Tax/Fee Payee flag set to "Yes"

  • Exclude Tax/Fee Payees: Generate a report of payables that do not include records attached to payees with the Tax/Fee Payee flag set to "Yes"

  • Surplus Lines-Payee Files: Generate a list of payables attached to payees with the Payee Responsible for Filing flag set to "Yes"

  • Surplus Lines-Agency Files: Generate a report of payables attached to payees with the Payee Responsible for Filing flag set to "No"

When Other Vendor Options are selected, specific Vendor Type Codes cannot be entered as part of the selection criteria.

Vendor Codes - the code (s) for the vendor that receives payment. You can expand the Vendor Codes list. Click Lookup to select from a list of all vendor codes. To include all vendor codes, leave this field blank.

Client Codes - the client code for the client (s) to be included in the Accounts Payable on File Report. You can expand the Client Codes list. Click Lookup to select from a list of all client codes. To include all client codes, leave this field blank.

Department Codes - the department code for the department (s) to be included in the Accounts Payable on File Report. You can expand the Department Codes list. Click the Lookup icon to select from a list of all department codes. To include all client codes, leave this field blank.

Each department code that you enter must be valid for at least one of the divisions selected. If you specify one or more departments, payables associated with sales records containing those departments are selected.

Use Relationships Option

The Use Relationships option allows you to view and select from a list of related clients when setting up the report criteria.

Date Options

Starting A/P Due Date - the first payable due date to be included in the date range for the accounts payable information that you want to include in the report. All payable items with due dates falling between this date and the Ending Accounts Payable Due Date appear in the report.

Ending A/P Due Date - the last payable due date to be included in the date range for the accounts payable information that you want to include in the report. All payable items with due dates falling between the Starting Accounts Payable Due Date and this date appear in the report.

Output Options

Sort By - Type the abbreviation for the sort option or click Lookup to select from a list of all sort options.

Status - Enter one of the following to include items with the following statuses in your report:

  • Held:  Items with a Held status; that is, those items not paid in full by the client.
  • Released: Items with a Released status.
  • Both - Both Held and Released items.

Bill Type - If you are running this report for producers and/or insurers, enter one of the following Bill Type Codes:

  • Agency
  • Company
  • Both

 

The system creates Company-Billed items only if you set up your agency for Company Bill Reconciliation.

Include Binders? - If you are running this report for Producers and/or Insurers, select one of the following:

  • Yes - to include binders in the report.
  • No - to exclude binders in the report.

Page Break on Region? – Make a selection here if you are running this report for more than one region. Enter the following:

  • Yes - to sort this report by Region, and then by Vendor, and print a separate report for each Region you have included.
  • No - to sort this report by Vendor.

You can run a break page on division and break page on region at the same time. This will sort by Region, then division, and then by Vendor.

Page Break on Division? - Make a selection here if you are running this report for more than one division. Enter one of the following:

  • Yes - to sort this report by Division, and then by Vendor, and print a separate report for each Division you have included.

  • No - to sort this report by Vendor and then by Division.

Double Space Output? - The entry you enter here determines whether your report will have two blank lines between items rather than one. Enter one of the following:

  • Yes - to leave two blank lines between items.

  • No - to print items one after the other.

Show Detail Trans/Coverage for INS-type Vendors? - The entry you make here determines whether the report includes detail by transaction and coverage for vendors with an INS(urer) Code. Enter one of the following:

  • Yes: If you want the report to display columns for transactions and coverages before the gross amount.

  • No: If you do not want the report to display the detail, omitting transaction or coverage columns.

Broker / Producer: Use this field to indicate which type of payables to include

  • Broker: Include only payables for producers that have Broker? Flag on Vendor Codes set to "Yes"

  • Producer: Include only payables for producers that have Broker? Flag on Vendor Codes set to "No" or blank

  • Both: Include all payables for producers

Comments Field

Use this optional field to type a description or other information that you want to include to clarify the report purpose and parameters. The comments entered appear on the user's Home Page if a report is sent to the user via the Overnight Report Process or from a report distribution list. The Comments entered appear when you mouse over the report on the Home Page.

Menu Options Bar

Click

To

Save or ALT + S

store your current selections so that they pre-fill the next time you access this Report Selection page. (You must be logged in with the same User ID.)

Quit or ALT + Q

clear any changes you have made since your last Save.

Default

save your current selections as a Default Record for this report. Also see Setting Up Default Selection Criteria.

Print Options Bar

The selections available on the Print Options bar vary by report. See the Print Options Bar topic if you need additional assistance in choosing the appropriate option.