View Transaction Inquiry

View Transaction Inquiry lets you view and print Accounts Payable information at any time. You can also change the 1099 status on invoices. This article covers filtering transactions, working with the transaction grid, viewing transaction details, and viewing credit card details.

 

Filters

Use the Filters to narrow and sort invoice, check, and credit card information. There are general filters, plus additional filters on the Invoice and Check tabs.

  1. Select your Company.
  2. Select your Bank Account.
  3. Select the transaction types you want to display: Invoices, Adjustments, Manual Checks, Quick Checks, Electronic Funds Transfer, Send EFT to Manage Payments, and Credit Card Charges. When you select Credit Card Charges, two additional drop-down filters for Credit Card and Credit Card Users become available.
  4. Optionally select Unpaid As Of. When selected, you can choose a Date or Period.
  5. On the right, select the status type you want to display: All (Paid/Unpaid/Selected for Payment), Paid, Unpaid (includes items Selected for Payment), Selected for Payment, or Voided Checks/Invoices.
  6. Use the Invoice and Check tabs (described below) to further narrow your search.
  7. Click Search to display the results. To reset all filters, click the Clear Filters link. Use the Maximum Records To Return field to limit the number of search results.

Note: Click the icon or press "s" in any field that has a Search icon to display a Search window. Use the filter at the top to narrow your selection. In the Account Search window, you can also specify the Account Type from a drop-down. Double-click the item you want, or select it and click Select. To return without making a selection, click the Cancel link.

Invoice Tab

Use the Invoice tab to filter by vendor and invoice attributes.

  1. Click the (not set) link or the Search icon next to Vendor to open the Person Search window. By default, the Name field searches last names and organizations. To search by first and last name, use the format lastname, firstname. You can also search by City and State. Select the vendor and click Select, or click Close to return without selecting.
  2. Complete the additional filters described below as needed.

Note: Search for just a first name by starting your search with a comma (for example, ", James"). Display a complete list of vendors by searching for just a comma.

 

Invoice Tab Filters

  • Invoice Number
  • Invoice Date: Select the date range to inquire on. Additional date fields may appear depending on the option chosen
  • Invoice Total From and To: select the total amount range. These fields accept negative amounts. Clicking the Clear Filters link sets both fields to $0.00, which displays all invoice totals, whether negative or positive
  • Due Date: Select the date range to inquire on. Additional date fields may appear depending on the option chosen
  • 1099 Status: select Show All or a specific status
  • State: select Show All or a specific state
  • Show Detail Lines with Projects
  • Show Detail Lines without Projects
  • Select Project(s): select All or specific projects
  • ACH: Show All, ACH Only, or No ACH
  • Show Only Ones With Discounts: select to view only transactions to which a discount was applied
  • Level Filters: filters are available according to your account structure, including Fund and Department Name
  • Account Range: select the range of accounts to view transactions from

Check Tab

Use the Check tab to filter by check attributes.

  1. Set any of the filters described below.
  2. Click Search to display the results. To reset all filters, click the Clear Filters link.

Check Tab Filters

  • Check Date: select the date range to inquire on. Additional date fields may appear depending on the option chosen
  • Run Date: select the date range to inquire on. Additional date fields may appear depending on the option chosen
  • Check Number From and To
  • Check Total From and To

 

Transaction Grid

The grid displays transactions matching the selected filters. Click a column heading to sort the grid by that column (for example, Check #).

Grid Columns

  • ACH
  • Bank Account
  • Vendor
  • Invoice #
  • Type
  • Amount
  • Invoice Date
  • Due Date
  • Chk Date
  • Run Date
  • Check #: Click the Reprint icon to reprint a voucher or check for paid transactions. This option does not appear for voided transactions
  • Check Amount
  • Description
  • Acct #: the account the transaction was charged to
  • 1099: The 1099 status displays as a clickable link. Click the link to open the Update 1099 Status window, where you can change the 1099 status for the transaction. Click OK to save your changes
  • State: click to add or change the State for the 1099 category. This is filled in automatically based on the vendor address
  • Attach: an icon indicates that an attachment exists for the item
  • Project
  • Note: Hover over the Note icon to preview the note
  • Status: the current status of the transaction
  • PO #: the purchase order number associated with the transaction
  • Quantity
  • Set up: Hover over the Information icon to display user and time information for when the transaction was set up and last updated

Print Transaction Inquiry Report

  1. Click Print Transaction Inquiry Report to display a preview of your report.
  2. Click Report Preferences to customize what displays on the report.
  3. Select the Sort By option: Vendor, Expense Account, Project, or Check Number.
  4. Select your Report Options: Show Notes, Show Setup Information, or Show Project Information.
  5. Select the Print Format: Detail (displays the detail of all transactions, including bank account and expense account information), Summary (displays a summarized format), or Vendor Labels (prints vendor labels — also select a Label Format).
  6. If you changed the selected options, click Run Report to display an updated preview. To reset all preferences to their initial values, click the Clear Preferences link.

From the preview, you can navigate pages, export to PDF, Excel, or Word, and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences. Click Close Report to return to the Transaction Inquiry page.

 

View Details

Transaction Inquiry > Details lets you view Accounts Payable transaction details and undo unpaid invoices.

To view the details of an invoice, click the View Details icon.

Details Grid

The Vendor is listed with existing Terms displayed below the Vendor's name. The transaction type is shown along with the Journal information from the General Ledger, if applicable. There are five tabs on the Details page if Use ACH is selected.

The following information displays:

  1. Invoice #
  2. Invoice Date
  3. Due Date
  4. Invoice Total
  5. Discount Type
  6. Discount
  7. Check #
  8. Payment Date
  9. Confirmation #
  10. Tax: shown only if you chose to record tax, freight, and other charges in Company Information
  11. Freight: shown only if you chose to record tax, freight, and other charges in Company Information
  12. Other: shown only if you chose to record tax, freight, and other charges in Company Information

Details Tab

All transaction detail lines display, including any linked Purchase Orders.

  1. To edit a detail line, click the Edit icon or double-click the line. In transaction inquiry, you can only update the Project and 1099 status. If you change the 1099 status, click Update to save your changes, or click the Cancel link to return to the Details page without saving.
  2. Click Print Invoice Detail Report to display the Invoice Detail Report, which shows all transaction details.
  3. Click Report Preferences to access the following options: Print Notes, Print Setup Information, Print Project Information, Print Recap By Account, and Print Recap By Project.
  4. If you changed the selected options, click Run Report to display an updated preview. To reset all preferences to their initial values, click the Clear Preferences link.

From the preview, you can navigate pages, export to PDF, Excel, or Word, and Print. Click Close Report to return to the Transaction Inquiry page.

Important: You can change the Project on a posted invoice. When you do, you are prompted that the project does not match the corresponding journal entry made when the invoice was processed. If you change the project on a posted invoice in Accounts Payable, we recommend changing the project on the corresponding journal entry in General Ledger.

Undo Unpaid Invoices

  1. Click Undo Invoice to undo the invoice. This option only appears on unpaid invoices. The General Ledger Input Audit for Unposting Accounts Payable Transactions displays all invoice details.
  2. Click Report Preferences to access the following options: Print Notes, Print Setup Information, Print Project Information, Print Recap By Account, and Print Recap By Project.
  3. If you changed the selected options, click Run Report to display an updated preview. To reset all preferences, click the Clear Preferences link.
  4. Click Undo Transaction to finalize the undo and return the invoice to Manage Unposted Transactions. You are then on the Transactions - Update page. To return to the invoice detail page without undoing the invoice, click the Cancel link.

To repost the invoice, make any desired changes, and click Update to return to Unposted Transactions, then save the invoice. To delete the invoice, click the Cancel link to return to Unposted Transactions, then click the Delete icon and confirm the prompt.

1099 Status Codes

The following 1099 status codes are available for AP transactions:

  1. None
  2. Interest
  3. Misc. Box 1: Rents
  4. Misc. Box 2: Royalties
  5. Misc. Box 3: Other Income
  6. Misc. Box 4: Federal Income Tax withheld
  7. Misc. Box 5: Fishing boat proceeds
  8. Misc. Box 6: Medical and health care payments
  9. Misc. Box 8: Substitute payments in lieu of dividends or interest
  10. Misc. Box 13: Excess golden parachute payments
  11. Misc. Box 14: Nonqualified deferred compensation
  12. Misc. Box 15: State Tax withheld
  13. NEC Box 1: Nonemployee compensation
  14. NEC Box 4: Federal Income Tax withheld
  15. NEC Box 5: State Tax withheld
  16. Retirement - R: used for non-taxable retirement
  17. Retirement - R2: used for taxable retirement
  18. Retirement - R3: used for capital gains
  19. Retirement - R4: used for Federal tax withheld from retirement
  20. Retirement - R5
  21. Retirement - R9

ACH Tab

The ACH tab displays ACH information used for the selected transaction.

Attachments Tab

The Attachments tab lets you attach files from your device or scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information on the attachments feature.

Note Tab

Notes on the selected transaction display and can be edited.

Check Detail

All check detail lines display along with the Check #, Check Date, Run Date, and Journal fields.

Print Invoice Detail Report

Click Print Check Detail Report to print a report of the check detail.

Copy Transaction

Click Copy Transaction to copy any transaction. The copy is placed under Modify > Unposted Transactions, where you can modify and repost the item.

Update Detail

  1. To save your changes, click Update.
  2. To undo all changes since the last page update, click the Reset link.
  3. To return to the Transaction Inquiry page without saving, click the Cancel link.

 

Credit Card Details

Transaction Inquiry - Credit Card Details lets you view Accounts Payable credit card transaction details and undo unpaid transactions.

Credit Card Details Grid

The credit card User and the Vendor for the transaction display, along with the existing Terms to the right of the vendor's name.

The following information displays:

  1. Ref #
  2. Invoice #
  3. Date
  4. Total
  5. Discount Type
  6. Discount
  7. Tax: shown only if you chose to record tax, freight, and other charges in Company Information
  8. Freight: shown only if you chose to record tax, freight, and other charges in Company Information
  9. Other: shown only if you chose to record tax, freight, and other charges in Company Information
  10. Net

Details Tab

All credit card transaction details are displayed, including any linked Purchase Orders.

  1. To edit a detail line, click the Edit icon or double-click the line. In transaction inquiry, you can only update the 1099 status.
  2. Click Update to save your changes, or click the Cancel link to return to the Details page without saving.
  3. Click Print Transaction List to display a preview of your Credit Card Transaction Edit List report.
  4. Click Report Preferences to access the following options: Print Notes, Print Setup Information, Print Project Information, Print Recap By Account, and Print Recap By Project.
  5. If you changed the selected options, click Run Report to display an updated preview. To reset all preferences, click the Clear Preferences link.

From the preview, you can navigate pages, export to PDF, Excel, or Word, and Print. Click Close Report to return to the Credit Card Details page.

To undo the credit card transaction, click Reverse Transaction (More Information). This option does not appear for transactions marked as cleared through the reconciliation process.

Credit Card 1099 Status Codes

The following 1099 status codes are available for credit card transactions:

  1. None
  2. Misc. Box 1: Rents
  3. Misc. Box 2: Royalties
  4. Misc. Box 3: Other Income
  5. Misc. Box 4: Federal Income Tax withheld
  6. Misc. Box 5: Fishing boat proceeds
  7. Misc. Box 6: Medical and health care payments
  8. Misc. Box 7: Nonemployee compensation
  9. Misc. Box 8: Substitute payments in lieu of dividends or interest
  10. Misc. Box 13: Excess golden parachute payments
  11. Misc. Box 14: Gross proceeds paid to an attorney
  12. Misc. Box 16: State Tax withheld
  13. Interest
  14. Retirement - R: used for non-taxable retirement
  15. Retirement - R2: used for taxable retirement
  16. Retirement - R3: used for capital gains
  17. Retirement - R4: used for Federal tax withheld from retirement
  18. Retirement - R5
  19. Retirement - R9

Note: Misc. Box 7 (Nonemployee compensation) is the most commonly used Miscellaneous 1099 status.

Attachments Tab

The Attachments tab lets you attach files from your device or scan image files using the Scanner.Client.exe program. See the Attachments Help Page for detailed information on the attachments feature.

Note Tab

Notes on the selected transaction display and can be edited.

Save Your Changes

  1. To save your changes, click Update.
  2. To undo all changes since the last page update, click the Reset link.
  3. To return to the Transaction Inquiry page without saving, click the Cancel link.

Reverse Transaction

Credit Card > Reverse Transactions lets you reverse unpaid credit card transactions.

Note: A credit card transaction is considered paid when it is marked as cleared in the reconciliation process.

The General Ledger Input Audit for Unposting Credit Card Transactions displays all details for the transaction being reversed.

  1. Click Report Preferences to access the following options: Print Notes, Print Setup Information, Print Project Information, Print Recap By Account, and Print Recap By Project.
  2. If you changed the selected options, click Run Report to display an updated preview. To reset all preferences, click the Clear Preferences link.
  3. Click Reverse Transaction to finalize the procedure and restore the transaction to Manage Unposted Credit Card Transactions. You are then on the Credit Card - Transactions - Update page. To return to the Credit Card Details page without reversing the transaction, click the Cancel link.

From the preview, you can navigate pages, export to PDF, Excel, or Word, and Print. Click Report Preferences on the blue bar above the report preview to return to Report Preferences.

To repost the transaction, make any desired changes, and click Update to return to Unposted Credit Card Transactions, then save the transaction. To delete the transaction, click the Cancel link to return to Unposted Credit Card Transactions, then click the Delete icon and confirm the prompt.

Updated

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request

If you have an issue that requires help or feedback, please Contact Support.