Accounts Payable Workspace

The Accounts Payable Workspace is a TIPP CORE workspace page that shows, per vendor, how much you still owe, split into ageing buckets, with a grand total at the top. It reads the open vendor balances from your Exact Globe (or Macola ES) back office. Accounts payable staff and finance managers use it to see which vendors have overdue amounts and to jump from a vendor to related screens. The page is located under Modules, TIPP, Workspaces, Accounts Payable.

Before you start

• TIPP must be connected to the back office of the division you want to look at. This is set up under Modules, TIPP, Setup, Connections, Backoffice Connection.
• The division must be an Exact Globe or Macola ES division. For other division types the page shows only the search fields and no list.
• The TIPP workspace objects must have been deployed to that division’s back-office database. If not, the page shows a message saying so and hides the list.
• Your user must pass the TIPP page security for this page. If not, access is denied.
• Your TIPP licence must be valid. It can be checked under Modules, TIPP, Setup, General, License.

How to see what you owe per vendor

1. Open Accounts Payable under Modules, TIPP, Workspaces.
2. Check the Division field. Pick another division if needed. The page reloads at once.
3. Look at Total Outstanding at the top for the grand total of all vendor balances.
4. Read the list. Each row is one vendor with its contact, phone number, payment terms, the amount per ageing bucket and the vendor total.
5. The first row of the list is a Total row with the sum of every column for all vendors that match your filters, not only the rows on the current page.

How to find a vendor

1. Type part of the vendor name in the Vendor field.
2. Press Enter or leave the field. The list reloads and shows only vendors whose name contains your text.
3. Clear the field to see all vendors again.

How to switch between due date and invoice date ageing

1. Open the View by field and choose Due Date or Invoice Date. The default is Due Date.
2. With Due Date the columns are Current, PD 0-30, PD 31-60, PD 61-90 and PD >90, so you see what is overdue and by how long.
3. With Invoice Date the columns are 0-30, 31-60, 61-90 and >90, so you see the age of the invoices.

How to sort the list

1. Click the heading of Vendor, Current, PD 0-30, PD 31-60, PD 61-90, PD >90, 0-30, 31-60, 61-90, >90 or Total. Click again to reverse the order.
2. Contact, Phone No. and Terms cannot be sorted.

How to open a vendor or other screens

1. Click a vendor name in the Vendor column. A menu opens with the vendor related options that TIPP has configured for it.
2. Use Find, Create or Reports in the button bar to open the menu of finder, create and report options configured for this workspace.
3. Click the Navigate icon next to the page title to open the TIPP navigation menu.

Screen guide

Header

• Total Outstanding: the total amount still owed to all vendors in the selected division, read only. It is not narrowed by the Vendor filter.

Selection criteria

• Division: the division to analyse, shown as number, a dash and name. All active divisions are offered. It cannot be left empty. Changing it reloads the page. If the chosen division cannot be opened and you did not request it in the page address, the page switches to a division that can be opened and shows an information message.
• Vendor: free text. Shows only vendors whose name contains the text. Empty means all vendors.
• View by: Due Date (default) or Invoice Date. Chooses which set of ageing columns is shown.

Buttons

• Refresh: reloads the list.
• Find, Create, Reports: open the configured menus for this workspace.
• Close: closes the workspace.
• Favorite, Excel export and Printable (header buttons): save the page as favorite, export, or open a printable view. They are standard buttons of the header.

Columns

• Vendor: vendor name followed by the vendor code in brackets. Click it to open the vendor menu.
• Contact: full name of the main contact of the vendor.
• Phone No.: vendor phone number.
• Terms: payment condition description of the vendor, or the condition code if no description exists.
• Current: amount not yet due (Due Date view).
• PD 0-30, PD 31-60, PD 61-90, PD >90: past due amounts by days overdue (Due Date view). PD means past due.
• 0-30, 31-60, 61-90, >90: amounts by age of the invoice in days (Invoice Date view).
• Total: total outstanding amount for that vendor. Amounts are shown with two decimals.

Messages and what to do

• “Please verify your back-office connection settings via [Modules, TIPP, Setup, Backoffice Connection].” Appears after a message about an invalid server or database configuration. Fix the connection settings on that page.
• “Please verify the SQL user name & password via [Modules, TIPP, Setup, Backoffice Connection].” Appears after a login failure message. Correct the SQL user name and password there.
• “Error making a connection to your back-office system. Please verify your TIPP license is valid via [Modules, TIPP, Setup, License].” Appears with a detail line when the connection fails for another reason. Check the licence and the connection.
• A message that the TIPP workspace objects are not deployed to the division: the back office has not been prepared for TIPP workspaces. Ask your administrator to deploy them. The text of this message comes from the system.
• “No data found.” No vendor matches the filters, or no open balance exists. Clear the Vendor field or change the division.
• When the page cannot connect, the search fields, the list and the button bar are all hidden.

What you cannot do here

• You cannot post, pay or change invoices here. The page only displays balances. Use Exact Globe or the menus behind Find, Create and Reports.
• You cannot filter by amount, date or contact, only by division and vendor name.
• You cannot see the individual invoices on this page.

Related pages

• Accounts Payable Detail: the detailed view behind the workspace.
• Backoffice Connection (Modules, TIPP, Setup, Connections, Backoffice Connection): the connection to the back office.
• License (Modules, TIPP, Setup, General, License): the TIPP licence.

Common questions

What is the Accounts Payable Workspace for?

It shows how much you owe each vendor, aged into buckets, with a grand total. Use it to spot overdue vendor balances.

How do I find one vendor?

Type part of the vendor name in the Vendor field and press Enter. Only vendors whose name contains the text are listed.

What is the difference between Due Date and Invoice Date?

Due Date ages the balances by how far they are past their due date (Current, PD 0-30 and so on). Invoice Date ages them by the age of the invoice (0-30, 31-60, 61-90, >90).

What does PD mean in the column headings?

PD means past due. PD 0-30 is the amount that is 0 to 30 days past its due date.

Why does Total Outstanding not change when I filter by vendor?

Total Outstanding always shows the total of the whole division. The Total row at the top of the list does follow your filters.

How do I sort by the biggest balance?

Click the Total column heading, and click again for descending order.

Why is the list empty?

You will see “No data found.” when no vendor matches or no open balance exists. Clear the Vendor field and check the Division.

Why do I only see the Division, Vendor and View by fields and an error?

The page could not connect to the back office or the workspace objects are not deployed. Read the message, then check Modules, TIPP, Setup, Connections, Backoffice Connection or ask your administrator.

What happens when I click a vendor?

A menu with vendor related options opens for that vendor.

Can I export the list?

Use the Excel export button in the page header.