Accounts Payable Detail

Accounts Payable Detail is a TIPP workspace page (TIPP CORE). It lists every open purchase invoice for one vendor and shows how much of each invoice is current or overdue, so you can see what you owe that vendor. Accounts payable staff and buyers use it to prepare payments, answer vendor questions and leave a comment on an invoice.

Before you start

• TIPP must be connected to the Exact Globe or Macola ES back-office of the division. If the connection fails, the search area, the list and the button bar are hidden and an error is shown (see Messages and what to do).
• The TIPP workspace objects must have been deployed to that division’s back-office database. If they were not, the page shows a message saying so and shows no data.
• The page is meant to show one vendor. The vendor is set in the Vendor Code filter, normally by opening this page from the accounts payable workspace for a chosen vendor. Without a vendor code no invoices are listed: the list is hidden and the page shows the message “Pick a vendor: open this page from the Accounts Payable workspace by clicking a vendor.” Total Outstanding then shows 0.
• Page security (TIPP Page Security) can hide the page. If you are refused access, ask your TIPP administrator.
• To use the note icons, an Exact Synergy request type named “Outstanding Balance Note” must exist (see How to add or open an invoice note).

How to review a vendor’s open invoices

1. Open Accounts Payable Detail for the vendor. The card at the top shows the Vendor name with its code in brackets and the Total Outstanding for that vendor.
2. Check the Division in the Selection criteria. If it is wrong, choose the right division from the Division list. The page reloads.
3. Choose how to age the invoices in View by. Due Date (the default) shows the columns Current, PD 0-30, PD 31-60, PD 61-90 and PD >90. Invoice Date shows the columns 0-30, 31-60, 61-90 and >90. The page reloads when you change it.
4. Read the list: one row per open invoice, with the amount placed in the column for its age.
5. To put the largest or oldest amounts first, click the column heading of Invoice, one of the age columns or Total. Click again to reverse the order.
6. Click Refresh in the button bar to reload the data after changes in the back-office.

How to open the purchase order of an invoice

1. Find the invoice row.
2. Click the number in the Purchase Order column. A small TIPP menu opens for that purchase order, with the vendor and order number already filled in. Choose the action you need from that menu.

How to add or open an invoice note

1. Find the invoice row and look at the icon at the far right.
2. If the icon is the new note icon, click it to open a new request for that purchase invoice. It is created for the type “Outstanding Balance Note” with the invoice number and vendor already filled in.
3. If the icon is the existing note icon, click it to open the request that already exists for that invoice.
4. The text of an existing note is shown in the comments column to the left of the icon.

How to jump to other TIPP pages

1. Click the Navigate icon in front of the title “Accounts Payable Detail”. A TIPP navigation menu opens for the current division.

Screen guide

Card at the top

• Vendor: read-only. The vendor name with the vendor code in brackets, for the code in the Vendor Code filter.
• Total Outstanding: read-only. The total open amount for that vendor, calculated over all of the vendor’s open invoices (not just the current page of the list). It carries the same sign as the amounts in the list, so the card and the list agree. It shows 0 when no vendor code is set.

Selection criteria

• Division: the Exact Globe or Macola ES administration to read. Choose from the active divisions. Changing it reloads the page. If the chosen division cannot be opened, TIPP may switch to another division it can open and shows an information message saying so (unless the division was given explicitly when the page was opened).
• Vendor Code: the vendor whose invoices are listed. It is an exact match on the vendor code, not a partial search. It is filled in when you arrive from the accounts payable workspace by clicking a vendor, and it cannot be typed over on this page.
• View by: Due Date (default) or Invoice Date. Due Date ages the amounts by when they are due; Invoice Date ages them by the invoice date. The choice is remembered for you.

Buttons and links

• Refresh: reloads the list.
• Close: closes the page.
• Favorite, Excel export and Printable (header icons): add the page to your favorites, export the list to Excel and open a printable version.
• Navigate icon: opens the TIPP navigation menu.
• Purchase Order number: opens a menu for that purchase order.
• Note icon: creates a new request of type “Outstanding Balance Note” for that purchase invoice, or opens the request that already exists for it. When the request type “Outstanding Balance Note” does not exist, no icon is shown and the cells stay empty.

List columns

• Invoice: the purchase invoice number. Sortable.
• Invoice Date: the date of the invoice.
• Due Date: the date the invoice is due.
• Purchase Order: the purchase order number the invoice belongs to. Clickable.
• Your Ref: the vendor’s own invoice number (the supplier invoice number you recorded).
• Current, PD 0-30, PD 31-60, PD 61-90, PD >90: shown when View by is Due Date. Current is not yet due; the PD columns hold the amounts that are past their due date by the number of days shown. Each column is sortable.
• 0-30, 31-60, 61-90, >90: shown when View by is Invoice Date. They hold the amounts by the number of days shown. Each column is sortable.
• Total: the total open amount of the invoice. Sortable. It is filled in only when the request type “Outstanding Balance Note” exists.
• Comments column (no heading): the text of the existing invoice note.
• Last column (no heading): the note icon.

How the list is built

• It reads the TIPP accounts payable detail data from the back-office of the selected division, restricted to the vendor code.
• The list is shown 25 or more rows per page depending on your list settings, with paging under the list. Sorting also uses the entry number as a tie-breaker.
• Your selections (Division, Vendor Code, View by) and list settings are remembered.

Messages and what to do

• “No data found.”: the vendor has no open invoices for the selected division, or the vendor code is empty or wrong. Check Vendor Code and Division.
• “Please verify your back-office connection settings via [Modules, TIPP, Setup, Backoffice Connection].”: the back-office server or database configuration is invalid. An administrator must fix it on the Backoffice Connection page.
• “Please verify the SQL user name & password via [Modules, TIPP, Setup, Backoffice Connection].”: the SQL login was refused. An administrator must correct the credentials on that page.
• “Error making a connection to your back-office system. Please verify your TIPP license is valid via [Modules, TIPP, Setup, License].”: TIPP could not connect for another reason. Check the licence on the License page; a technical detail line follows.
• A message that the TIPP workspace objects have not been deployed to the division: the connection works but the TIPP workspace setup was never run on that division. Ask your TIPP administrator to deploy it.
• “Pick a vendor: open this page from the Accounts Payable workspace by clicking a vendor.” The page was opened without a vendor code, so the list is hidden and Total Outstanding shows 0. Go to the Accounts Payable workspace and click a vendor.
• An information message (with the Info icon) saying the division was switched: the division you asked for could not be opened, so another one was used. Pick the division you want in Division.

What you cannot do here

• You cannot enter, change, approve or pay invoices. The page is read-only apart from the note requests. Do invoice and payment work in Exact Globe.
• You cannot see several vendors at once. For all vendors, use the accounts payable workspace.
• You cannot change the age buckets. They are fixed at 30, 60 and 90 days.
• You cannot filter by invoice date or amount. Only Division, Vendor Code and View by are available.

Related pages

• Accounts Payable workspace: the overview of all vendors, from which you drill into this page.
• Purchase Orders: opened through the Purchase Order number.
• Requests (note form): opened through the note icon.
• Backoffice Connection (Modules, TIPP, Setup, Connections) and License (Modules, TIPP, Setup, General): fix connection errors.

Common questions

• Why does Total Outstanding match the amounts in the list? Total Outstanding is worked out with the same sign as the invoice amounts in the list, so the card and the list agree.
• What is Accounts Payable Detail for? It shows all open purchase invoices of one vendor with their ageing, plus a Total Outstanding for the vendor.
• How do I switch between due date and invoice date ageing? Use View by. Due Date shows Current and PD columns; Invoice Date shows 0-30 to >90 columns.
• What does PD mean in the column headings? The PD columns are the past-due columns: PD 0-30 is 0 to 30 days past the due date, and so on up to PD >90. Current is not yet due.
• Why does the page say “Pick a vendor”? The page was opened without a vendor code. It lists no invoices without a vendor, to avoid showing every open invoice. Open it from the Accounts Payable workspace by clicking a vendor.
• Why is the list empty? The page shows “No data found.” when the vendor has no open invoices or the Vendor Code is empty or does not match. Check Vendor Code and Division.
• Why can I not see the Total column or note icons? They depend on the Exact Synergy request type “Outstanding Balance Note”. If it does not exist, ask your administrator to create it.
• How do I add a comment to an invoice? Click the new note icon in the last column of the invoice row, complete the request and save it. Afterwards the text appears in the comments column.
• How do I open the purchase order? Click the purchase order number in the Purchase Order column to open a menu for it.
• What is the Your Ref column? It is the vendor’s own invoice number.
• Why does the page show a connection error and no buttons? TIPP could not open the back-office database. Check Backoffice Connection (Modules, TIPP, Setup, Connections) and License (Modules, TIPP, Setup, General).
• Can I export the list? Yes, use the Excel export icon in the page header, or the printable icon for a print version.