AP recurring report

The AP recurring report shows a list of recurring bills, along with details about the recurring payments, such as the frequency with which the bill is paid, how many times the recurring bill has been paid, the term, amount and so on. Within the report, you can drill down into vendor information or the recurring bill itself.

You can adjust the time period, vendor, vendor type, and payment summary to meet your reporting needs. Normally, this report shows only vendors with balances greater than zero. However, you can choose to include zero-balance vendors as well.

For information on terms that may differ in your location, see Terminology across locales.

Subscription

Accounts Payable

User type

Business, Employee, Approval
Permissions

View Bills

Generate a report

  • Go to Accounts Payable > All > Reports > AP recurring.

View a monthly report

  1. Generate the report.

  2. On the report settings page, select View.

    A report showing results for the default reporting period appears in your browser.

  3. Optionally, to refine the report, select Customize.

Some of your customized settings persist from session to session, but others do not.

When you return to this page, the following settings retain previously made changes:

  • All fields in the Format section
  • All fields in the Titles section
  • Checkboxes and option buttons in the Filters section

For example, if you enter My latest report into the Report title 1 field, the next time you run this report the Report title 1 box displays My latest report.

The following fields display default settings every time you return to this page to run this report. If you changed any of these settings the last time you ran this report, you have to change them again. These fields do not retain changes:

  • Time period section
  • Dropdowns in the Filters section

Not all reports include all of the above sections.

You can select any link to drill down to the details.

Customize and run

Before running the report you can select the time period and types of items to include, and specify how you want the report to appear.

  1. Select the reporting period from the dropdown menu, or enter the start and end dates you want the report to cover. If you do not specify a reporting period, the system generates a report for the current month to date.

    You can specify either the reporting period or the start and end dates, but not both.

  2. Set the filters to get the specific data you want.

    Filters enable you to include or exclude specific types of data in the report, such as vendor and location. As a general rule, to get fewer and more precise results in your report, set more filters.

  3. Format the report.

    Format options vary from report to report. Generally, you can set the layout of the report and/or arrange how to group and display the data contained in the report.

  4. Type a title, subtitle, and footer text for your report.

  5. To view, process, memorize, export, or customize the report or add it to the dashboard, select one of the following options:

    • View: View the report now, in your browser.
    • Print: Display the report now, in printable PDF format.
    • Process & store: Generate the report and store it for later access. Reports can be either stored in the My Stored Reports list or delivered to a cloud storage location, such as Dropbox. Learn more about processing and storing reports.
    • Add to dashboard: Add the report to your dashboard.

    • Memorize: Memorize (that is, save) the report so that later you can refer back to it or modify and re-run it.

      You can schedule memorized reports to run on a recurring basis. Intacct can automatically email the reports or deliver them to a cloud storage location.

    • Export: Export the report to a separate file that you can then distribute or save to your local drive. File formats to which you can export the report data vary among reports.
    • Customize: After you run the report, return to the main report page and refine the report further.
    • Email: After you run the report, email to others.

    Some options are only available if you access the report from the Reports center.

You can use trial-and-error to get the precise results you want. Just fill in the desired fields, and select View to see the report. If the results aren't what you want, select Customize to return to the report setup page and refine the report further. Repeat this process until you're satisfied.

For complex financial reports that will be run regularly, save the report after you're done setting it up. The next time you're ready to run the report, you only have to change the As of date before running the report.

Time period

You can use one of the numerous pre-defined reporting periods available from the Reporting Period and As of Date boxes, or create your own reporting period using the Start Date and End Date boxes.

In the Time period section, do one of the following:

  • Use the Reporting period dropdown list to select the reporting period. Either enter a date in the As of date field or use the calendar tool to select a date.
  • Enter a specific Start date, End date, or both. Alternatively, use the calendar tool to select the desired dates.

If you complete all the time period fields (that is, if you fill in the Reporting period, As of date, Start date, and End date fields), Intacct generates your report based on the start and end dates. It ignores the As of date.

The following table describes the fields in the Time period section.

Field Description

Reporting period

These periods are relative to the As of date.

All periods begin on the first day of the period, such as the first day of the month, quarter, or year that you select.

As of date

The date that Intacct will use as a baseline for the reporting period you select. Defaults to today's date.

Start date

Leave the Start date blank to include all information from the earliest date of your Intacct data up to and including the end date.

End date

Leave the End date blank to include all information from the start date up to today.

Prompt on run

Select this checkbox to force Intacct to wait for you (or anyone using this report) to enter a location, department, and/or time period before it will run the report.

Report filters

You can filter the list of vendors by name or type.

  1. To show results for a specific vendor or range of vendors, use the From Vendor and To Vendor dropdowns.
  2. To show results for a specific vendor type, select the Vendor Type dropdown, and then select the vendor type you want the report to include, such as consultants or distributors.
    • To filter the report by geographic location, enter the name of the region, country, state or territory, or city in the Location box, or select the down arrow, and then select the location you want from the list that appears.
      • You must enter or select a location to run this report at the top level. The location you specify determines the appropriate currency.
    • To filter the report by department within the company, enter the name of the department in the Department box, or select the down arrow and then, from the list that appears, select the department you want.
    • If you want the report to cover certain locations regardless of what you select in the Location box, use the Show For field. To do this, in the Show For field, select the down arrow and then select the locations you want the report to cover:
      1. If you want the report to include data for all locations regardless of the entity you're currently using, select All Locations.
      2. If you want the report to include data only for the entity you're currently using, select This Location.
      3. If you want the report to include data only for locations that are child locations of your current entity, select Child Locations. For example, if your current entity is California, and you have child locations for San Francisco and Los Angeles, use this option to have the report include data only for Los Angeles and California.
  3. To show results for checks from a specific location, disregarding the location selected in the Location dropdown, use the Show For dropdown.

The following table describes each item in the Filters section of this report settings page:

Filter Notes

From Vendor, To Vendor

Includes data only for a specific vendor or range of vendors. By default these boxes are blank, which means the report will include all vendors.

Vendor Type

Include data only for the type of vendor specified. By default this box is blank, which means the report will include all vendor types.

Location

Enables you to limit report results to a specific location.

Only appears for multi-currency, multi-entity companies.

Department

Enables you to limit report results to a specific department.

Individual Report

Select this checkbox if you want each entity or department and/or location to have its own report. When you select Individual reports, all of the individual reports are contained in a single report or Excel workbook.

Prompt on Run

Select this checkbox to force you (or anyone using this report) to enter a location, department, and/or time period before it will run the report.

Show For

Select to show different views of the data, based on the location or entity you choose:

All locations: This option shows the data that's posted to the location or entity and its children.

This location: This option shows only the data that's posted to the location or entity you select. The data posted to any child location is not shown.

Child locations: This option shows only the data that's posted to the child locations of the location or entity that you select. Any data that's posted to the parent location or entity is not shown.

Example:

Suppose your location is United States > California > San Francisco.

All locations would show transactions for United States, California, and San Francisco.

This location would show transactions for United States.

Child locations would show transactions for California and San Francisco only.


Formatting

Use this section to specify the sort order and to change the page layout of the report.

  1. To sort the report results, select the Sort by dropdown list, and then select the category to sort by.

    The abbreviation "desc" after an option means "Descending order", such as reverse alphabetical or reverse numerical order.

  2. To change the page layout, select the Page orientation dropdown list, and then select either Portrait or Landscape.

The following table describes each item in the Format section of this report settings page:

Format options
Field Description

Sort by

Date is the default.

Page orientation

Portrait: display or print the report pages vertically. Portrait is the default layout.

Landscape: display or print the report pages horizontally.

Titles and footer

Titles, subtitles, and footers apply only to the print versions of this report. Export to Excel or CSV, or select Print for a PDF version.

  1. Enter the title in the Report title 1 box.

    • This title displays in large type at the top of the page, directly under your company name,
    • You can type over any default name that appeared automatically in this box.

  2. Enter the subtitle in the Report title 2 box.

    The subtitle displays in smaller type, directly beneath the main title.

  3. Enter the footer text in the Footer text box. Footer text displays at the bottom center of the report.

You can use up to 80 characters, including spaces, in each title, subtitle, and footer.

What's in this report?

The default AP recurring report consists of the following columns:

Report Column Heading Description

Vendor

ID and name associated with the vendor

Reference no.

Purchase order number or other reference number of the vendor

Contract ID

ID associated with your vendor, if any.

Frequency

How often the bill is paid (for example, weekly, monthly, etc.)

Start Date

Date on which the series of recurring bills began

Doc Count

Amount

Amount of the recurring payment (or billing transaction)

Next Date

Date on which the next bill will be sent

Term

The payment terms, such as Net 30

Due Date

The date on which the recurring payment is due.

You can select any link to drill down to the details.