A/P Essentials You Might Be Missing
Over the past few weeks, we’ve taken a fresh look at the Accounts Payable side of SyteLine®—not every form or scenario, but enough to provide a solid foundation and get you thinking about how you're using (or not using) some of the features highlighted.
Here's what we covered:
- How to set up vendors the right way for your business
- The different voucher paths and how to maximize default accounts
- Why payment processing is more than just cutting checks
- How to pay vendors by credit card and keep the detail
Let’s wrap things up with our final reports, utilities, and power tips that don’t quite fit anywhere else—but absolutely belong on your radar.
Reports
Accounts Payable Aging Report
Straightforward at first glance—but worth reviewing these key options:
Print Open Payments? Useful for vendor review, but not typically for period-end GL tie-outs. The option is only available if the Print All Posted Transactions checkbox is selected.
Multiple A/P accounts? You’ll want to be strategic with vendor prefixes and/or other filters available within the report.
PRO TIP: The aging report generally mimics the Active data found on the A/P Posted Transactions Detail form (when using the Activate/Deactivate feature—keep reading for more on that!). The form also holds the A/P Account at the transactional level. 🤔 Could this be the perfect opportunity to get creative with the To Form DataView option?
Other Report Settings to Review:
✔ Suppress Zero Balance Vouchers
Unlike the receivables aging report, this isn't a vendor-level setting. This option is selected by default and hides vouchers with a zero balance.
✔ Show Active Transactions Only
Be sure to uncheck this box if backdating the aging and/or cutoff dates. An April invoice paid in May is likely inactive if re-running the 4/30 aging in June.
✔ Print All Posted Transactions
Select this option to print the detailed version of the report. By default, the report prints in summary and always includes Open Payments. Choosing the detailed version gives you the ability to omit Open Payments by deselecting the Print Open Payments checkbox.
✔ Aging Buckets
Defaults from the Accounts Payable Parameters and are editable.
Vouchers Payable Report
This report lists purchase orders that have been received but not yet vouchered—whether they’re waiting to be matched or showing cost variances.
By default, it prints in summary, with an option to include detail (which also displays landed cost activity). As a reminder, quantities don't apply when vouchering Landed Costs.
Behind the scenes, the report references Landed Cost PO Receipt records to match receipts against vouchers. Landed costs are vouchered separately from material costs, and often against a different vendor than the material.
One important nuance: the Cutoff Date isn’t an “aging” date. Once a receipt line has been fully vouched, it drops off the report permanently. However, subsequent receipts or withdrawals will bring back the PO Line and the cleared transactions. If you backdate the field, you’re simply asking SyteLine® to show all receipts dated on or before that date that remain unvouchered.
A/P Balance Report
The roll forward report you didn’t know you had. Includes the opening balance, vouchers, payments, and closing balance by period/vendor. A favorite for audits and reconciliations.
Cash Requirements Report
This is your go-to report to preview cash requirements before generating A/P Payments.
The report lists all unpaid vouchers, sorted by due date. Vouchers on hold are indicated with an asterisk but always included to ensure none are missed. Filtering criteria include Due Date, Vendor, and whether to include Open Payments.
Statement of Account Report
Your audit confirmation letter. One form works for both A/R and A/P, depending on what you select. Useful during internal or external audits to confirm vendor balances as of a specific date.
You can choose to include transaction details or print only the balance due. You can also choose whether to include a response letter.
Utilities
Each of the utilities noted below can be automated via the Background Queue. The one followed by a ✅ is low-risk and is on my recommended list of default background items. The other utilities may require added consideration to ensure desired results are achieved.
Currency Revaluation Report
Technically a utility, but it comes with a report too. If you’re in a multi-currency environment and need to revalue at period-end, this is your go-to. It’s not basic, but it does come standard—and it's essential for clean cutoffs and accurate translations.
The utility generates realized or unrealized currency gains and losses and creates the resulting journal entries based on your inputs.
Activate/Deactivate Posted Transactions - A/P ✅
Keeps your data clean by marking vouchers inactive once they’re fully satisfied.
Bonus: The A/P Posted Transactions Detail button on the Vendors form only shows active lines by default. Perfect for live calls.
A/P Year End Procedure
Resets your year-to-date values on the Vendors form Payment History tab.
Rebalance Vendor Pay History
Useful for resetting PTD and YTD values—especially if you’ve missed running the A/P Year End Procedure—or you just need to recalculate past values.
CAUTION: Purged transaction data can affect the accuracy of this utility.
That wraps our A/P basics series—at least for now. If you’ve followed along, you’ve now got a clearer view of how SyteLine® handles payables day to day.
This entry is posted. See you in the next journal.
