The Vendor Analysis report primarily focuses on a GL Account or range of GL Accounts to only show the distribution on AP Invoices and the Payments applied to them. Since payments in R365 are applied at the invoice level, the payment will need to be distributed on a weighted average basis if the invoice has a remaining balance.


There are four primary sections to the report:

  1. Summary Heading
  2.  Transactions List
  3.  Grouping by GL Account
  4.  Grouping by Legal Entity



Navigation



To navigate to the Vendor Analysis Report, click 'My Reports' in the Accounting Module and select 'Purch & Inv' in the top header. Once opened, a listing of reports will be shown. 


Find 'Vendor Analysis', as displayed in the image above, and select 'Customize' next to the report. This will open up a listing of all Report Parameters that can be set to pinpoint the exact report a User needs.



Report Parameters



1) Filter By - A listing of all Location categories

2) Filter - A listing of all Locations associated with the selected Location category 

3) GL Date - This option will either show or hide the GL Date on the report

4) Start - The beginning date that the report is ran for

5) End - The end date that the report is ran for

6) Vendor - A listing of all Vendors

7) Run Button - Runs the report



Report Columns



1) Gross Purchases - The sum of invoices, not including Credit Memos or Discounts

2) Number of Invoices - The count number of invoices from the Vendor

3) Average Invoice Amount - Gross Purchases divided by the Number of Invoices

4) Discounts Taken - The sum of discounts taken when a Payment is processed (does not include Credit Memos)

5) 1099 Amount - The total amount recorded as tracked for 1099 processing

6) Last Invoice Date - The date of the most recent Approved invoice

7) Document Date - The date listed on the invoice

8) GL Date - The date the invoice posts to the General Ledger. This is only available for an AP Invoice, so other transactions will show the document date here

9) Number - The document number entered at the header level. This is hyperlinked back to the transaction in R365

  • Note: Unapproved transactions will have an asterisk next to its document number

10) Type - The R365 assigned transaction type

11) Legal Entity - The name of the Legal Entity assigned to the Location on the header of the transaction

12) Location - The name and number of the Location on the header of the transaction

13) Expense Amt - The amount from the header of the transaction

14) Date Last Paid - The date of the most recent Payment or Credit Memo applied to the invoice

15) Payment Ref - The R365 number (document number) assigned to the Payment or Credit Memo that was most recently applied to the invoice and should be the same record used in Date Last Paid

16) Total Amt Paid - The portion of the Payment or Credit Memo that is applied to the distribution line of the invoice

  • Note: When one invoice is applied to different GL Accounts, that invoice will appear for each account, and as the invoice amount is paid, the payment will be distributed among all GL Accounts based on the amount owed for each account, reflecting a remaining amount for each. For example, an invoice with a total of $1000 is partially paid in the amount of $750. This payment will be applied to the entire invoice, but is distributed among 3 separate accounts:
    • GL Account #1 = $350 / $1000 = 35% x payment of $750 = $262.50, leaving a remaining balance of $87.50
    • GL Account #2 = $500 / $1000 = 50% x payment of $750 = $375, leaving a remaining balance of $125
    • GL Account #3 = $150 / $1000 = 15% x payment of $750 = $112.50, leaving a remaining balance of $37.50

17) Amt Remaining - The open amount of the distribution line as of the date the report is ran. For outstanding balances on an invoice with multiple expense accounts, review the Note above for the 'Total Amt Paid' Column 

18) Account - The GL Account used on the first line of the GL distribution