PA Tutorial: Accrued Expenses by Creditor

In this tutorial, you will design a report showing the outstanding amount to be invoiced for each Expense Code, by Creditor.

1. Go to Navigator > Reports > Purchase Analysis > Analysis Report Designer.
2. Leave the Analysis Type set to Purchase Orders.
3. In the Analyse grid, select AP Expenses then select AP Creditors, to analyse AP Expenses as the top level, followed by AP Creditors.

   Note: You can select Advanced Analysis to make other fields available to select on the Fields tab for AP Expenses, such as Last Year Balance and Year to Date Balance, and for AP Creditors, fields such as Balance1 and Balance Current, but be aware that these are ‘as at now’ figures, not figures based off your Analysis Range.

4. Go to the Fields tab. You will see that the first line is already populated with AP Expenses Analysis Code, and the second line with AP Creditors Creditor Code. These are the primary keys for these Analysis Groups. Because the report has two levels of grouping, Accredo puts a 1 in the Group field for the first group. 1 is the outer most level and means this report will be grouped by Expense Code.
5. Insert a new line and select Source: AP Expenses and Field Name: GLAccountCode.
6. Select the GLAccountCode line you added, and click Move record up (Shift+Up), so that GLAccountCode is underneath AnalysisCode.
7. Insert a new line at the bottom and select Source: Summary and Field Name: OutstandingAmountInvoiceBs.
8. To make the report easier to read at the top level, clear the Display Label for Analysis Code, and set the Display Label for GL Account Code to - (dash). This gives the Expense Code followed by a dash then the GL Account printing at the top level. Change the Display Label for Outstanding Amount Invoice Bs to Accrual Amount.
9. Go to the Output Selections tab and enter a Report Title to be displayed on the report, such as Accrued Expenses by Creditor. You can select to Hide Filters and Hide Selection if you don’t want them included at the top of your report.
10. Go to the Document Selections Tab, and in the Post Status box, select Unprocessed and clear Processed, so only Unprocessed is selected.
11. Click Run (Alt+R) and run the report to the Screen to view it. You can optionally save your report at this time.