Unpaid Invoices by Vendor Report
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use the Unpaid Invoices by Vendor report to review a list of invoices that need to be paid for a selected subsidiary group. The report is grouped by vendor.
Permissions Required
To access the Unpaid Invoices by Vendor Report page, you must be in a Procurement - Accounts Payable role with "Can generate Unpaid Invoices by Vendor reports" permission.
Desktop Location
The Unpaid Invoices by Vendor report can also be generated in the Desktop from the Unpaid Invoices By Vendor Report window.
Note
The Reports field in the Desktop is equivalent to the Report Layout field in J1 Web.
The J1 Web report page does not include "Immediate" and "Preview" options because the report opens in a new browser tab and can be downloaded to print later.
At this time, J1 Web does not allow report customization directly from the report page. For instructions to create customized report layouts for J1 Web, see How To Create Customized Reports for J1 Web.
From the Finance Procurement Hub options, go to Reports and select Unpaid Invoices by Vendor. The report page opens.
Enter an optional Report Title (up to 60 characters).
Select a Subsidiary Group. The selected subsidiary group may contain one or more subsidiaries.
Under Checks to be Processed, select one of the following options.
All Checks - Includes all unpaid invoices, including Accounts Payable, Accounts Receivable, and Financial Aid.
Financial Aid Checks - Not used at this time.
Accounts Payable Checks - Includes regular unpaid invoices with the 'IV' source code.
Accounts Receivable Checks - Includes unpaid invoices with the 'IV' source code that were generated for people with credit balances in AR.
Under Transaction Status to Include, select one of the following options.
Note
Invoices in "Suspended" status are not included in the report.
Unposted - Includes only transactions with a status of 'U'.
Current - Includes only transactions with a status of 'C' (posted).
Both - Includes posted and unposted transactions.
Select a Report Layout. The <Original> is the default, and any customized versions of the report are available for selection.
Note
Reports that were customized in the Desktop are available in this drop-down if they have been copied to the J1 Web server, and you can create customized versions for J1 Web by following the steps to Create Customized Reports for J1 Web.
Select a File Format. The default selection is PDF, and you can select multiple formats.
Enter an Open Items as of date to determine which invoices are included in the report. The default is today's date.
Click Generate. If only the PDF file format is selected, the report opens in a new browser tab. If another file format is selected, the report downloads as a zip file.
Important
Access to the folders where Jenzabar-provided original reports are stored is controlled by your institution. For more information, contact your campus support team or see Working with Reports in J1 Web.
Open InfoMaker.
Click File > Select Library.
On the Select Library pop-up, navigate to the shared folder where Jenzabar-provided original reports and queries are stored.
Select the PBL (PowerBuilder Library) file that contains the report or query you want to customize.
Click OK.
Click the Open icon.
On the Open pop-up, in the Object section, select the report or query you want to customize.
Click OK.
Customize the report or query as needed.
Save the customized version in the shared folder by adding a unique, easily identifiable extension to the file name.
Tip
By default, InfoMaker will save the customized version in the same folder that you opened the original version from. Confirm the file path is correct in the Library section.
On the corresponding report page in J1 Web:
Customized versions of queries will display in the Query or Data Set drop-down.
Customized version of reports will display in the Report Layout drop-down.
You can see subsidiary groups in the Desktop Subsidiary Group Control window. To view and update the subsidiary codes in a group, right-click a row and select Subsidiary Group Control Relationship to open that window. Subsidiary codes listed in the right column are included in the selected subsidiary group. For additional information, see Subsidiary Group Control Relationship window.
In most cases, yes. Customized versions of the report created in Desktop before your school started using J1 Web should be available as options in the Report Layout drop-down. If your school created new customized layouts in Desktop and copied them to the appropriate location on the J1 Web server, those reports are also available in the drop-down.
However, certain reports were modified to be used in J1 Web (i.e., the base report for J1 Web is different from the base report in Desktop). In those cases, the customized versions from Desktop will not work even when they are moved to the correct location on the J1 Web server. You'll need to re-customize those reports from the original version of the J1 Web report by following the instructions to Customize Reports for J1 Web.
See the help for each report page for guidance about customizing a specific report.
For the customized versions of the report created in Desktop to appear as choices in the Report Layout field drop-down, your campus support team needed to complete certain steps as part of the installation process. For more information, contact your campus support team or see Working with Reports in J1 Web.
Tip
Only custom versions of the report created in Desktop before J1 Web installation will appear as choices in the Report Layout field drop-down. Reports customized in Desktop after you've installed J1 Web are not available in the drop-down unless they have been copied over to the appropriate location on the J1 Web server.
The default report includes the following information.
Vendor #
Vendor Name
Pay Date
Invoice #
PO Status
Gross Amount
Discount Amount
Net Amount
Vendor Totals
Follow the steps to Create a Customized Report in J1 Web. The original report name is d_open_item_report in the APWebReport.pbl. If you need additional assistance, contact your campus support team.
Infomaker must be installed on your machine to work with and customize reports. Contact your campus support team for additional information.
Verify the PowerBuilder Services URL is entered correctly in System Administration, System Settings, Product Installs and Sign page.
The URL must use HTTPS and not HTTP
The URL subdomain and domain must match the J1 Web URL
If the location where you store J1 Web reports is not the default installation location (C: > Jenzabar > Reports), verify the J1 Web server has permission to access the location. Detailed steps are available in the help topic Working with Reports in J1 Web.