Summary:

How to Generate and Use Accrual Reports in Basware AP Pro. Basware AP Pro provides accrual reporting functionality for both invoices and order matching data. These reports help users identify open invoice balances, purchase orders pending invoicing, and purchase orders that may require closure from previous fiscal periods.

Accrual reports can be accessed from:

Accounts Payable > Accrual Reports

Reports are generated in the background and can be downloaded in Excel format once completed.

 

1. Invoice Accrual Reports

Invoice accrual reports display all open invoice balances as of a selected date.

• Required User Rights: Users must have the View Invoices user right to access invoice accrual reports.
  
• Available Date Options: 

1. 1. 1.  Today: Selecting Today includes all invoices with open balances on the current date.
      2.  Custom Date: Selecting Custom Date allows users to view open invoice balances for a historical date. When using a custom date, users can choose whether the report should be based on Voucher Date or Transfer Date. 
         
         

2. Order Lines and Receipts Accrual Reports

Order matching accrual reports provide visibility into:

• Purchase orders expected to be invoiced soon
• Purchase orders that may need to be closed from previous fiscal periods
• Open balances related to order matching activities. 

 

• Required User Rights: Users must have the View Invoices user right to access invoice accrual reports. Users must have either: Manage Order Matching or View Order Matching.
  
• Available Date Options: 

1. 1. 1. Today: The report includes purchase orders that have been Created, Modified. Matched within the previous 365 days.
         
      2. Custom Date: When selecting a custom date: 
         • Start Date and End Date define the reporting period during which purchase orders were created, modified, or matched.
         • Balance As Of Date determines the date used to calculate balances.

 

Note: 

The report currently has a technical limitation, which applies to scenarios where the document repository contains a more than 40,000,000 purchase order (PO) items. 

Reports are generated using a background task, so users can leave the page and do other tasks while the report is being created. After the report complete, users can download it in Excel format. Notification emails are sent to all users listed in the Email Notification section when the report is ready to be downloaded. 

The generated accrual reports are available for download for up to 1 year after their creation date. After this period, they are automatically deleted. The columns of the accrual report are configurable. Ask your Basware consultant if you want to add or remove columns from the report.