Aging PO Report

Purpose

The Aging PO Report lists transaction in various stages of the transaction lifecycle. The primary intention of the report is to police user activity by identifying orders that have not yet been invoiced, received and/or posted to AP. The stage of the transaction is indicated by the event date (order date, shipping date, received date, posting dates) listed on the report. If the date is blank, the event has not yet happened.

An example of an aged PO is an order that has been placed but not yet received. Another example is an order that has been placed but not yet invoiced by the vendor.

Aging PO Report Parameters

• Supplier - Choose from the list of suppliers available to your organization

• Multi-Supplier Options - Defaults to all to display orders from all suppliers. Select Invoicing Only to see orders only from supplier your organization is setup to receive electronic invoices from. See Multi-Supplier filter definitions below for more help.

• Group By - Allows orders on the report to be grouped by Month, Quarter, or Year.

• Show me the following - Choose which types of order to display. See the PO filter definitions below.

• Include Line Detail - Best practice is to use this feature when running an Aging PO Report for a short period of time. This will display any orders that meet the parameter criteria, as well as their line item data.

• Location - Choose the location you wish to view aged POs for.

• Exclude Invoice Entry Items - Allows you control over the inclusion of manually entered invoices. See Exclude Invoice Entry Items filter definitions below.

• Date Range - Select a preset date range from the list or choose a custom range using the Start Date and End Date boxes.

• Format - The Aging PO Report can be run as a PDF or XLSX for printer friendly formats, or can be run as a CSV for data optimization.

Multi-Supplier Options Definitions

• All

  • Value = ‘A’

  • Query – no effect on query.

• Invoicing Only – Only include transactions for suppliers that provide invoice data. The supplier’s invoice data can be entered via data integration, invoice document scan and capture, via the supplier portal browser invoice entry or via the buyer invoice entry screen.

  • Value = ‘I’

  • Query – where… (RV_BUYERACCOUNT.PASSTHRUINVOICEYN = ''Y'')

PO Filter Definitions

• All Orders – All transactions are included.

  • Value = ‘A’

  • Query – no change on query.

• Orders with Posted Invoices – Only transactions with invoice data are included. An Invoice is considered Posted only after events satisfying the supplier settings for receiving event and/or shipping event are completed. The invoice will be visible on the Invoice list screen.

  • Value = ‘PI’

  • Query – where… (RV_BUYERINGROUP.BUYERINGROUPKEY IS NOT NULL)

• Orders with Posted Invoices Due - Only transactions with invoice data in Due status are included. This filter option requires that the receiving event has been completed and the payment data has not yet been processed.

  • Value = ‘PID’

  • Query – where… (RV_BUYERINGROUP.BUYERINGROUPKEY IS NOT NULL And RV_BUYERPODSTRHEADER.RECEIVINGEVENTDATE IS NOT NULL And RV_BUYERINVOICEPAYMENT.BUYERINVOICEPAYMENTKEY IS NULL)

• Orders with Posted Invoices Paid - Only transactions with invoice data in Paid status are included. This filter option requires that the receiving event has been completed and the payment data has been processed.

  • Value = ‘PIP’

  • Query – where… (RV_BUYERINGROUP.BUYERINGROUPKEY IS NOT NULL And RV_BUYERPODSTRHEADER.RECEIVINGEVENTDATE IS NOT NULL And RV_BUYERINVOICEPAYMENT.BUYERINVOICEPAYMENTKEY IS NOT NULL)

• Orders without Posted Invoices - Only transactions without invoice data are included. This filter option requires that the shipping event has been completed.

  • Value = ‘D’

  • Query – where… (RV_BUYERINGROUP.DATEADDED IS NULL And RV_BUYERPODSTRHEADER.SHIPPINGEVENTDATE IS NOT NULL)

• Orders without Shipping Data - Only transactions without invoice data are included. This filter option requires that the shipping event has not been completed.

  • Value = ‘U’

  • Query – where… (RV_BUYERINGROUP.DATEADDED IS NULL And RV_BUYERPODSTRHEADER.SHIPPINGEVENTDATE IS NULL)

• Unreceived Orders with Shipping Data - Only transactions without invoice data are included. This filter option requires that the shipping event has been completed and the receiving event has not yet been completed.

  • Value = ‘UR’

  • Query – where… (RV_BUYERINGROUP.DATEADDED IS NULL And RV_BUYERPODSTRHEADER.RECEIVINGEVENTDATE IS NULL And RV_BUYERPODSTRHEADER.SHIPPINGEVENTDATE IS NOT NULL)

• Received Orders with Short or Open Items - Only transactions with the receiving event completed are included. The Quantity Ordered is greater than the Quantity Received.

  • Value = ‘RSO’

    • Query – where… (RV_BUYERPODSTRHEADER.RECEIVINGEVENTDATE IS NOT NULL) And ((RV_BUYERPODETAIL.QUANTITYORDERED > RV_BUYERPODETAIL.QUANTITYRECEIVED) Or (RV_BUYERPODETAIL.QUANTITYRECEIVED IS NULL))

• There are two more filter options in the SP that are not in the report drop-down - Any transaction with the receiving event not yet completed.

  • ‘AUR’: Query – where… (RV_BUYERPODSTRHEADER.RECEIVINGEVENTDATE IS NULL)

  • ‘AUR2’ - Any transaction with the receiving event not yet completed. This filter includes Unreceived Credits. This filter excludes Requisitions, Cancelled and Declined transactions.

    • Query – where… ((RV_BUYERPODSTRHEADER.RECEIVINGEVENTDATE IS NULL) or (RV_BUYERPODSTRHEADER.ReceivedDate is null and RV_BUYERPODSTRHEADER.STATUS = ''Received Return'')) And (RV_BUYERPODSTRHEADER.STATUS <> ''Requisition'' And RV_BUYERPODSTRHEADER.STATUS <> ''Cancelled'' And RV_BUYERPODSTRHEADER.STATUS <> ''Declined'')

Exclude Invoice Entry Items Definitions

Exclude transactions entered via the buyer invoice entry screen.

• No

  • Value = ‘N’

  • Query – no effect on query.

• Yes