Use the Key Indicators Current Activity Report to review your accounts payable department's productivity. This report provides current activity indicators that compare current period activity with prior period activity in three major areas: suppliers, invoices, and payments. Payables further breaks down each category into basic items, exception items, and updates. The report provides the number of transactions for each indicator (such as the number of automatic payments created during a period) and amount values where applicable to the key indicator (such as the total value of automatic payments created during a period).
Attention: All amounts on the Key Indicators Current Activity Report are shown in your ledger currency. If the report is submitted to include invoice detail then Payables first sorts the Invoice Activity Report by user and then by transaction currency.
Payables automatically generates the Key Indicators Current Activity Report when you submit the Key Indicators Report. You submit the Key Indicators Report from the Submit Request window. See: Key Indicators Report.
Prior Period. The name of the key indicators period immediately before the reporting period, and the dates covered by the prior period.
Current Period Number. Number of transactions for the key indicator that were recorded in the reporting period. For example, current period number of sites is the number of new sites entered during the current reporting period.
Prior Period Number. Number of transactions for the key indicator that were recorded in the period before the reporting period. For example, prior period number of sites is the total number of sites entered during the last key indicators period before the reporting period. Prior period data appears only if a Key Indicators Report was submitted for that prior period.
Percent Change Number. Percent change of the current period number compared with the prior period number. For example, if five suppliers were entered into Payables during the current period, and ten suppliers were entered into Payables during the prior period, then the percent change would be -50.00.
If this report was not submitted for the prior period, then Payables displays N/A (Not Applicable) in this column.
All Periods Number. Number of transactions for the key indicator that were recorded in Payables during all periods for which you have ever submitted a Key Indicators Report.
Current Period Amount. Amount of the transactions recorded in Payables during the current period. For example, the current period amount for invoices is the total value of invoices entered during the current reporting period. If an amount is not applicable, such as with suppliers, then Payables leaves this column blank. All amounts on the Key Indicators Current Activity Report are shown in your ledger currency. The amounts on the Key Indicators Invoice Activity Report are displayed in the transaction currency.
Prior Period Amount. Amount of the transactions entered into Payables during the period before the reporting period. For example, the prior period amount for invoices is the total value of invoices entered during the last reporting period. If an amount is not applicable, then Payables leaves this column blank.
Percent Change Amount. Percent change of the current period amount over the prior period amount. For example, if $500,000 of invoices were entered into Payables during the current period, and $1,000,000 of invoices were entered into Payables during the prior period, then the percent change is -50.00.
If this report was not submitted for the prior period, then Payables displays N/A (Not Applicable) in this column.
All Periods Amount. Payables displays the total currency amount of items in Payables. If an amount is not applicable, Payables leaves this column blank. All amounts on the Key Indicators Current Activity Report are shown in your ledger currency. The amounts on the Key Indicators Invoice Activity Report are displayed in the transaction currency.
Suppliers:
Suppliers. Number of new suppliers entered.
Sites. Number of new sites entered for the new suppliers.
Additional sites. Number of new sites entered for existing suppliers.
Supplier Exceptions:
One time suppliers. Number of new suppliers designated as one-time suppliers.
1099 suppliers. Number of new suppliers that are 1099-type suppliers. A 1099 supplier is one that is defined as Federal Reportable in the Suppliers window.
Supplier sites on hold. Number of new supplier sites that have supplier site holds. In the Supplier Sites window, you can hold all payments or hold unvalidated invoices for a supplier site.
Inactive suppliers. Number of suppliers with a value in the Inactive On field that is on or before today's date.
Supplier updates:
Suppliers updated. Number of pre-existing suppliers with added or changed supplier information.
Sites updated. Number of pre-existing supplier sites with added or changed site information.
Invoices:
Invoices. Number and amount of invoices.
Matched. Number and amount of invoices matched to purchase orders and receipts.
Distributions. Number of invoice distributions.
Scheduled payments. Number of scheduled payments, based on payment terms and manual adjustments in the Scheduled Payments tab.
Batches. Number of invoice batches.
Invoice exceptions:
This section shows you the number of invoices with certain types of exceptions. If the period is still open, then these numbers are as of today.
The amount shown for an exception invoice is the invoice amount. For example, for a $100 invoice with a $5 variance, the report shows $100 for the amount.
Note: This report does not include many types of invoice holds. Also, none of these rows includes counts of invoices that have scheduled payment holds or supplier site holds. To see a complete report of your exception invoices submit the Invoice on Hold report.
Invoice variances. Invoices at the end of the reporting period that have a Dist Variance hold (difference between the invoice amount and invoice distribution amount).
Invoice holds. Invoices at the end of the reporting period that have any invoice hold with the Invoice Hold Reason. See: Invoice Holds.
Invoice matching holds. Invoices at the end of the reporting period that have any invoice hold with the Matching Hold Reason. See Matching Holds.
Total invoice exceptions. Total number of exceptions. Each amount is the sum of invoice amounts of invoices with an exception. Note that one invoice can have multiple exceptions, and therefore might be counted multiple times. For example, if the only exception invoice is an invoice for $100 and it has each of the three exception types, then the total invoice amount is $300.
Payments:
Manual payments. Number and amount of manual payments.
Automatic payments. Number and amount of payment batch payments and Quick payments.
Refunds received. Number and amount of refunds received.
Total payments. Total number and sum of amounts of automatic and manual payments, not including refunds received.
Payments:
Invoices paid. Total number of invoices paid.
Discounts taken. Number of discounts taken on paid invoices.
Payment exceptions:
Payments voided. Number of payments voided.
Payments stopped. Number of stop payments initiated.
Spoiled payments. Number of payments recorded as spoiled during a payment batch.
Bank reconciliation:
Payments cleared. Total number and sum of amounts of payments cleared.
Payments outstanding. Total number and sum of amounts of negotiable payments that have not been reconciled to your bank account. This includes issued future dated payments that have not yet matured.