Initial accounting reports documentation
This commit is contained in:
GiorgioCALLIGARO
181
Reports/AP/AP_001_supplier_balance_report.md
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181
Reports/AP/AP_001_supplier_balance_report.md
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# AP-001 Supplier Balance Report
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## 1 Objective
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Provide a summarized view of outstanding supplier balances at a selected closing date.
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The report is used for:
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- accounts payable monitoring;
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- supplier balance review;
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- reconciliation between the accounts payable subledger and the general ledger;
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- payment preparation review;
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- period-end and year-end closing analysis.
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---
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## 2 Users
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- accounting department;
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- accounts payable team;
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- treasury or payment team;
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- finance department;
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- auditors;
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- financial controlling.
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---
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## 3 Frequency
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- daily;
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- weekly payment review;
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- monthly closing;
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- year-end closing;
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- ad hoc audit requests.
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---
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## 4 Parameters
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Required parameters:
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- `closing_date`
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Optional parameters:
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- `counterparty`
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- `currency`
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- `entity`
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- `include_zero_balances`
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Execution scope:
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- the report is generated for the current entity unless an entity filter is explicitly supported by the ERP context;
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- supplier balances are calculated as of `closing_date`;
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- only accounts payable supplier balances are in scope.
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---
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## 5 Filters
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- accounting closing date equal to `closing_date`;
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- supplier or supplier range;
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- currency;
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- entity, when supported;
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- include or exclude zero-balance suppliers based on `include_zero_balances`.
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Out of scope filters:
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- ageing bucket;
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- payment status;
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- invoice due date.
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These are handled by `AP-002 Supplier Ageing Report` or `AP-003 Supplier Account Movements`.
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---
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## 6 Sorting
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Default sorting:
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1. `supplier`
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2. `transaction_currency`
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Secondary sorting:
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- `supplier_name`
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- `base_currency`
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---
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## 7 Grouping
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Default grouping:
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- `supplier`
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- `transaction_currency`
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Totals should be displayed by:
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- supplier;
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- transaction currency;
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- base currency;
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- report total.
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Presentation requirements:
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- each supplier should be displayed once per transaction currency;
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- debit, credit and balance columns should be displayed side by side;
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- opening balance and movement columns are mandatory;
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- suppliers with zero closing balance should be excluded when `include_zero_balances = false`, unless they have movements or open items that must remain visible for reconciliation;
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- blocked, inactive or archived suppliers should be displayed when they have a non-zero balance or non-zero debit or credit amounts;
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- detailed invoice-level open items are out of scope for this report and belong to `AP-002 Supplier Ageing Report`.
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- drill-down should be available from each supplier balance to supplier account movements, accounting documents and source documents when available.
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---
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## 8 Output Structure
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Required columns:
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| Column | Description |
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| --- | --- |
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| `entity` | Legal entity or company code |
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| `supplier` | Supplier account code |
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| `supplier_name` | Supplier legal or commercial name |
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| `posting_status` | Posting status scope included in supplier balances, when exposed by the ERP |
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| `transaction_currency` | Original transaction currency |
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| `base_currency` | Functional or company base currency |
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| `opening_balance_transaction_currency` | Opening supplier balance in transaction currency |
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| `debit_transaction_currency` | Debit movement in transaction currency |
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| `credit_transaction_currency` | Credit movement in transaction currency |
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| `closing_balance_transaction_currency` | Closing supplier balance in transaction currency |
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| `opening_balance_base_currency` | Opening supplier balance in base currency |
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| `debit_base_currency` | Debit movement in base currency |
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| `credit_base_currency` | Credit movement in base currency |
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| `closing_balance_base_currency` | Closing supplier balance in base currency |
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| `last_posting_date` | Last accounting posting date included in the supplier balance |
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| `last_document_number` | Last accounting document number included in the supplier balance, when available |
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Amount sign convention for this report:
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- supplier payable balances are presented as positive credit balances;
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- supplier debit balances, advances or overpayments are presented as negative balances;
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- debit amounts are positive and credit amounts are negative when movement columns are shown.
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---
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## 9 Estimated volume
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Medium.
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The report is a summarized subledger report. It should contain one summarized line per supplier and transaction currency, not detailed invoice-level movements.
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---
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## 10 Export formats
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- CSV
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- XLSX
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- PDF
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XLSX and CSV are primary review and reconciliation formats. PDF is used for closing documentation and audit review.
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---
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## 11 Controls / reconciliation rules
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- Supplier balance totals should reconcile with the accounts payable control accounts in the general ledger for the same current entity and closing date.
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- Supplier balances in base currency should reconcile with the AP subledger total for the same closing date.
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- Suppliers excluded by `include_zero_balances = false` should not change report totals.
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- Supplier debit balances, advances or overpayments should remain visible and should not be netted against other suppliers.
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- Blocked, inactive or archived suppliers should remain visible when they have a non-zero balance or non-zero debit or credit amounts.
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- The report should retain enough references to reconcile from supplier balance summary to detailed supplier account movements.
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- Drill-down from a supplier balance should reconcile to `AP-003 Supplier Account Movements` for the same current entity, supplier, currency and selected closing date.
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---
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## 12 Open questions
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- Which ERP source will define the mapping between supplier balances and AP control accounts? This information is currently unknown.
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- Should `posting_status` be displayed in the first implementation? This depends on the target ERP capabilities.
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219
Reports/AP/AP_002_supplier_ageing_report.md
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219
Reports/AP/AP_002_supplier_ageing_report.md
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@@ -0,0 +1,219 @@
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# AP-002 Supplier Ageing Report
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## 1 Objective
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Provide an ageing analysis of supplier payables based on open supplier items at a selected closing date.
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The report is used for:
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- accounts payable follow-up;
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- payment planning;
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- overdue payable monitoring;
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- supplier balance review;
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- reconciliation with supplier balances;
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- audit and closing review.
|
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---
|
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|
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## 2 Users
|
||||
|
||||
- accounts payable team;
|
||||
- accounting department;
|
||||
- treasury or payment team;
|
||||
- finance department;
|
||||
- auditors.
|
||||
|
||||
---
|
||||
|
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## 3 Frequency
|
||||
|
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- daily;
|
||||
- weekly payment review;
|
||||
- monthly closing;
|
||||
- year-end closing;
|
||||
- ad hoc audit requests.
|
||||
|
||||
---
|
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|
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## 4 Parameters
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Required parameters:
|
||||
|
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- `closing_date`
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|
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Optional parameters:
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|
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- `counterparty`
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- `currency`
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- `entity`
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- `document_number`
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- `supplier_invoice_number`
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- `ageing_basis`
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- `include_not_due_items`
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- `include_debit_balances`
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- `view_mode`
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Execution scope:
|
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- the report is generated for the current entity unless an entity filter is explicitly supported by the ERP context;
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- open supplier items are calculated as of `closing_date`;
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- only accounts payable supplier open items are in scope.
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Ageing basis:
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- ageing should be calculated from due date by default;
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- posting date should also be available as a selectable ageing basis;
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- document date ageing may be supported if the ERP exposes the required date.
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View mode:
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- `view_mode = detailed` should display open item details;
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- `view_mode = summarized` should display supplier and ageing bucket totals without document-level detail.
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---
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## 5 Filters
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- open items as of `closing_date`;
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- supplier or supplier range;
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- currency;
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- entity, when supported;
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- accounting document number or supplier invoice number;
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- ageing bucket;
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- include or exclude not-due items based on `include_not_due_items`;
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- include or exclude supplier debit balances based on `include_debit_balances`;
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- detailed or summarized output based on `view_mode`.
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Out of scope filters:
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- fully settled items after `closing_date`;
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- detailed supplier movement history.
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Detailed supplier movement history is handled by `AP-003 Supplier Account Movements`.
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|
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---
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## 6 Sorting
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||||
|
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Default sorting:
|
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1. `supplier`
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2. `transaction_currency`
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3. `ageing_bucket_order`
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4. `due_date`
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5. `document_number`
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Secondary sorting:
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- `posting_date`
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- `document_date`
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---
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## 7 Grouping
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Default grouping:
|
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|
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- `supplier`
|
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- `transaction_currency`
|
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- `ageing_bucket`
|
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|
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Totals should be displayed by:
|
||||
|
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- supplier;
|
||||
- ageing bucket;
|
||||
- transaction currency;
|
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- base currency;
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- report total.
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Default ageing buckets:
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- not due;
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- 0-30 days overdue;
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- 31-60 days overdue;
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- 61-90 days overdue;
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- over 90 days overdue.
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Presentation requirements:
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- each open item should be assigned to exactly one ageing bucket;
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- supplier debit balances, advances or overpayments should remain visible and should not be netted against other suppliers;
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- open item details should be available to support payment planning and audit review;
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- summarized view should hide document-level fields and display totals by supplier, transaction currency and ageing bucket;
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- totals should reconcile with `AP-001 Supplier Balance Report` for the same closing date and filters.
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- drill-down should be available from summarized ageing buckets to open item details, accounting documents and source documents when available.
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---
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## 8 Output Structure
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|
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Required columns:
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|
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| Column | Description |
|
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| --- | --- |
|
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| `entity` | Legal entity or company code |
|
||||
| `supplier` | Supplier account code |
|
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| `supplier_name` | Supplier legal or commercial name |
|
||||
| `transaction_currency` | Original transaction currency |
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| `base_currency` | Functional or company base currency |
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| `document_number` | Accounting or AP document number |
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| `supplier_invoice_number` | Supplier invoice number as provided by the supplier |
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| `document_type` | Document type, such as supplier invoice, credit note, debit note or payment |
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| `posting_status` | Posted, non-posted or other ERP posting status, when exposed by the ERP |
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| `posting_date` | Accounting posting date |
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| `document_date` | Source document date |
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| `due_date` | Payment due date |
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| `ageing_basis_date` | Date used to calculate ageing |
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| `days_overdue` | Number of days overdue at `closing_date` |
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| `ageing_bucket` | Ageing bucket label |
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| `ageing_bucket_order` | Sort order of the ageing bucket |
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| `open_amount_transaction_currency` | Open amount in transaction currency |
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| `open_amount_base_currency` | Open amount in base currency |
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| `reference` | External or source reference |
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| `description` | Document or item description |
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Amount sign convention for this report:
|
||||
|
||||
- open payable amounts are presented as positive credit balances;
|
||||
- supplier debit balances, advances or overpayments are presented as negative amounts;
|
||||
- open amounts should not be netted across suppliers.
|
||||
|
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---
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## 9 Estimated volume
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High.
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The report may contain a large number of open items and should support filtering before generation.
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---
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## 10 Export formats
|
||||
|
||||
- CSV
|
||||
- XLSX
|
||||
- PDF
|
||||
|
||||
XLSX and CSV are primary payment planning, review and reconciliation formats. PDF is used for closing documentation and audit review.
|
||||
|
||||
---
|
||||
|
||||
## 11 Controls / reconciliation rules
|
||||
|
||||
- Total open amount in base currency should reconcile with `AP-001 Supplier Balance Report` for the same current entity, closing date and filters.
|
||||
- Each open item should be assigned to one ageing bucket only.
|
||||
- Items not due at `closing_date` should be included or excluded according to `include_not_due_items`.
|
||||
- Supplier debit balances should remain visible when `include_debit_balances = true`.
|
||||
- Fully settled items as of `closing_date` should be excluded.
|
||||
- Supplier invoice items should be identifiable by both `document_number` and `supplier_invoice_number` when the supplier invoice number is available.
|
||||
- If the ERP exposes posting status, non-posted operational AP events should be clearly identified through `posting_status`.
|
||||
- Open item totals should reconcile with the AP subledger open item balance.
|
||||
- Drill-down from a summarized ageing bucket should reconcile to the detailed open items included in the same bucket and then to the related accounting or AP document.
|
||||
|
||||
---
|
||||
|
||||
## 12 Open questions
|
||||
|
||||
- Which ageing buckets should be configurable by users, and which should be fixed by default? This depends on ERP functionality and is currently unknown.
|
||||
- Which ERP status defines whether an item is open as of `closing_date`? This information is currently unknown.
|
||||
- Should `posting_status` be displayed in the first implementation? This depends on the target ERP capabilities.
|
||||
225
Reports/AP/AP_003_supplier_account_movements.md
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225
Reports/AP/AP_003_supplier_account_movements.md
Normal file
@@ -0,0 +1,225 @@
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# AP-003 Supplier Account Movements
|
||||
|
||||
## 1 Objective
|
||||
|
||||
Provide the detailed list of accounting movements posted to supplier accounts over a selected date range.
|
||||
|
||||
The report is used for:
|
||||
|
||||
- supplier account review;
|
||||
- reconciliation of supplier balances;
|
||||
- investigation of supplier invoices, credit notes, debit notes and payments;
|
||||
- audit review;
|
||||
- support for payment preparation and supplier statement review.
|
||||
|
||||
---
|
||||
|
||||
## 2 Users
|
||||
|
||||
- accounts payable team;
|
||||
- accounting department;
|
||||
- treasury or payment team;
|
||||
- finance department;
|
||||
- auditors.
|
||||
|
||||
---
|
||||
|
||||
## 3 Frequency
|
||||
|
||||
- daily;
|
||||
- weekly payment review;
|
||||
- monthly closing;
|
||||
- year-end closing;
|
||||
- ad hoc audit requests.
|
||||
|
||||
---
|
||||
|
||||
## 4 Parameters
|
||||
|
||||
Required parameters:
|
||||
|
||||
- `date_from`
|
||||
- `date_to`
|
||||
|
||||
Optional parameters:
|
||||
|
||||
- `counterparty`
|
||||
- `currency`
|
||||
- `entity`
|
||||
- `document_number`
|
||||
- `supplier_invoice_number`
|
||||
- `document_type_filter`
|
||||
- `include_settled_items`
|
||||
|
||||
Execution scope:
|
||||
|
||||
- the report is generated for the current entity unless an entity filter is explicitly supported by the ERP context;
|
||||
- supplier movements are selected between `date_from` and `date_to`;
|
||||
- only accounts payable supplier account movements are in scope.
|
||||
|
||||
---
|
||||
|
||||
## 5 Filters
|
||||
|
||||
- posting date between `date_from` and `date_to`;
|
||||
- supplier or supplier range;
|
||||
- currency;
|
||||
- entity, when supported;
|
||||
- accounting document number or supplier invoice number;
|
||||
- document type based on `document_type_filter`;
|
||||
- include or exclude settled items based on `include_settled_items`.
|
||||
|
||||
Default document type filter values:
|
||||
|
||||
- `all`: all supplier account movements;
|
||||
- `invoices`: supplier invoices only;
|
||||
- `payments`: supplier payments only;
|
||||
- `credit_debit_notes`: supplier credit notes and debit notes only.
|
||||
|
||||
Out of scope filters:
|
||||
|
||||
- ageing bucket;
|
||||
- due-date ageing;
|
||||
- summarized supplier balance only.
|
||||
|
||||
Ageing analysis is handled by `AP-002 Supplier Ageing Report`. Summarized supplier balances are handled by `AP-001 Supplier Balance Report`.
|
||||
|
||||
---
|
||||
|
||||
## 6 Sorting
|
||||
|
||||
Default sorting:
|
||||
|
||||
1. `supplier`
|
||||
2. `transaction_currency`
|
||||
3. `posting_date`
|
||||
4. `document_number`
|
||||
|
||||
Secondary sorting:
|
||||
|
||||
- `document_date`
|
||||
- `due_date`
|
||||
- `journal_entry_number`
|
||||
- `voucher_number`, when available
|
||||
|
||||
---
|
||||
|
||||
## 7 Grouping
|
||||
|
||||
Default grouping:
|
||||
|
||||
- `supplier`
|
||||
- `transaction_currency`
|
||||
|
||||
Totals should be displayed by:
|
||||
|
||||
- supplier;
|
||||
- transaction currency;
|
||||
- base currency;
|
||||
- report total.
|
||||
|
||||
Presentation requirements:
|
||||
|
||||
- each supplier movement should be displayed as a separate line;
|
||||
- opening balance rows should be displayed by supplier and transaction currency;
|
||||
- closing balance rows should be displayed by supplier and transaction currency;
|
||||
- opening balances are mandatory for all executions;
|
||||
- running balances should be calculated line by line between opening and closing balance rows;
|
||||
- supplier invoices, credit notes, debit notes and payments should remain visible as separate movements.
|
||||
- the selected `document_type_filter` should restrict the movement population without changing the displayed `document_type` value.
|
||||
|
||||
---
|
||||
|
||||
## 8 Output Structure
|
||||
|
||||
Required columns:
|
||||
|
||||
| Column | Description |
|
||||
| --- | --- |
|
||||
| `entity` | Legal entity or company code |
|
||||
| `supplier` | Supplier account code |
|
||||
| `supplier_name` | Supplier legal or commercial name |
|
||||
| `transaction_currency` | Original transaction currency |
|
||||
| `base_currency` | Functional or company base currency |
|
||||
| `posting_date` | Accounting posting date |
|
||||
| `document_date` | Source document date |
|
||||
| `due_date` | Payment due date, when available |
|
||||
| `journal` | Accounting journal |
|
||||
| `journal_entry_number` | Journal entry sequence or identifier |
|
||||
| `document_number` | Accounting or AP document number |
|
||||
| `supplier_invoice_number` | Supplier invoice number as provided by the supplier |
|
||||
| `purchase_invoice_number` | ERP purchase invoice number, when different from the accounting document number |
|
||||
| `vendor_reference` | Vendor reference or external supplier reference, when available |
|
||||
| `document_type` | Document type, such as supplier invoice, credit note, debit note or payment |
|
||||
| `posting_status` | Posted, non-posted or other ERP posting status, when exposed by the ERP |
|
||||
| `description` | Document or movement description |
|
||||
| `reference` | External or source reference |
|
||||
| `debit_transaction_currency` | Debit movement in transaction currency |
|
||||
| `credit_transaction_currency` | Credit movement in transaction currency |
|
||||
| `balance_transaction_currency` | Running supplier balance in transaction currency |
|
||||
| `debit_base_currency` | Debit movement in base currency |
|
||||
| `credit_base_currency` | Credit movement in base currency |
|
||||
| `balance_base_currency` | Running supplier balance in base currency |
|
||||
| `settlement_status` | Open, partially settled, settled or reversed status, when available |
|
||||
| `settlement_date` | Settlement or clearing date, when available |
|
||||
| `entered_date` | Entry creation date |
|
||||
| `entered_by` | User who created the entry |
|
||||
|
||||
`document_number` is the mandatory accounting audit reference. `supplier_invoice_number` is required for supplier invoice identification when available. `purchase_invoice_number` and `vendor_reference` should be displayed when the ERP uses separate purchase invoice or vendor reference fields. `reference` is an informational reference.
|
||||
|
||||
Optional reference columns:
|
||||
|
||||
| Column | Description |
|
||||
| --- | --- |
|
||||
| `voucher_number` | Internal AP voucher or workflow reference, only when the ERP distinguishes it from `document_number` and `supplier_invoice_number` |
|
||||
|
||||
`voucher_number` should not duplicate `supplier_invoice_number`. It should be displayed only if it provides a distinct internal AP processing reference.
|
||||
|
||||
Amount sign convention for this report:
|
||||
|
||||
- debit movements are displayed as positive amounts;
|
||||
- credit movements are displayed as negative amounts;
|
||||
- running balances are calculated using this debit-positive and credit-negative convention;
|
||||
- supplier debit balances, advances or overpayments are presented as negative balances.
|
||||
|
||||
---
|
||||
|
||||
## 9 Estimated volume
|
||||
|
||||
High.
|
||||
|
||||
The report may contain a large number of supplier movement lines and should support filtering before generation.
|
||||
|
||||
---
|
||||
|
||||
## 10 Export formats
|
||||
|
||||
- CSV
|
||||
- XLSX
|
||||
- PDF, including all detail columns
|
||||
|
||||
CSV and XLSX are primary analysis and reconciliation formats. PDF is used for audit review and supplier account documentation.
|
||||
|
||||
---
|
||||
|
||||
## 11 Controls / reconciliation rules
|
||||
|
||||
- Opening balance plus movements should reconcile to closing balance by supplier and transaction currency.
|
||||
- Closing balances should reconcile with `AP-001 Supplier Balance Report` for the same current entity, `date_to` and filters.
|
||||
- Movement totals should reconcile with the accounts payable subledger for the selected date range.
|
||||
- Movement totals in base currency should reconcile with the related general ledger AP control accounts for the selected date range.
|
||||
- Settled items should be included or excluded according to `include_settled_items`.
|
||||
- Document type filtering should apply according to `document_type_filter`, with `all` as the default value.
|
||||
- Supplier invoice movements should be identifiable by `document_number` and `supplier_invoice_number` when the supplier invoice number is available.
|
||||
- When exposed by the ERP, `purchase_invoice_number` and `vendor_reference` should provide additional supplier-side identification for invoice reconciliation.
|
||||
- If the ERP exposes posting status, non-posted operational AP events should be clearly identified through `posting_status`.
|
||||
- Each line should retain enough audit references to trace back to the accounting document and source document where available.
|
||||
|
||||
---
|
||||
|
||||
## 12 Open questions
|
||||
|
||||
- Which ERP status values should map to `settlement_status`? This information is currently unknown.
|
||||
- Which ERP document type values should map to `invoices`, `payments` and `credit_debit_notes`? This information is currently unknown.
|
||||
- Does the ERP expose `purchase_invoice_number`, `vendor_reference`, or both as distinct fields from `supplier_invoice_number`? This information is currently unknown.
|
||||
- Should `posting_status` be displayed in the first implementation? This depends on the target ERP capabilities.
|
||||
Reference in New Issue
Block a user