Viewing Vendor Payments

The Job Transaction Inquiry - Vendor window allows you to view whether your vendors and subcontractors have been paid for a job. This window displays all amounts billed from and paid to a vendor per job, including the following:

• Invoices from vendors that are not subcontractors
• Invoices from transactions without a purchase order, including transactions originating from contract agreements and payables transactions entries
• Payments applied to subcontractor retention ("retention released") invoices

In addition, the new Subcontractor Transaction Detail report shows the details of payments billed, retained, and paid to subcontractors. This report is not currently designed to work if you use tax on Contract Agreements.

To display purchase order payment information correctly, we recommend having just one line per PO, but if you have multiple lines, each line must have its own receipt and each receipt must have its own invoice.

1. Select Inquiry > Job Cost > Job Status, and select a job. The Job Status window displays job costs by cost code.
2. Use the Vendors button to open the Job Transaction Inquiry - Vendor window. This button is disabled if you do not have the Advanced Subcontractor feature registered.
3. Use the following fields to filter and sort the vendor transactions that appear in the scrolling window:
   • Vendor ID
     The lookup shows vendors only for the selected job. All vendors that have a payables voucher associated with the job will display in the lookup. A vendor with no transactions may appear if that vendor is set up as a subcontractor for the job. If a job has no vendors or subcontractors, the lookup displays all vendors in the system, without any filtering.
   • Job
     The job defaults from the Job Status window.
   • Sort By
     You can sort transactions by Document Number, or by Date then Voucher Number.
   • Include History
     This checkbox defaults as marked; unmark the checkbox if you do not want any historical transactions to appear in the scrolling window.

If no transactions appear in the scrolling window, this may be because:

• The selected vendor is set up as a subcontractor on the job, but there are no transactions for the vendor.
• The selected vendor has a transaction in the work table and no posted invoices.
• The selected vendor has only historical transactions, and the History checkbox is not marked.

The following information displays in the scrolling window for each vendor transaction:

• Type
  Indicates whether the transaction is an invoice or a credit memo. Returns display as credit transactions. You can zoom on the Document Number to view the details of the return on the Returns Transaction Inquiry Zoom window.
• Document Number
  Shows the document number and allows you to zoom to the Payables Transaction Entry window, or If the transaction is a POP Shipment/Invoice, the Receiving Transaction Inquiry window opens. If the transaction is a POP Receivings Entry, the Purchasing Inventory Inquiry window opens.
• Date
  The invoice date is used when you select to sort transactions by Date (then Voucher Number).
• Amount Invoiced
  This is the total amount of the transaction, including retention (Invoice Gross of Retention).
• Document Amount
  This is the amount of the transaction, not including retention (Invoice Net of Retention). Tax is included for subcontractor invoices, and/or for vendors if tax was applied to the job.
• Amount Remaining
  This shows the invoice amount, minus any payments applied. You can zoom to the Payable Apply Zoom window for payment detail. You can select a transaction and zoom on the Document Number to view the details of the agreement. You can also zoom on the Amount Remaining to view details of the payable applied. You can expand the results in the scrolling window to view the following information as well.
• Voucher Number
  When transactions are sorted by Date, the voucher number is also the secondary sort field.
• Transaction Description
  This description defaults from the invoice.
• Retention Withheld
  If the vendor is a subcontractor, this field displays the original amount of retention that was withheld. This amount does NOT decrease as retention is paid.
• Retention Remaining
  If the vendor is a subcontractor, this field displays the amount of retention that remains to be paid. If a subcontractor has been paid, the amount remaining is zero.

If a POP or PM invoice has multiple line items, when any line on the invoice is assigned to the job, the entire transaction amount appears on this window. However, all line items may not be related to the job. You can zoom on the invoice for line detail. Likewise, a credit memo displays when it was assigned to the selected job in the Distribution window, even if it was not applied to this job. You can zoom on the credit memo to see which job it was applied to.

Select Print to print the Job Transaction Vendor - Inquiry report, which includes all the detail from the window for payments billed, retained and paid to subcontractors.