Reports

​Introduction

A variety of reports can be generated in Payment Services to provide you with information about your agency’s invoice transactions. Reports can be generated based upon a variety of criteria. Two options are presented on the Reports screen: Invoice and Audit. Audit reports are generated only in PDF format. They show the approval history of an invoice – for each invoice the approver’s names and approval levels that have been completed will be displayed. Invoice Reports can be generated in PDF, .txt, or .csv file formats.

Generating Reports

1. Select and/or enter the criteria for which you want to generate a report.

 Figure 1 - Report criteria

 

  • In the Searchable Fields section, you can use the percent symbol (%) as a wildcard. And you do not have to type complete words. For example you only have to type the first few letters of a vendor name to get a report that finds all vendors beginning with those letters.
  • The Payment Range is the Payment Date (not to be confused with Payment Request Date).
  • You can combine the search criteria, e.g., you can select a Status and enter a Vendor #.
  • If no invoices exist for any given status, that status will not appear on the Status drop down menu.
  • Some Status definitions:
    • Released for Payment - awaiting for the Payment Request Date then it will release to STARS
    • Sent to STARS - invoices that have been sent to STARS
  • The transaction code (Trans Code), Index, or PCA will show those codes that have been used by your agency (it will not show all codes possible).
  •  When the invoice is updated to 'Sent to Stars’, the invoice Batch # and Batch date on a report will also be updated.

2. If desired, select Show Invoice Detail (PDF only) to have invoice detail appear on PDF reports. NOTE: This option is not available on Audit reports.

3. If desired, select an option in the Sort Options section. Reports can be sorted by: Invoice #, Req Pmt Date, Effective Date, Vendor #, etc. This option is not available on Audit reports.

4. Click either PDF Report, TXT Report, or CSV Report. Reports are then generated and displayed in PDF, text, or comma separated value (CSV) format. NOTE: Audit reports are generated only in PDF.