BUY.IU Paid Transactions Report
Prior to reading the instructions on the BUY.IU Paid Transaction report, it is beneficial to review the following sections of the IU Accounting Standards Book to gain foundational information along with report requirements and best practices:
- Accounting Fundamentals Standards Section
- Chart of Accounts and General Ledger Standards Section
- Income Statement Section
- BUY.IU Financial Reports Instructions
- BUY.IU Aging Report Instructions
The BUY.IU Paid Transactions report shows users payments that have been issued related to their procurement transactions. Once an invoice is paid, the transaction moves off the BUY.IU Aging report and appears on the BUY.IU Paid Transactions report.
Four tabs make up the BUY.IU Paid Transactions report:
Paid Transactions Details: Displays all invoices paid through the date specified in the report parameters. The tab includes information such as supplier invoice number (#), invoice line item accounting detail, quantity, payment disbursement date and specific information on how the invoice was recorded.
Object Code Details: Provides a listing of total amounts paid by object code, including the object code name and the number of BUY.IU invoice lines associated with those object codes.
Paid Transaction Help: The Paid Transaction Help tab provides brief definitions of BUY.IU invoice information.
Report Parms: Summarizes the parameters selected on the report parameter page within the Controller’s Office Reporting Tools app, including as of date, chart code, and account information. Since BUY.IU searches retrieve real-time data, it is important to remember reports produced in the Controller’s Office Reporting Tool are one day in arrears. The reporting tool uses data stored in the DSS tables, which are updated nightly. BUY.IU Financial Reports with an as of date parameter set equal to the current date will not match BUY.IU search results for the current date.
How the BUY.IU Paid Transactions Report Works
In order for a transaction to appear on the BUY.IU Paid Transaction report, a check, ACH or wire payment must have been issued to the supplier. The BUY.IU Paid Transaction report total balance shows part of the general ledger balance total. To arrive at the general ledger balance (for the BUY.IU related expenses), the BUY.IU paid transaction total should be added to the BUY. IU Aging transactions in Payable status plus any discrepancies as shown in the equation below:
Running the Report
Define the search parameters to return results relevant to your organization or to a specific account. The search parameters available in the BUY.IU Paid Transactions report are divided into three parameter types: Chart of Account report parameters, Report Specific parameters and Display parameters.
If there are questions related to running the report, requirements or reviewing results, please contact your (RC) fiscal officer or campus office. Each campus may have individual specific requirements related to BUY.IU Paid Transactions report, be sure to reach out to the related campus office or fiscal officer prior to quarter closings.
General Notes: Do not include any special characters other than approved wildcards in any of the below parameters. Additionally, do not run reports by campus as it will take up valuable computing services.
Click Save Parameter Settings to save your parameters for future use of this report. For instructions on how to save settings, review the Save Parameter Settings document on the Controller’s Office Reporting Tools page.