BUY.IU Aging Report
Prior to reading the instructions on the BUY.IU Aging 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 Section
- Chart of Accounts and General Ledger Section
- Balance Sheet Section
- BUY.IU Financial Reports Instructions
The BUY.IU Aging Report tracks the suppliers an IU entity owes money to, how much is owed and how long the entity has owed the debt. The balance shown on the aging report represents unpaid purchases that a department, RC or campus has made to operate a specific activity. Running the BUY.IU Aging Report regularly ensures invoices are approved for timely payments to the correct suppliers, in addition to, upholding the integrity of the liability section of the university’s balance sheet.
The BUY.IU Aging Report contains four tabs, the BUY.IU Aging Summary, BUY.IU Aging Detail, Aging Help and Report Parms.
BUY.IU Aging Summary: The Summary Aging shows the condensed version of all outstanding invoices that have not been paid as of the date specified in the report parameters. This tab displays the payable information in aging buckets ranging from less than 30 days to over 90 days, and breaks out the invoices by status, volume of transactions and invoice amount.
BUY.IU Aging Detail: The Aging Detail shows all invoices outstanding that have not been paid as of the date specified in the report parameters. This tab shows invoices at an individual level with more detail on the specifics of the invoice, how it is recorded, and similarly, presents the amounts due in aging buckets. The tab also includes direct links to the BUY.IU invoice.
Aging Help: The Aging Help tab provides brief definitions for each BUY.IU invoice type and explains the breakdown of the Aging Buckets at a high level.
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.
Understanding the BUY.IU Aging Report
Invoices, Credit Memos and Check Request Invoices that appear on this report will be in two different statuses.
- InProcess: Invoices that are still in workflow routing (enroute) will show a status of InProgress. Since these invoices have not been approved to the OK to Pay workflow stop, these transactions will not appear in the general ledger.
- Payable: Invoices that have been approved for payment will have a status of Payable. These invoices will appear in object code 9045 and various expense object codes.
The BUY.IU Aging Report total balance shows part of the general ledger balance total. In order to calculate the general ledger balance (for the BUY.IU related expenses), the following calculation should be used:
Note: BUY.IU expenses in the general ledger have a System Origin Code =’BY’
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 Aging 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 Aging 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.