Managed Reports

To view Managed Reports, your Disburser Administrator must grant you View Reports permission and permission to the specific reports. Each of the four managed reports require their own permissions (Accrual Report, Invoices In-Process Report, and PO Remaining Balance Reconciliation and Summary Reports) assigned to one of your roles to view. Users with the appropriate permissions can view and print the reports. IPP also requires Invoice View permission.

IPP’s security software does not allow some special characters to be entered in the search fields for Managed Reports. If the user enters an invalid special character in a Managed Reports search field, IPP displays an error message when the user clicks Run to retrieve the report.

The contents of the report depends on a user’s ALC permissions (the ALCs the user can view) and group assignment.

Managed Reports include:

Accrual Report
Invoices In-Process Report
PO Remaining Balance Reconciliation Report
PO Remaining Balance Summary Report

You access the Managed Reports page from the Analysis tab, Managed Reports sub-tab.

Accrual Report

The Accrual report provides information on the invoice obligations over the selected date range. The Accrual report output displays invoice status, routing status, total invoice amount, and vendor information. Run the Accrual Managed Report in either PDF or HTML format.

Field Name	Description
ALC code	Selected Agency Location Code (ALC). A unique identifier created by the government, used by IPP as a specific identifier and assigned to the agency that received the goods or services from a vendor.
Vendor Name	Name of the vendor that provided the goods or services for the invoice.
VendorID	Unique identifier of the vendor associated with the invoice in the agency ERP system
SetID	An identifier associated with one or more than one business units of a single vendor
SiteID	An identifier associated with one or more locations of a single vendor
Invoice Number	Number assigned to the invoice by the vendor or Disburser Self-Service user
Invoice Date	Date the invoice was created in the format MM/DD/YYYY.
E-Receipt Date	Date the invoice was received in IPP in the format MM/DD/YYYY.
Invoice Line #	Invoice/credit memo line number for an item of the PO/BPO.
Invoice Grand Total	Total amount of all items on the invoice
Service Date From	If provided on the invoice, if not present on the invoice, displays a blank
Service Date To	If provided on the invoice, if not present on the invoice, displays a blank
Currency	PO currency
PO Number	Number assigned to the PO by the agency
PO Line #	PO/BPO line number.
Schedule #	Schedule number from the PO/BPO Schedule Details.
Distribution	Distribution of the items from the PO/BPO.
CLIN	Contract Line Item Number at the Line level, if uploaded in the PO; otherwise displays N/A (not applicable).
SLIN	Contract Sub-Line Item Number at the Schedule level if uploaded in the PO; otherwise displays N/A (not applicable).
Schedule Line Total	Total for the schedule
Distribution Amount	Amount for each item
Invoice Status	Received - Invoice received in the Disburser module, but not posted to agency ERP
Routing Status	In Routing - in the Workflow process Routing Complete - out of Workflow Not in Routing - not assigned to Workflow

Invoices In-Process Report

The Invoices-In-Process report tracks the number of days Workflow Approvers take to perform an action on (approve, edit, or confirm) invoices, once IPP receives the invoices. The report also includes the Disburser user’s current routing action assignment. For agencies using Workflow, timely approval of invoices helps to avoid prompt pay penalties and realize any discounts included on the invoice. Group and ALC filtering determine the output the Disburser user has access to view.

Run the Invoices In-Process report by the as of receipt date, by ALC, and Groups in either HTML or PDF.

Note:Invoices also includes Credit Memos and POs also include BPOs.

Field Name	Description
ALC-Payer Name	ALC number and the name of the payer associated with the invoice
$ (Discount)	Available discount when paid by the Discount Due Date
Discount Due Date	Date when the agency must pay the referenced invoice to receive the discount
Create Date	Date the invoice was created in IPP
Total # of Days in Routing	Number of days that the invoice was in Workflow
Invoice #	Number assigned to the invoice by the vendor or Disburser Self-Service user
Invoice Grand Total	Total amount of the invoice
Currency	Invoice currency
Payment Terms	Discount terms for the invoice if the agency pays the invoice by the Discount Due Date
Anticipated Due Date	Date when the invoice is due for payment
Current Assignee	Name of the Disburser user currently assigned the invoice through Workflow If the Current Assignee was assigned due to delegation or reassignment of a task, IPP displays "(DE)" or "(RA)", respectively, to the left of the user's name. Note: If the Workflow task is assigned to a group and then a member of the group is reassigned to another user, the task remains assigned to the group until all of the original members of the group have been reassigned to other users. Once it is no longer a group assignment, one of the individuals will be displayed as the Current Assignee, but not necessarily the most recent assignee.
Assignment Date	Date Workflow assigned the invoice to the Current Assignee
1st Escalation User	If applicable, name of the first escalation Disburser user
1st Escalation date	If applicable, date of the first Workflow escalation
2nd Escalation User	If applicable, name of the second escalation Disburser user
2nd Escalation Date	If applicable, date of the second Workflow escalation
PO#	Number assigned to the PO by the agency, if a PO-based invoice
Vendor Name	Name of the company supplying the goods or services
Cost Center	Code for a department or unit within an organization, in which managers are responsible for associated costs and for adhering to a budget Cost centers are an expense for the organization.
Business Unit	Code for a segment of a company, such as accounting
Department ID	Code for a larger organization with a specific responsibility
COR Name	Name of the contracting agent
Issue Date	Date the vendor or Disburser Self-Service user issued the invoice for goods or services rendered
Contracting Officer	Name of the Contracting Officer (from the PO Header)
Buyer	Name of the individual who is the buyer in agency’s ERP (from the PO Header)
E-Receipt Date	Date the invoice was received by the agency
Total # of Days since E-Receipt	Number of days from the time the invoice was received and the report was run.
Date Goods/Services Received	Date the goods/services were received by the agency
Date Goods/Services Accepted	Date the goods/services were accepted by incoming inspection
Custom Field 1-6	Custom values supplied by the agency in the PO upload IPP does not display dynamic field labels in the header and thus the Custom Field column headers display the file specification label “Custom Field #”.

PO Remaining Balance Reconciliation Report

The PO Remaining Balance Reconciliation report displays a summary of invoice amounts associated with a single purchase order (PO) or blanket purchase order (BPO). The report summarizes the invoices associated with the PO and remaining invoiceable amounts by schedule number. The report includes invoices for the single PO that match the search criteria for the following status types: Received, Pending Approval, Approved to Pay, Paid, Paid – Returned, SAM – Expired, and Scheduled to Pay. IPP orders the invoices by creation date. The Distribution level fields display below the PO invoice detail.

Group and ALC filtering determine the output the Disburser user has access to view.

The report is limited to purchase orders with 500 or fewer schedules. For large POs, use the Reconciliation Download integration task.

Field Name	Description
PO #	PO number from which the vendor or Disburser Self-Service user created the invoice. If the invoice is a Non-PO/BPO invoice/credit memo, the field is blank.
PO Issue Date	Date the PO was issued
PO Revision Number / Supplementary PIID	If applicable, the revision number of updated PO If applicable, the document version or revision number associated with Procurement Instrument Identifier (PIID)
Freight Limit	Total freight amount applied to the PO
Total Misc	Miscellaneous amount from the PO
PO Total Amount	Total amount of the PO (not the invoiced amount)
IPP PO Remaining Balance	Calculated amount based on the following: PO OrderAmount less (sum of total amount of all invoices from agency's ERP (QuantityInvoiced from Line Schedule)) less Sum (Invoice Summary InvoiceTotGrossVal) plus Sum(Absolute(CM Summary InvoiceTotGrossVal)) against the PO Invoices with the following statuses are not included in the calculation: Exception, Rejected, Voided, and Denied.
Currency	PO currency
Vendor Name	Vendor name from the PO Header
Vendor ID	Vendor ID from the PO Header
Total Freight Taken from all invoices	Sum of all freight amounts for all invoices associated with the PO
Total Misc Taken from all invoices	Sum of all miscellaneous amounts for all invoices associated with the PO minus the miscellaneous amount of any credit memos
PO Status	Open, Closed, Exception, Voided
Payment Terms	Payment terms from the PO Header
COR Name	COR name from the PO Header
ALC Number	ALC number from the PO Header
PO Line and Schedule Information
Agency Part Number	Agency part number listed on the line number from the PO
Item Code	Code for the item on the schedule.
Description	Description of the item from the schedule.
Unit of Measure	Unit of measure value, such as “each”.
PO Line Total Amount	Total PO amount at the line level
IPP Remaining Line Amount	Calculated field: PO Total Amount - Total Freight invoiced - Total Misc invoiced - (SUM of (PO Line Total Amount - IPP Remaining Line Amount))
CLIN	Contract Line Item Number at the line level of the PO, if uploaded in the PO; otherwise, displays N/A (not applicable)
Subline	Subline number of the item supplied by the agency. A subline number identifies a PO line item as being a deliverable subline item.

PO Schedule Number	Schedule number for the line number of the PO
Service Date From	For BPOs, the service Start date
Service Date To	For BPOs, the service End date
Quantity	Quantity at the schedule level
Unit Price	Unit price at the schedule level
PO Schedule Total Amount	Invoiced quantity times the unit price
Total IPP Invoiced Amount	Sum of all amounts at the invoice level for the schedule
Amount Invoiced Outside IPP	Dollar amount of the schedule that has been invoiced outside of IPP through the <QuantityInvoiced> tag in the PO Upload file. IPP validates the value to ensure the Distribution amounts add up to the Schedule amounts.
IPP Remaining Schedule Amount	For goods: Displays the PO schedule total amount less quantity invoiced times the unit priceless the sum of the invoice amounts plus the amount credited. For services: Displays the PO schedule total amount less the quantity invoiced less the sum of the invoice amounts plus amount credited.
SLIN	Contract Sub-Line Item Number at the Schedule level of the PO, if uploaded in the PO; otherwise, displays N/A (not applicable)
Invoice Information
Invoice Number	Number of the invoice/credit memo created by the vendor for goods or services; in order of creation date (Invoice Date)
Invoice Date	Date the invoice/credit memo was created
Invoice Amount	Invoiced amount
Invoice Quantity	Invoiced quantity
Invoice Status	Status of the invoice
Paid Date	Date the invoice was paid by the Treasury. If the invoice was updated through Status Maintenance or an Invoice Status upload file, Paid Date is blank.
Distribution Level Any changes made to Distributions within an invoice during the edit process can result in a mismatch between the balance IPP displays on the Distribution and the balance IPP displays on the Schedule.
PO Distribution Number	DistributionNum value from PO
Distribution Quantity	POQuantity value from PO
Distribution Remaining Quantity	Calculated field: For Goods: (PO Distribution Quantity – Quantity Invoiced) – Sum (Invoice Distribution Quantity) + Sum (Absolute(CM Distribution Quantity)) against PO/Sch.Dist. For Services: Null value
PO Distribution Amount	Amount value from PO
Amount Invoiced Outside IPP	QuantityInvoiced value from PO
Invoiced Distribution Amount	Calculated field: For Goods: Null value For Services: PO Distribution Amount – Remaining Distribution Amount
Remaining Distribution Amount	Calculated field: For Goods: Null value For Services: (PO Distribution Amount – QuantityInvoiced) – Sum (Invoice Distribution Amount) + Sum(Absolute(CM Distribution Amount)) against PO/Sch.Dist (Taken verbatim from the Automated Reconciliation Download)

PO Remaining Balance Summary Report

The PO Remaining Balance Summary report provides PO-level information and summarizes the information into a single reporting line. Group and ALC filtering determine the output the Disburser user has access to view. Search criteria includes: PO Number, ALC, Vendor ID, PO Issue Date range, PO Status, and PO Hold status.

Field Name	Description
Summary Section
Number of PO Records returned	Number of records of total number of records and the page number of the report
Report Name	PO Remaining Balance Summary Report
Run Date	MM/DD/YYYY
Details
PO #	PO number from which the vendor or Disburser Self-Service user created the invoice. If the invoice is a Non-PO/BPO invoice/credit memo, the field is blank.
PO Issue Date	Date the PO was issued
PO Revision Number / Supplementary PIID	If applicable, the revision number of updated PO If applicable, the document version or revision number associated with Procurement Instrument Identifier (PIID)
Total Freight	Total freight amount applied to the PO from the PO Header
Total Misc	Miscellaneous amount from the PO Header
PO Total Amount	Total amount of the PO (not the invoiced amount)
IPP PO Remaining Balance	Calculated amount based on the following: PO OrderAmount less (sum of total amount of all invoices from agency's ERP (QuantityInvoiced from Line Schedule)) less Sum (Invoice Summary InvoiceTotGrossVal) plus Sum(Absolute(CM Summary InvoiceTotGrossVal)) against the PO Invoices with the following statuses are not included in the calculation: Exception, Rejected, Voided, and Denied.
Currency	PO currency
Vendor Name	Name of the vendor from the PO Header
Vendor ID	Vendor ID from the PO Header
Set ID	Set ID from the PO Header if supplied; otherwise Blank
Site ID	Site ID from the PO Header
Total Freight Taken from all invoices	Calculated field: Sum of all freight amount for all invoices associated with the PO
Total Misc Taken from all invoices	Calculated field: Sum of all miscellaneous amounts for all invoices associated with the PO minus the miscellaneous amount of any credit memos
Total # of Invoices/Credit Memos	Calculated field: Count of all invoices/credit memos used to determine the IPP PO Remaining Balance amount
PO Status	Values: Open, Closed, Exception, Voided
Payment Terms	Blank if no payment term or payment is invalid
COR Name	COR from PO Header
ALC Number	From PO Header, blank if not supplied