Beginning and Ending Month/Year

A beginning month/year and ending month/year can be defined for each standing payable.  These dates indicate the period during which an invoice can be created from the standing payable:

·     If the beginning month/year field is blank, the standing payable will go into effect immediately.

·     If the ending month/year field is blank, the standing payable will remain in effect forever.

·     If both fields are blank, the standing payable is always in effect.

Determining which Standing Payables Are Effective for a Period

There are two ways to view which standing payables are in effect during a particular period:

·     Print the Standing Payables Report.  When you request the report, you can specify a beginning and ending month/year.  All standing payables in effect at any time during the specified period will be included in the report.

·     Access the Standing Payables Selection conversation.  The first screen in this conversation allows you to specify a beginning and ending month/year.  The detail screen will list all standing payables in effect at any time during that period.  Note that you can use this conversation to view information without selecting any standing payables.  This allows you to use the selection conversation as an inquiry.

The following examples illustrate how the beginning month/year fields affect which standing payables are included on the report or detail screen.  Note that on the select screens, you cannot leave the beginning month/year blank and specify an ending month/year.

All examples use the following standing payables:        

            Standing Payables Definitions for Examples

The figure below illustrates which months each standing payable will be in effect for May through October of 1999.  An 'X' in the box means that the payable will be in effect for that month.

   Effectivity for Sample Standing Payables

Example 1

Suppose the following fields were entered on the request screen for the report:

·     Beginning Month/Year   7/99

·     Ending Month/Year        8/99

The figure below illustrates which standing payables are in effect during the months of July and August.

  Payables in Effect 7/99-8/99

As you can see, all of the standing payables are in effect at some time during this two-month period.  Consequently, they will all be included in the report.  Note that SP03 will be included even though it is in effect for only one of the two months. 

Example 2

Suppose the following fields were entered on the request screen for the report:

·     Beginning Month/Year   8/99

·     Ending Month/Year        blank

The figure below illustrates which standing payables are in effect beginning with August of 1999.

Payables in Effect 8/99- blank

As you can see, the following payables meet the criteria and would be included in the report:

·     SP01

·     SP02

·     SP04

Example 3

Suppose the following fields were entered on the request screen for the report:     

·     Beginning Month/Year   blank

·     Ending Month/Year        blank

In this case, all standing payables defined in the system will be included in the report.