Job Aid

Supplier Advance Transactions with Aging

Version # 2

March 22, 2024

 Purpose of the “Supplier Advance Transactions with Aging” Report
This report is used to obtain receivable transactions for vendors and subrecipients. The report is
based on entries posted to account 110181, Advance to Suppliers, and originates from subledgers
including Accounts Payable, project costs, General Ledger, and the Supply Chain Module.

Contents
Job Aid .......................................................................................................................................................... 1
Purpose of the “Supplier Advance Transactions with Aging” Report ........................................................ 2
How to run the report .................................................................................................................................. 3
Aging Report: Instructions on how to submit to HQ by the 20th of every month .................................... 4
Create a Pivot Table ................................................................................................................................. 4
Required Fields ......................................................................................................................................... 5
Appendix....................................................................................................................................................... 6
Explanation of Parameters....................................................................................................................... 6
Transaction Entity .................................................................................................................................... 6
Owning Entity ........................................................................................................................................... 7
Project Zero Entries .................................................................................................................................. 7
The “Include Subrecipient Only?” Flag .................................................................................................... 8
The “Include Conversion and Offsets?” Flag ........................................................................................... 8
Aging Logic ................................................................................................................................................ 8
Invoice Date vs. Accounting Date ............................................................................................................ 8
Party Number vs. Supplier Number ......................................................................................................... 9
How to run the report
1. On the Insight Homepage, access the Navigator icon at the top left:

2. Go to
3. Click on Reports and Analytics

4. Go to Browse Catalog at the top right. A new tab will open with the Catalog:
5. The path directory for the report is Shared Folders/Custom/Finance Owned/Global
Reports/AR/CRS_Fin_Trans_Supplier_Adv:
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Aging Report: Instructions on how to submit to HQ by the 20th of every month

Create a Pivot Table

1. Schedule the report by selecting the below parameters:
Note: A description of all parameters can be found in the Appendix

Select the transaction entity of your Country Program and change the ”Accounting Date, Through” to
the end date of the period that was closed.

2. Create a pivot table from the data to see aging information by account party name, number,
project and currency code.
3. Create two pivot tables with one tab for Subrecipients and the other for Vendors.
4. Pivot table formatting is slightly different between Excel 2007 and the current version. To use
the newer version of Excel, save the report in the current version of Excel and then close and
reopen it to ensure it is not in Compatibility Mode.
5. If you have multiple Rpt sheets, consolidate the data into a single sheet using copy and paste.
6. Select the column headings and all the data rows in the Rpt sheet.
7. Insert > PivotTable > OK (to take the defaults and create the pivot table in a new worksheet)
 8. Design (tab) > Subtotals (dropdown) = Do Not Show Subtotals
9. Design (tab) > Report Layout (dropdown) = Show in Tabular Form
10. Design (tab) > Report Layout (dropdown) = Repeat All Item Labels
11. Drag fields into the areas as shown:

Required Fields
1. Filters: Subrecip flag, Supplier Type, Category, Transaction Entity, Conv/Offset, Account
2. Rows: Trans Entity, Party Name, Party Num, Project, curr code
3. Values: Sum of USD Amount Open and Sum of Entered Amount Open will be used in the values
area:

Insert fields to match the screenshot below.

2 3

See sample pivot table below:

4. Once complete, copy and paste the content of the pivot tables as values onto two other tabs
and add two columns for: Reason for Advances over 90 days and Action that will be taken.
Below is an example of how the workbook/tabs would look like:
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5. Include your input for the two columns identified above.

6. Save the workbook with the following naming convention: XXXX_110181 Aging_Jul22 where
“XXXX” represents your Country Program Code and update the respective period and fiscal year.
7. Place the file in the designated Microsoft Teams folder for your respective country program.
8. Send a notification to your HQ analyst after adding the appropriate signatures/PDF as shown
below:

Appendix
Explanation of Parameters
The report can be run based on nine parameters. If all default parameters are used, the report will run
for the entire agency from inception to the current period. An ITD report for the agency usually takes
around 2 hours to complete and will result in multiple tabs in Excel. The report will need to be saved in
.xlsx format and the data on all tabs will need to be consolidated on one tab for analysis.

Transaction Entity
The report can be run based on owning or transaction entity. Transaction and owning entity can be
different from each other because the owning entity is the entity that owns the project being charged
while the transaction entity is the entity in the General Ledger (GL) string of the transaction.
The transaction entity parameter should be used when tying to a country program’s trial balance and to
submit the monthly aging report to HQ.

Owning Entity
The owning entity parameter should be used when running a report that has all transactions for a
country program’s projects. This includes transactions made by one country program to another
country program’s project. Selection on owning entity will not have project zero entries:

How to select Owning Entity:

Project Zero Entries

Project Zero entries will have a blank owning entity so if project zero entries need to be included, set the
owning entity to “All” and filter in the report output by the transaction entity parameter as needed.
Project zero balances will need to be included when tying the report to the Trial Balance. Review
project zero balances carefully to determine what should be reclassified to the appropriate project. The
Period parameter will override the accounting date range parameters.

Note: If the period parameter is used the report would only be a transaction report and aging
information would not be accurate.
The “Include Subrecipient Only?” Flag
The “Include Subrecipient Only?” flag can be set to Y or N. When set to Y the report will only include
transactions for subrecipient supplier types. When the flag is set to N the report will include
transactions for all supplier types including subrecipients. The report output has a column that specifies
whether each transaction is a subrecipient transaction so the report could be run to include all supplier
types (Report Parameter: Include Subrecipient Only = N) and then filter on the subrecipient flag column
(Subrecip Flag) as Y or N accordingly.

The “Include Conversion and Offsets?” Flag

The “Include Conversion and Offsets?” flag can be set to Y or N. Conversions and offsets are transactions
imported and created as part of Insight During the conversion process, account 110181 balances and
transactions were entered into the AP subledger and the GL and then subsequently reversed in the GL
to avoid duplicative effects. When the flag is set to Y then all transactions will be included. When the
flag is set to N, conversion and offset transactions will not be included in the report. Conversion and
offset transactions by themselves should net to zero. The report has a column that specifies whether
each transaction is a conversion or offset transaction so the report could be run to include all entries
(Include Conversion and Offsets = Y) and then filtered accordingly.

Aging Logic
The report will create aging buckets by project and party number by applying any liquidations/reversals
(negative amounts) to the earliest advances/adjustments (positive amounts), on a first in first out basis.
When liquidations/reversals are applied to the advances/adjustments, they will reduce the USD Amount
Open in column Z. The total of the USD Amount Open column is the open receivables for a particular
party number and project for the period the report is run. Alternatively, the USD Amount in column Y is
the transaction amount entered in the system. Although the grand total of both columns will be equal
by party number and project number, they will not be equal by aging bucket.

Use the USD Amount Open column for aging. You can run the report with a period earlier than the
current period. Any liquidations or advances in subsequent periods will be excluded, and aging buckets
and open amounts will be adjusted accordingly. Similar to USD Amount Open, Entered Amount Open is
available for aging and creates aging buckets by project, party number, and currency code based on the
entered amount of the transactions.

Invoice Date vs. Accounting Date

The number of aging days for each transaction is calculated based on the time from either the AP
invoice date or the accounting date of the transaction to the end date of the period the report is run.
Transactions entered directly in projects or the General Ledger as well as revaluation, conversion, and
supply chain entries will not have invoice dates, and the basis of aging will be the accounting date. The
invoice date will be used for aging on all transactions when present. The report has a column for Aging
Date which will specify which date was used for aging and can be compared against invoice or
accounting date for verification.

Party Number vs. Supplier Number

The report will create aging buckets by project and party number when party numbers are available.
The party number was chosen over supplier number for aging because they are more consistently
populated in transactions. There are transactions where party numbers are populated without a
supplier number. When a supplier number is provided there will always be a corresponding party
number.

Note: Revaluation entries will not have a party or supplier number.