Project Ledger - Unpaid Actuals

• What type of transactions contribute to Unpaid Actuals on the Project Ledger?

• When would unpaid actuals show positive or negative?

• How do I tell if unpaid actuals are correct?

• Unpaid Actuals

• Project Inquiry - Cash Balances

• Project Monthly Amounts - View Monthly Amounts

• Project Central - Paid Invoices

Accounts Payable transactions can display as either Paid or Unpaid Actuals depending on where they are in their process

When looking at Project Inquiry for Expense or Funding Source Strings use the View Monthly Amounts option to compare sum of unpaid amount for project year and month to detail transactions for that same month

• How do the Unpaid Actuals and Paid actuals update on a project string

• Revenue Cash based AR codes will update the Unpaid Actuals and will move to paid once the invoice is received creating the CRP journal

• Accounts Payable Invoices use unpaid in many points in their process

  • Unposted Invoice = Unpaid Actual increased to invoice debit Amount

  • Posted Invoice in Approved status = Unpaid Actual

  • Printing moves to cash disbursement = Unpaid Actual

  • Posting Cash Disbursement APP Journal invoice Paid status = Unpaid Amount moves to Paid Actual

  • Voiding Check moves Invoice back to Cash Disbursement = Paid Actual

  • Posting Cash Disbursement Void opposing APP Journal invoice moves back to Approved status and deletes warrant/check run syntax = Paid Amount moves to Unpaid Actual

  • Delete or Void AP Modify Invoice APM journal = Unpaid drops to zero amount

• Other AP info to consider

  • AP Retainage should show as unpaid until it is relived or permanently withheld 

  • Credit Memo show as credit negative amount instead of debit positive

• Unpaid should typically decrease and move to zero amounts if transactions in same month, positive in one month negative in other if API/APM different months to sum to zero.