Accounts Payable — Inquiries
Lookup invoices, file activity, references, and checks
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Inquiries Menu — Introduction

The AP Inquiries menu groups the most common lookup tools used by Accounting to answer “Has it been paid?”, “What check paid it?”, “Which file is it tied to?”, and “What is still open?”. Use these inquiry screens before running corrections (void/remove/renumber) or before starting a check run.

  • When to use: researching open balances, payment history, and audit support.
  • Key outputs: invoice list by vendor, AP activity by file, reference history, check detail.
  • Tip: if you have the check number, start with Inquiry by Check # for the fastest proof of payment.

Inquiry by Vendor

Use Inquiry by Vendor to review a vendor’s open invoices, paid history, and check detail. This is the most common inquiry for AP clerks when answering vendor calls or verifying balances before scheduling.

Fields & Options

  • Company No. — company/entity you are working in.
  • Vendor Name — selected vendor (lookup by vendor number/name depending on your environment).
  • (O)pen / (P)aid / (B)oth / (C)hecks — filter what the list shows.
  • Start Date / End Date — optional date range to narrow results.
  • Summarize by Vendor’s Invoice No.? — set to Y to group by vendor invoice number (helps when multiple references exist).
  • Grid Columns — Reference #, File No., Invoice Amount/Date, Amount Paid/Date, Check No, Balance.
Navigation: Use the Modify Line to

(P)age through results

(S)ort data by date or reference number,

(H)ist to view history by hear

(RETURN) to return to the first prompt.

(Q)uit to exit an inquiry and return to the menu.

Inquiry by File #

Use Inquiry by File # when AP activity is tied to an operational file (shipment/job). This screen shows all AP items tied to the file, including invoices, payments, and check references.

Fields & Output

  • File No. — the operational file/job number to investigate.
  • Open Balance — the net balance remaining for the file’s AP items.
  • Grid Columns — Reference #, Vendor #, Invoice Amount/Date, Amount Paid/Date, Check No, Balance.

Inquiry by Ref #

Use Inquiry by Ref # to locate AP transactions using an internal reference number. This is useful when the caller provides a reference (or when AP uses a standard reference scheme).

Fields & Output

  • Ref No. — reference number to search.
  • Open Balance — open amount remaining for the reference.
  • Grid Columns — Reference #, Vendor No., Invoice Amount/Date, Amount Paid/Date, Check No, Balance.

Inquiry by Check #

Use Inquiry by Check # to confirm payment details, including vendor, date, and which invoice/file the check paid. This is often the fastest way to provide proof of payment.

Fields & Output

  • Bank # — bank code used for the check run.
  • Check # — the check number to locate.
  • Check Date / By — date printed/posted and user who processed.
  • Check Total — total amount of the check.
  • Grid Columns — Invoice #, File #, Paid Amount, Account, Adj-Account, Adj-Amount.

Best Practices

  • Verify before correcting: use an Inquiry screen to confirm status before void/remove/renumber actions.
  • Start with the best key: if you have a check number, use Inquiry by Check #; if you have a file, use Inquiry by File #.
  • Use date filters: apply Start/End date ranges when vendors have long history to speed results and reduce paging.
  • Use summary wisely: vendor-invoice summaries reduce duplicate-looking lines when multiple references exist.
  • Print for audit: use (PR)int or hardcopy options when building a month-end support package.

Frequently Asked Questions

Which inquiry should I use when a vendor says “I never received payment”?

If you have the check number, use Inquiry by Check #. Otherwise start with Inquiry by Vendor to confirm if the invoice is open or paid and to retrieve the check number.

Why do I see multiple lines for what looks like the same invoice?

Some vendors generate credits/adjustments or multiple references tied to a single vendor invoice number. Use Summarize by Vendor’s Invoice No. (set to Y) to group results.

How do I confirm what invoices were paid by a check?

Use Inquiry by Check #. It lists the invoices/files and paid amounts included in the check total.

Where do I find AP activity tied to a specific operational file?

Use Inquiry by File # to list invoices, payments, and open balances tied to that file.