Creating an AP Cover Sheet

Ronald Barron

Hello - before the transition to NXT, we had a Custom Report in Database View that we ran on the day we cut our checks. There is no such option from what we can tell in NXT and I have had to build one that is not easy to read and is missing some of the key information we are looking for. I have created cases (and did chats) with Blackbaud Custom Service but they have not been helpful. I am attaching the two types (our preferred one is the one we used to have). Any guidance or ideas would be incredibly helpful! Thank you.

Preferred AP Cover Sheet.pdf

Alternative AP Cover Sheet.pdf

Roberta A. Gilbert

Do you create these for each check, or for each batch of checks that you run? My first thought is to run a Cash Disbursements Journal on your check date, export it to Excel, and then customize it with columns, borders, fonts etc. right in Excel, or even in Word, if you want to gussy it up.

Ronald Barron

Thanks, Roberta. There is one sheet for each check - in my post, I did also add the Cash Disbursements Journal report which we had to create in place of our prior report but it is still missing critical information that our prior report contained. Also the Cash Disbursements Journal is difficult to read. I appreciate the response.

Roberta A. Gilbert

https://community.blackbaud.com/discussion/comment/307145#Comment_307145

Have you trued exporting these Cash Disb Jnls to Excel? You can add any missing info there, and change fonts or font sizes - whatever you need to make them easier to read. Then just re-save them and print to PDF (or to paper, if that's what you usually do).

Mikayla Owens

Hi, have you tried just running the prepayment report before cutting the checks? This should have all of the needed information it just looks a little different then your preferred Cover Sheet but has all of the same info and believe it is also customizable to include more/less details if needed.

Ronald Barron

Thanks, Mikayla. I have but still do not see options to include:

1. Applicable PO number
2. GL post date (it only shows the check post date)
3. Account charged

I was going to start looking into incorporating a Query somehow. I have chatted with Blackbaud and opened Cases for this but they have not been able to help at all.

Roberta A. Gilbert

Excellent idea to do a query. An AP query should give you the data you need for each check - and you can export the results to CSV or Excel. PO number is listed under Invoice, as is the invoice post date. I think I saw the Account number under Invoice distribution. You'll still have to format it but the info you need should be there.