McKesson AP (Accounts Payable) Detail Report Job Aid

The McKesson AP (Accounts Payable) Detail Report (UCSF Health) displays detailed transaction information for vouchers created in McKesson and posted to PeopleSoft, including PO, Invoice, Vendor, Voucher, Functional Owner, and Item Description. This job aid explains how to filter and run the report.

What can I learn from the McKesson AP Detail Report?

  • Provides accurate and timely information for researching transactions.
  • Facilitates reconciliation to source documents and financial reports.
  • A McKesson AP Detail Report is displayed when you drill through from the Alt Account Detail Report.
  • Allows inquiry by PO, Invoice, Vendor, Voucher, Functional Owner, and/or Item Description.

Report Date Filters

Choose the date range using the From and To dropdown menus. The default date range is the current open accounting period.

Chartstring Filters

  1. Select Business Unit (BU), or multiple BUs – this is a required (*) field .
  2. Enter the Alt Account and/or any other chartfield parameters desired. At least one of the conditionally required fields denoted by an orange triangle (▲) must be used .

See the Filtering and Running Reports in MyReports job aid for additional information and tips & tricks for using the filters to configure your report criteria.

Report Specific Filters

You can further refine your search by PO Number, Invoice Number, Voucher ID, Vendor Name, Functional Owner, or by a specific or general Item Description .

  1. The Functional Owner filter :
    • Allows you to run the report for all Dept IDs where the selected Functional Owner is assigned one of the following roles in PeopleSoft: Senior Executive, Executive Director, Business Officer, or Head of Unit.
    • You can only select a single Functional Owner.
    • Excel and Unformatted report outputs will include a list of all Dept IDs assigned to that Functional Owner.
    • The Functional Owner filter should not be used with the Dept ID filter.
  2. Display Codes and Descriptions  – Display Codes Only (default), both Codes and Descriptions, or Descriptions Only.
  3. Report Sort 1 and Report Sort 2 - allow you to apply one or two sort criteria to the report output, and will generate subtotals by sort group.
  4. Select the Show Detail Columns in Report checkbox to display the full chartstring for each transaction in the report .

Report Output

  1. In addition to the report output selections of On Screen HTML (default), PDF, and Excel , you can choose Unformatted Data .
  2. The Unformatted Data output returns an Excel file that has no special formatting and a single row for column headings, making it the best source for pivot tables and other advanced spreadsheet analysis.
  3. Select your desired report output and click the Run Report button .
In both Excel outputs (standard Excel and Unformatted Data), the workbook will contain at least two tabs. The first tab/sheet always displays the entered filter criteria. The second tab/sheet displays the data and differs depending on whether you selected standard Excel or Unformatted Data.

Working in the Report View

  1. The McKesson AP Detail Report allows you to further refine your report using the Sort 1 and Sort 2 options to group and sort records accordingly with a subtotal in each grouping:
    • Click the Sort 1 drop-down and select a value from the list .
    • If desired, select a second grouping from the Sort 2 drop-down .
    • Click Update .
    • Your report is refreshed and now displays data in your chosen groups with subtotals .
  2. You can choose to display the full chartstring for each item in the report by selecting the Show Detail Columns checkbox . Click Update to refresh the report and display the chartstring detail.
  3. All columns in the McKesson AP Detail Report can be sorted. Click the up (▲) or down (▼) arrows in the columns to sort in ascending or descending order .

Tips and Tricks

  • The McKesson AP Detail Report only displays voucher transactions after they have been posted to PeopleSoft. McKesson payment information is not available in the McKesson AP Detail Report.
  • Each SpeedType recorded in McKesson is translated into the full PeopleSoft chartstring at the time of posting. This facilitates drill-through from transactions in the Alt Account Detail Report (ADR) to the voucher details in the McKesson AP Detail Report.
  • A McKesson AP Detail Report displays when you drill through from the ADR. Drill detail is available only for journals posted on or after February 2018.
  • The MyFavorites functionality allows you to save and retrieve frequently used filter criteria. See the Managing and Scheduling MyFavorites in MyReports job aid for instructions on saving report parameters to MyFavorites, and how to select and run a saved Favorite.
  • For the easiest navigation when using MyReports, close extra browser tabs/windows (usually the result of drilling through to another report) when you have completed reviewing and/or exporting the information.
  • The Alt Account and Dept ID filters are limited to include only those values used in the McKesson system.

Additional Information and Assistance

  • More information about MyReports, including how to request access and additional training, can be found in the MyReports section of the Controller’s Office website.
  • If you require help with a technical problem or have a question about a specific report, contact the Controller’s Office Solution Center at [email protected] or 415.476.2126.
  • To stay informed about MyReports news, follow the directions on the MyReports section of the Controller’s Office website to join the MyReports ListServ.

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