Just wondering if someone can tell me where the description field from the Invoice Detail screen in AP feeds through to in the GL. We often put extra info in that field as we are entering line detail for an invoice but cannot figure out where that information is in the GL. In fact, I can't drill into the line item to get to that description line in AP after it is posted. The Description in Transaction Details becomes the posting sequence and vendor name, which feeds through to the GL description field. Does this have to do with set-up configuration?

Hi Sage,

The setting for sending information from posted AP batches to the GL batch is found in the AP Company Profile, on the Integration tab. You probably have Vendor Name selected, along with the option 'include batch info in desc 1'.

According to the help file, the 'Doc Description' choice will send the Detail description to GL as long as the option to 'allow editing the distribution Description' in the AP Company Profile is enabled, otherwise the Header description will be sent to GL.

If you have GL90A or later, AP can feed either or both of the 2 GL batch descriptions, so you could keep the vendor name for one and the Description for the other.

You could also define a User Defined code to get this, if you wanted to combine with other information. Select 'User Defined' as the choice for 'Send to GL Description'. Say for vendor code and description, you would have a user defined coding of %ven %des. Any characters after 40 are truncated, so always put shorter codes first, then longer codes.

Ok thanks, I see now how I can view the Description 2 in the GL but is there a way to set up the Detail Listing report so that it incorporates that field or would I have to set up a query in Gridview to access it in a report form?

Also, we have an issue in AP where in the switchover from Accpac to Adagio a few years back we set up departments for our Inc/Exp GL's and now there is the old stand alone GL and then the ones that have dept's attached (ie. GL 7800, GL 7800-100, GL 7800-200, etc). We don't use the stand-alone one anymore (it is inactive) but in the AP upgrade a few months back, in invoice entry the validation seemed to change so now it does the verification after the GL is entered and not after the department. So it errors on the standalone GL's even though there is a GL with the same number with a department. It means we have to actually scroll through and pick the correct GL from the drop down rather than quickly being able to key it in and tab through. It seems the verification should happen after the department is entered for both the GL and the department. I'm wondering if this is going to be fixed in a service pack at some point or is there a setting we need to change? It really slows down data entry and is a bit frustrating for the office staff.

Hi Sage,

In the Adagio Ledger Detail Listing report, there is a setting to show just the primary description, just the second description, or both.

If you have the most recent Adagio Payables version 8.1B and service packs, there is a setting in the Company Profile to control the level of validation for the GL acct and dept. On the 'Batch/Vendor' tab is a field 'Validate Ledger account' with 4 possible choices.

There's an option in the GL Detail Listing report to include the second description from the transaction.

There's an option on the Batch/Vendor tab in Edit Company Profily to control how Adagio Payables validates the general ledger accounts on entry.

Ok, that is good to know. The only problem is that the only option that solves the issue is the 'None' option. The other 3 still validate the GL account first then the department not the combination. Due to the standalone GL being inactive, we get an error that the account is inactive even though we have the same GL with a department. My only option at this point is no validation which is not a great solution. Below is the description of each option, I have tried each one (besides 'none') just to test it and get the same error each time.

Account-Department - Validation is done for both the Account and Department as they appear in the Accounts list.

Account only-dept on file - Validation is done for the Account from the Accounts list and for the Department from the Departments list. The account-department pair does not have to appear together on the Account list.

Account only - Validation is performed on the Account field only. The Department field is not validated at all.

None - No validation of GL account or department fields is performed. Any value may be typed within the field.

Have you considered deleting the account from the GL, or just making it active again?

I have thought of that and actually would love to just delete all those accounts but I am worried about losing past data. I wasn't around when Accpac was used and the conversion to Adagio took place so I am nervous to delete accounts that might have data attached. Is this a valid concern?

If there is data attached, you won't be able to delete them in the g/l.

I tried it on one and there is data attached, there are likely only a few that don't have data so back full circle to the same problem.

After discussion with Sage, we have determined that "none" is the best option for her. She still gets confirmation of a correct acct dept when the account name appears.

Investigating this has turned up the fact that you can't hide inactive accounts on the Finder grid in this form. This option will be added in the next release of Adagio Payables. We think that hiding the inactive accounts in the finder will generate the behaviour you want.

If you cannot wait for the next release, then you could use the Toolkit for Adagio to combine the accounts you no longer want to use.

Sorry.

I changed it to None now to get around the validation but it is still validating on the GL and giving the error. Is this a bug or am I misunderstanding what the options are supposed to do? I have now tried all the options and they all seem to work the same way - at least they are giving me the same result.

Hi Sage,

The purpose of the GL Account validation options in the AP81B company profile are with the existence of GL accounts and/or department pairs, and nothing to do with inactive accounts, when adding a distribution detail to an invoice or cash invoice.

Account-department: A valid account-dept pair must exist in the Ledger data.
Account only-dept on file: The account and department codes must separately exist in GL, but the combination does not.
Account only: The account must exist in GL but the dept does not.
None: Type in any GL account / department you want without validation.

'None' will not look at the GL to determine if codes exist.

Note that this only affects batch entry and does not affect other places where GL accounts can be entered, such as Distribution Codes or Distribution Sets. Where are you getting the error and what is the message?

I'm not sure what your first paragraph means "The purpose of GL Account validation (has) ....nothing to do with inactive accounts..."

I had the first choice selected (Account-Department) and it seemed to be first validating the GL account without a tie to the department so in Invoice entry -> New Invoice Detail -> Acct/Dept (without any Distribution selected) I type in a GL account (as explained previously we have GL accounts that are inactive and then the same GL account with a dept (ie. GL 7710 no dept is inactive but GL 7710-100 is active), I get the error "G/L account 7710-is marked inactive".

I had thought that Account-Department would look at the pair but it doesn't even let us enter the department, I type 7710 and tab over to enter the dept and I get the error. So I changed the option to Account only-dept on file just to test it, same result. So I changed it to Account only (again just to test it), same result. So I changed it to None since it was the only option that would work, except it doesn't work and I get the exact same result. It seems that these options are not working as they should, at least Account-Department and None seem to need a fix. It seems Andrew is saying that a fix is in the works to correct the Account-Department option so that it won't validate against inactive accounts so that is good, I'll use that option once the fix is done but None as I understand it should not do any validation so why am I getting the same error?

If the account exists, then the account status is checked. The company profile option controls whether a complaint should be generated about a missing account or account-department.