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.