We are looking at a few of our vendors history and trying to figure out how it's possible that the account details are missing. After looking further we realize it has affected all the Vendors who were combined with Toolkit. I've attached a screen shot.

By the way, we wouldn't have required using Toolkit at all if there was a drop down menu for Report Groups in AP. Since there isn't, we use Control Accounts instead and since it's impossible to change a Control Account in AP, the only work around we've come up with is creating a new account and using Tool Kit to combine into. We've done this to dozens of accounts. Now to find out we've lost all our details in history as a result... not good!

Hi Susan,

I'll have to investigate further. Perhaps the problem is combining vendors with different control accounts or something unrelated. It would be better, if I was testing with a backup of your data...made by the Toolkit, prior to the changes. I'll also need to review what was done and when. That can be coordinated on email.

Softrak: When will there be a drop down report group in AP? Also, when we change from using Control Accounts to Report Groups, how will we ever get rid of all these Control Accounts in AP?!

Hi Susan,

Further upgrades to Adagio Payables are on hold until we've finished Adagio PurchaseOrders. I don't know what the nprocess would be to change a vendor's control account until that development work is undertaken.

Certainly Bob has the tools to do wonderful things.

Hi Susan,

Would creating an Optional field in Payables work for you in the situation where Report Group selection was desired? Optional Fields now allow pre-defining the list of valid choices, allow you to add to the list (or not) and prevent you from entering a non-valid value. It may be that you really need report groups and this is not a valid workaround.

Fields require an additional data file and an index, to provide a drop down selection of available record values. Many Adagio programs such as Receivables and Inventory have an 'Edit Report Groups' function, but to date Payables does not yet have this.

What we really need is for Payables to have the "Edit Report Group" function. We only need one Control Account! I have no idea how I'm ever going to merge the Control Accounts back to one, but that is ultimately what I need to do so that we never have to deal with the impossible task of trying to change an AP Control Account ever again. There is no way I can ever get all our vendors to a zero balance. I used to be able to import a new Control Account to a vendor but that doesn't work anymore.

Susan:
How are you using the different Account Sets/Report Groups?

Hi Bruce,

We're using Control Accounts in AP, but they all use the identical same GL accounts. We're only using them for the purpose of reporting.

Hi Susan,

I can imagine an improvement that would let you change the Control Acount in Payables as long as the GL account was the same.

Even so, this still has to wait.

Susan:
Allow me to interpret your response and to play devil's advocate. I think your concern is that, without validation of the Report Group, a user could type an incorrect value into that field.

So to avoid that risk, you are jumping through hoops with the Account Set code, making your life difficult and bumping up against a (current) restriction of AP.

Why not use the Report Group as it currently exists? I agree that validation is very useful but it's not absolutely necessary. You rely on your staff to enter a Vendor's name and address correctly and, more importantly, to enter dozens of AP invoices correctly every day. Why not rely on them to assign the correct Report Group code?

I wouldn't expect that Vendors are added in the dozens nor that they change Report Groups that often. You can police the Report Groups simply by creating a GridView report that scans the Vendor list and looks for incorrect codes.

It could be that I am over-simplifying your situation and you will point out that there is something I am missing. Your thoughts?

Hi Bruce,

Actually... I'm not sure when or why we started using Control Accounts as a Report Group but is was a mistake. I likely thought at the time that it looked like something we could use for preset Report Groups. I will change them over now to Report Groups and use them as you described but it will be an inconvenience to have to keep an eye on them in case there's one that's not typed exactly right because obviously it won't show up on the report which could mean missed payments. That is a small inconvenience compared to the inability to change control accounts, so I will proceed and change our Vendors to Report Groups. My only concern now is how will I merge the Control Accounts back to one?

Hi Susan,

I was able to reproduce the problem you experienced, merging vendors. When you combined Vendor A into Vendor B, you might have lost some of Vendor A's G/L disbursements for merged transactions. Keep in mind that these G/L disbursements are only for drilldown or reference. They aren't the actual G/L transactions. All posted transactions should have been merged.

This problem applies to merging vendors, not changing them. Combining Vendors with different control accounts, did not make the task any harder. It's still supported. That said, control accounts typically have different G/L accounts, so that change should be considered.

AP and DataCare are capable of detecting orphaned G/L disbursements, so a DIC/rebuild, might have removed them.

I'll have a new build of the Toolkit, later today. I'll send you (and Toolkit dealers) a link download the fix.

Sorry about the hassle.

I don't remember seeing DataCare removing orphan records from AP. Thanks for your quick response and help. Any chance you might want to add AP/Control Accounts to the Toolkit on your spare time? If not, I suppose the only way I can get all the Vendors to 1 Control Account might be to Toolkit every vendor.

I appreciate your confidence in the Toolkit, but there's probably an easier method. Your Adagio Dealer could probably make that change for you...or you could wait and see what's included in the next release of AP. Multicurrency should be considered, because control accounts and vendors require the same currency. FYI, the Toolkit prevents you from combining a USD and CDN vendor/customer.

Unfortunately, currently there is not an easier method. There is actually no method unless you can get your vendors all to zero, which we cannot. Anyway, it's not a big hurry, so I'll wait for a while.. and see what Softrak comes with in the next AP.

Hi Susan,

GridView ReadWrite would allow you to make this kind of change, but I'm not sure that just making this change justifies the expense of the module. I believe that's what Bob was suggesting.

Like all powerful tools, GridView-RW is capable of wonderous things, but also completely destroying your database, so normally an Adagio consultant would help you with this kind of change.

Susan:

What you need done is a procedure that most consultants, who does database repairs, could do for you. Alternatively Softrak or Dakota may be willing to offer you this service.