I'd like to create a report that will give me the detail information from history and current AP invoices. Is there a way in Gridview that I can accomplish this?

Andrew, you always ask me "why", so I'll tell you upfront! We've had many instances where our customers are asking for certified payroll for our installers. This includes the dates of their actual labor. Their payroll is done bi-weekly and even if I enter the actual dates of the labor performed in the detail section, I've only been able to get a report that shows the reference and/or description for the invoice header, not details. We've had to resort to looking through our paper records and I'm hoping there will be a way to do it when entering the information for their pay.

Thanks in advance,
Karen

Hi Karen,

As you indicated, the A/P Current Transactions and Historical Transaction files contain only the 'Header' information, such as document number, header reference/description, total amount, and so on. This is why GridView only shows this information.

If you want the Detail information, you may be able to get what you want with GridView using the table 'A/P G/L Disbursements'. This is the detailed information that you can see when you do a transaction inquiry within Edit/View Vendors and the Transaction screen, seeing the GL detail records. This file contains the Current and History details all combined. The reference and description is the information that you chose to send to the GL, which could be the Detailed description.

With this GridView inquiry, you can add filters for only invoices and perhaps also removing the Payables Control file or other un-necessary GL accounts.

Thanks...I'll try using that table.

Unfortunately it did not work. Reference is generated from the header, as is the description. I tried getting the description field in the detail section to be sent to the GL (thinking I could input the job numbers in there as well as in the job field for reporting purposes) but it wouldn't work. I need to be able to see the breakdown of the jobs our installers do by the date of service for certified payroll.
Any other ideas?

I'm wondering if another composite table could be created to make this work?

Hi Karen,

Are you looking for a composite table between the general ledger (expense) distribution and the invoice header?

Hi Andrew,

No, actually I don't want to send the description to the G/L as I'm limited as to how many fields will be sent and the vendor name is a priority. Perhaps if I NEVER purge the invoice posting journals I can create a Gridview Report using information from these. I am aware that I will not be able to create a manual check "on the fly" as the information from that report would not be included in the Gridview I'm thinking about.

Trying to simplify things in the office, and try to avoid looking through older paperwork.

Hi Karen,

Do you have a spreadsheet or Word document that would show me the type of report you are trying to generate? You could e-mail it to me.

Karen:

I was able to create and link two reports ... one from the header info (I used AP trans with Vendor from the combined tables) and one from the G/L disbursements file. The trick is to use the "trx ID" field in the in the former and the "Trans ID" field in the latter.

Create a calculated field in the header report called "Trans ID" and make the formula just reference the "trx ID" field. Then they will link.

You will have to click on each Vendor (contractor) to get the GL details from the invoice, but it is accesible this way.