Is there an easy way to show the break down for GST/HST on AP cheques and/or additional forms? When normally enter an invoice like this for example:

$100 - expense account
$13 - tax account
$113 - total

Is there anyway to show the breakdown when we are entering invoices this way?

The only way we have figured out is to enter separate invoices for the expense and the tax so we can print the description field on the cheque or additional form.

Is there another way?

There are specification codes to print the GL distribution and amounts on the cheque advice. Use the "All codes" specification to see what they are.

Susan:

Unless something has changed that I missed, Andrew suggestion only works if you are doing manual cheques for cash invoices.

The spec codes do not include the breakdown of an invoice.

Is there a table that can be opened in Gridview that will give us the break down of a AR Invoice?

Susan:

If the AP Transaction table doesn't contain what you are looking for then try the AP Invoice Posting Journal (assumes you are following best practises and not purging your posting journals). Unfortunately at best the Invoice POsting Journal will only contain the current fiscal years data.

Are we talking about AR or AP?

Sorry.. AP.

It's a complicated issue where we have a number of vendors who do work for us on contract basis. We might enter 20 or more invoices for each vendor similar to the example above and then pay them for all their invoices at the end of the month and provide them with an additional form that lists all the invoices. Since we don't have an Invoice from the Vendor showing the tax break down, we need to have their GST business numbers and tax breakdown noted somehow. Unfortunately the additional form doesn't show the breakdown.

One way we have come up with is to do separate invoices for example:

IN#1 Install for Joe Smith $100
IN#1HST Install for Joe Smith HST $13
IN#2 Install for Dave Brown $100
IN#2HST Install for Dave Brown HST $13

Ooops I wasn't finished and hit post.

So.. this method is okay, but it's not great. It would be better if we could use columns showing the subtotal, hst, total. We're trying to determine if there are any other options. Maybe produce a report with the invoice details?

There is no need to code to separate invoices. The GL distribution of an AP transaction is saved in Payables.

The attached workspace shows how to calculate this. You can run it against the Adagio Sample Data. If you want to use it against your own data, you will have to edit the GL Account numbers and Filters (perhaps).

Thanks Andrew. This is great!

I need help with this formula. It's working for HST, but I want to add GST.

Currently it says,

IF(TRIM({Acct})="2145",{Amt} ,0)

How do I change that to say, if the account is 2145 or 2140 show the amount?

I tried this but it didn’t work:

OR(
IF(TRIM({Acct})="2145",{Amt} ,0),
IF(TRIM({Acct})="2140",{Amt} ,0)
)

Anyone?