Understanding the A/P General Ledger Detail Feature
You can view A/P general ledger invoice detail in the General Ledger Posting window. You can view invoice information including the invoice date, the vendor’s name, the total debits and credits, the batch number, and the business period to which the invoice was posted.
You can view current A/P information from the AP-MASTER file or view any journalized A/P information. This includes information from your current, previous, and even future fiscal years:
Current fiscal year: To view A/P detail, you must be able to view current fiscal year information.
Previous fiscal year: There may be occasions when you must pay a bill in December for a January expense. To view postings you made in a previous year, you must set up the prior year’s journal file.
Future fiscal year: There are expenses that you enter in December but don’t pay until January, February, or even March. They remain in the AP-MASTER file until they are paid and purged. Since the year in which they were purged is not the year in which you entered them as an expense, you must also have a future year’s fiscal journal.
These three journals allow you to see all the A/P detail available. As you view detail, you are notified of any discrepancies in your A/P files so you can correct them.
Note: Parameters for setting these three A/P journal file names are in the (LJ1) General Ledger Archive Parameters screen.
To make it easy for you to correct fiscal year errors, the General Ledger Posting window lets you change the fiscal year to which the invoice was posted. This feature lets you view all your A/P entries line by line and make any necessary corrections to the fiscal year. Since the GL-MASTER file only contains A/P summary information, you can make fiscal year changes without affecting your GL-MASTER file.
The (W) General Ledger Reports screen lets you print the A/P general ledger invoice detail in the A/P G/L Summary Report. This report combines both AP-MASTER and JOUR-AP file information. At year’s end, you may have to print as many as four copies of the A/P G/L Summary Report. This report eliminates the need to print separate copies for the AP-MASTER and JOUR-AP files and notifies you of any discrepancies in your payables, so you can make corrections.
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