Accounts Payable Detail Information

General Ledger Menu -> G/L Journal -> Accounts Payable Detail Information

If an A/R or A/P Control account has been entered on a G/L journal or G/L check, the associated Customer/Vendor information must be entered.

This is important because these control accounts in the General Ledger must agree with the A/R Sub-Ledger and the A/P Sub-Ledger for accounting purposes.
The only time that this information does NOT need to be entered is when the initial Start-Up account balances are entered for the entire G/L.

The prompts to capture the related customer or vendor information to update the appropriate sub-ledger include:

VENDOR #

Enter the vendor number, or select one from the Vendor Search window.

DOCUMENT #

Enter the invoice or check number for the document.

Note: Document numbers can not be re-used for the same customer or vendor on the same date.

CURRENCY

The Currency code assigned in the vendor file, displays.
This can be over-typed as required.

1099 CODE

This prompt applies only to postings to the A/P sub-ledger, when the 1099 processing is active.
The Default 1099 Box number displays per the Vendor Information.
This can be over-typed as required.

Finished?

Click ACCEPT to create the invoice for the vendor. It will post to the appropriate A/P sub-ledger when the G/L posting is completed.

Click CANCEL to post to the transaction amount to the G/L for the A/P Control account, but NOT to post the corresponding document and amount to the vendor in the A/P sub-ledger.
Warning: This can cause the sub-ledger to become out of balance with the G/L.

After the journal posting is completed an audit record is written to track the posting to the Control Account. It can be viewed in Delete Log, under Function GLET10C.

Note: If the Activate G/L Posting By Division feature is activated in Support Application Parameters the posting to the AP Control account in the G/L will post as of the Division on the check or journal distribution detail.