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Evo-ERP and DBA Classic >> Accounting >> GL expense account on AP history
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Message started by Kopfmann on 08/02/05 at 12:33:07

Title: GL expense account on AP history
Post by Kopfmann on 08/02/05 at 12:33:07

Is there any way to get the gl expense account # printed on the AP Payment history??

Title: Re: GL expense account on AP history
Post by lmk223a on 08/03/05 at 04:02:06

If there is a way to print GL expense account, how would A/P payments with multiple GL expense accounts be handled?

For example, when I enter the VISA bill, it may contain as many as 10-15 different GL expense accounts. Can DBA/EVO handle this?

Also, it would be nice if the line number limit could be increased in entering A/P invoices (AP-B), as it takes two DBA/EVO invoices to enter one VISA bill.

Title: Re: GL expense account on AP history
Post by David Waldmann on 08/04/05 at 07:49:25

lmk223a wrote:

Also, it would be nice if the line number limit could be increased in entering A/P invoices (AP-B), as it takes two DBA/EVO invoices to enter one VISA bill.

DITTO!

Title: Re: GL expense account on AP history
Post by Lynn Pantic on 08/06/05 at 05:14:43

Actually, the issue is more one of developing a better way to handle credit card purchases than it is to increase the number of voucher lines. If you are entering all the lines of a credit card bill onto a single voucher to the bank or credit card customer, you have lost all visibility of the payments and purchases to the original vendor. For miscellaneous travel and meals this is no big deal but for vendors that will need a 1099 or other purchases that need vendor history, it is a different story.

Title: Re: GL expense account on AP history
Post by lmk223a on 08/08/05 at 05:07:56

It's not that I am entering every line on the VISA bill, but the bill itself is 2-3 pages of detail, and when summarized by GL account, it could range from 10 + more different GL's, since Engineering, Purchasing, Sales, Management and personal expenses are all shown on the same credit card statement.

Title: Re: GL expense account on AP history
Post by wildco on 08/08/05 at 05:59:29

What we did to preserve AP history was to make "credit card purchases" another checking account. That way, we can order CC stuff on a PO (thus preserving all info) and enter the AP Invoice as a COD invoice (selecting the credit card purchases account), and not print the manual check.

Things that are not ordered on a PO are journaled (GL-B) into the "credit card purchases" account based upon the receipt that is given to us as a journal entry as a cash disbursement.

Then, when the credit card bill comes, we voucher the bill and then can reconcile the credit card purchases register to make sure everything is OK.

It sounds a little cumbersome, but once everything is set up properly it works very well and is not much effort.

Title: Re: GL expense account on AP history
Post by Kopfmann on 08/08/05 at 06:40:32

Back to my orginal question? Can the gl# print on the ap payment history?

Title: Re: GL expense account on AP history
Post by Lynn Pantic on 08/08/05 at 07:50:05

There IS no GL Account at the time a payment is posted - the transaction at that point is strictly between cash and AP. Consider the Visa Bill with 10 different GL accounts when the voucher is entered, then you make a partial payment - what expense accounts are you paying? You are trying to use cash basis logic with accrual based processing.

Title: Re: GL expense account on AP history
Post by Lynn Pantic on 08/08/05 at 07:52:40

Wildco & lmk223a -

That is why I am looking at a more streamlined way to handle credit cards. The dummy checking account works OK and at least retains the vendor history but it would be nice to make it more automatic.

lmk332a - if you have Purchasing using a credit card, those PO's will never be processed properly if you just pay the credit card bill.

Title: Re: GL expense account on AP history
Post by lmk223a on 08/08/05 at 09:11:58

the Majority of our VISA purchase orders do flow through AP-C and Purchase orders fine, with the vendor being the Credit Card Company and the terms being Credit Card, except for those management makes bypassing purchasing.

The challenge is entering the rest of the VISA bill, whether it be in AP-B or processing it as a journal entry in GL-B, there are still numerous GL accounts involved.

Title: Re: GL expense account on AP history
Post by Kopfmann on 08/08/05 at 11:08:41

my problem with the gl and ap is that my boss has to take the AP payment history for the preceding month and hand write all the GL account #'s on the report to give to our accountant.
Any ideas?