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[Betty Hall]

We are trying to split our AP by Division and would like to be able to print a report that will give the GL distribution for each voucher open

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Betty Hall
Christensen Inc
Richland WA
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[Tanya Henderson]

Unfortunately, GP does not do a trial balance Open report by a segment of the GL.  This is why Binary Stream MEM is so popular.  You could do a custom report to get what you are needing if you do not need that much functionality.  Victoria Yuden might have something to get you started.  If you need help with this I am happy to point you in the right direction as well, but SSRS reports work well for this.
Tanya

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Tanya Henderson
Senior Consultant
S2 Technology
Park City UT
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[Tanya Henderson]

Betty,
I am going to add something else as well that you could also use Live Excel’s or Smartlist Builder if you have that.  If you are looking for just open transactions that is much easier than and Aging report.  I also think has some scripts and examples on her website.
Tanya?

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Tanya Henderson
Senior Consultant
S2 Technology
Park City UT
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[Gerald Buenafe]

HI Betty,
Are you looking for an Aging or just Open transactions?

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Gerald Buenafe
Owner/Consultant
BTP Technologies LLC
CHANTILLY VA
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[Betty Hall]

A historical aging – we are trying to tie our payables to division – we have one AP

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Betty Hall
Christensen Inc
Richland WA
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[Samantha Higdon]

Hi ,

A lot of good suggestions and conversation have already happened, but let me throw my 2 cents in.  

Questions:
1.) Do your vendors work with multiple divisions or is it generally a pretty clean 1:1 relationship?
2.) What type of AP Invoices are we dealing with?  Do you only use Payables Transaction Entry?  Do you do enter/match on PO related invoices?  Shipment/Invoices in Receivings Transaction Windows?

Option 1 – If your vendor list is clean and there is no co-mingling (i.e. Vendor A only works with Division 10 not Division 20)You can leverage either Class ID, User Defined 1, or Payment Priority on vendor card to separate by division.  You’d then have to ensure that the vendors are set up to use the correct AP account so there’s no co mingling there.  From a report perspective, you could run the Historical Aged Trial Balance with filters for whichever of those fields you decide to use as your division indicator.  As long as everyone uses the correct distribution on the entries and they correctly assign your “filter” field, you can essentially run your Historical Aged Trial Balance by division.

If you have vendors who cross multiple divisions it gets a bit weird, but you could still do it…it might take more work though.

Option 2: Leverage a specific field on the various invoice windows (Payables Transaction Window, Enter/Match, etc.) and use it as your key identifier (i.e. Division 10).  Coordinate with someone who has the necessary knowledge of report writing to use the standard Historical Aged Trial balance procedures as a base and pull in your “Filter” field to create a customized Historical Aged trial balance that also filters based on that “filter” field.  Data entry would be key here as users would have to remember to use the appropriate AP distribution on a case by case basis depending which entity the vendor invoice was for.  This could also get hairy if you split a single invoice data entry between divisions (i.e. document total =$50 but $25 of it belongs to Division 10 and $25 to Division 20).

Option 3:  If you have Extender, you could create an extender field to capture your division filter. Then you could essentially use the standard HITB as a starting point but incorporate the extender field to achieve a HITB by division. ata entry would be key here as users would have to remember to use the appropriate AP distribution on a case by case basis depending which entity the vendor invoice was for.  This could also get hairy if you split a single invoice data entry between divisions (i.e. document total =$50 but $25 of it belongs to Division 10 and $25 to Division 20).

Does that make sense?  Happy to answer any questions you might have.

Thanks,

Samantha 

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Samantha Higdon ,CPA,CGMA
Consultant
Lagom, LLC
Carmel IN
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[Gerald Buenafe]

Hi Betty,
Were you able to find a resolution for your inquiry?

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Gerald Buenafe
Owner/Consultant
BTP Technologies LLC
CHANTILLY VA
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[Douglas Meade]

GP has a function that does this for you… It isn’t great, but it is worth looking at before heading in another direction…  

Control Account Management will create a journal entry that will reclass the 00-2100 account to 01-2100, 02-2100 based on the payables distributions.
It works well with fully unpaid transactions.  There might be some issues with partially paid transactions, payments on account, and manually entered transactions.

If this works for you on the GL level, you will not need to know the split on the transaction level.

Hope this helps.  If not, this can be done with sql views and smartlists.

Douglas

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Douglas Meade
Business Solution Architect
BrandForces
Fort Lauderdale FL
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