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[Yanna Zhang]

We have couple AP batches sitting under “unposted batches” on GL side.  Does anyone know how to find these batches in Purchasing Module?  These are from 2016 and I’m thinking of a way to clean them up but since they are AP vouchers, i can’t just delete from the unposted batches…

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Yanna Zhang
Stellar Services
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[Shari Bruno]

?Hi Yanna,

It depends on why the batches are unposted. If they didn’t post because of a processing error, such as a inactive account code, you need to recover the batch.  Go to Administration>Tools>Batch Recovery. If the batches are there mark them and Continue. You can then go through Purchasing – Batches or Purchasing Batches – and Post them to see where the error is at. Make sure to print out the first page of the posting journal where the error will be noted. You will also need to recover the batch again in order to fix the error.

If you have already closed the year in GP that these batches correspond with, you can just delete the batch once it’s in Purchasing, instead of posting it.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Yanna Zhang]

thanks Shari.  these batches must have been posted back in 2016 in Purchasing in order to flow to unposted batches in GL.  Currently they are sitting in GL unposted batches.  what i’d like to find out is where do I need to go in Purchasing in order to find the original AP entries… so i can identify if these are valid entries that need to be posted on GL side…

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Yanna Zhang
Stellar Services
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[Shari Bruno]

?The batches would not have posted ion 2016 if they are showing an unposted status, someone just entered the batch in 2016.

Since the batches were not posted the transaction would be in the vendor record with a WORK status. Open one of the transactions in the batch, then run an inquiry on that vendor (Purchasing>Inquiry>Transaction by Vendor.) At “include” uncheck Open and Historical and then redisplay to see the WORK status transactions.

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Thaddeus Suter]

Yanna, When the Journal Entries are unposted in the GL but originated from AP, you cannot directly see the source in the unposted Journal Entry without a small customization with GP Modifier.
However the good news is if you use Smartlist you can find everything you need to know before posting the GL Batch.
Use Smartist – Financial – Account Transcations and set your search to the Journal Entry Number(s) in the unposted batch.
Then expose the Originating Control, Doc and Master ID w Name columns you see in the screenshot below.
That will give you all the info to go to Inquiry in AP on the vendor and find the posted AP Trx in payables management.

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Thaddeus Suter
Retus, Inc
TX
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[Thaddeus Suter]

Yanna,
Here is the standard customization in place so you can see the PMTRX suource vendor and data in the unposted GJ  in GL before you post.
This is a very common mod that your VAR can give you as now you don’t need to use Smartlist to chase down the subsidiary ledger values for unposted GJs.

See the Description Reference line of the expanded  GL Entry below.
The GJ is same as up  above and originated in PMTRX and was Posted To the GL but not Thru the GL.

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Thaddeus Suter
Retus, Inc
TX
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[Yanna Zhang]

thanks!  this helps!

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Yanna Zhang
Stellar Services
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[Shari Bruno]

?  Were you able to get the information you needed?

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Shari Bruno
Accounts Payable Specialist
Bible League International
Crete, IL
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[Yanna Zhang]

yes Leslie.  Thanks!

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Yanna Zhang
Stellar Services
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