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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Correcting the Distrib...
Microsoft Dynamics GP (Archived)

Correcting the Distribution Account in Payables

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Posted on by Sue B. 295

After a payable transaction has been posted in both Payables and the GL, we may need to change/correct the distribution account.  Currently we do this through the GL, however it would be helpful if we could match the transaction to the vendor.   For example when we run a Smartlist the Vendor name would be under "Originating Master Name."  If the adjusting journal entry is done in the GL this column is blank.  This can also cause a problem for pre-paid/accrued expenses.  The payables transaction shows only the pre-paid/accrued account, but it would be good to match the expense with the vendor so it could be accessed in the Vendor Payables Transaction Inquiry window.  These are often invoices that have already been paid and only need the expense account adjusted.  Is there a way to correct distribution accounts through payables so we can match the expenses to the correct vendor?

Thanks in advance! 

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  • Community Member Profile Picture
    Community Member on at

    Hi Sue,

    Why don't you just change the GL Distributions on the PM transaction? (Click on the 'Distributions' button at the bottom of the transaction entry window before you save / post the transaction).

    If for some reason you can't do this - then in the correcting journal that you post you could use the Line Distribution Reference field in the GL Journal entry - record the Vendor ID in this - and the data will be available in smartlists / reports / enquiries.

    What kind of PM transaction are we talking about?

    Ian.

  • Sue B. Profile Picture
    Sue B. 295 on at

    Hi Ian,

    Thanks for responding.  I do change the distributions prior to posting, however there are some times after a transaction has been posted that we need to change the expense account.  In the GL I'll record the vendor detail in the distribution line, but if I wanted to pull a report by vendor I need to pull two Smartlists, one for the vendor and one where the oringinating master name is blank and do a text search on the distribution column after exporting into Excel and then copy and paste the info into one spreadsheet.  

    What I'd like to do is track the changes somehow in the purchasing module.  Right now when I pull up the Vendor Payables Inquiry window I can't tell if the expense account has changed.  

    The transactions involve invoices mostly.      

    Thanks, Sue

  • Dale Coulthard Profile Picture
    Dale Coulthard 3,055 on at

    As long as the invoice has not been paid, you could void it and reenter which would enable you to enter the correct distribution.

    Best regards,

    Dale

  • Suggested answer
    L Vail Profile Picture
    L Vail 65,271 on at

    Hi Sue,

    I feel your pain!  This has come up many times over the years and I have solved it using Modifier/VBA. First I use Modifier to expose the field on the General entry screen and then I use VBA to write the record to the table. Since GL is the end of the road from a posting perspective, it has not ever 'messed' anything up for my other processing.  If you are just trying to group them together from a GL SmartList, this will be fine.  You will, of course, not be able to zoom around anywhere from the Vendor ID.

    If you have the customization site license, your partner can whip up the VBA mod and you can import it and start using it. You do not need full-blown Modifier to use a solution built with it.

    Kind regards,

    Leslie

  • Sue B. Profile Picture
    Sue B. 295 on at

    Hi Leslie,

    Thanks for answering.  I think the VBA/Modifier is a bit too advance for us!

    I've done a couple of tests in the Purchasing Module.  I enter a transaction entry for the vendor as I would when entering an invoice, however I leave "Purchase" and the other totals on that window as $0.  When I open the distributions window I enter the adjustment.  I do not enter an A/P amount.  In fact if I leave the transaction entry window with $0 amounts, the A/P account doesn't auto populate in the distribution window.  I then post as normal.  This doesn't create a payable in the system, it adjusts the accounts as needed, it links all the vendors transactions in one place.  The data is grouped in Smartlists and I can access all the changes from the Purchasing module.  Everything posts to the GL as I want.  I've run a batch reconcile and pulled up different reports and it doesn't seem to have any adverse affects on the GL.  

    Is there any reason why I shouldn't be doing this?  I don't know a lot about the "behind the scenes" tables or SQL, so I don't want to create a mess, but from a user stand point this is working for me.  

    Thanks, Sue

  • Aaron Donat Profile Picture
    Aaron Donat on at

    Sue,

    trying to understand what you are doing here so forgive me if I missed something.  A couple questions,

    1. Can you explain more in detail about comment: " I do not enter an A/P amount.  In fact if I leave the transaction entry window with $0 amounts, the A/P account doesn't auto populate in the distribution window". Are you not creating any distributions for the PM Invoice and basically creating a "shell" invoice that is in payables for $0.00, posting it and then get the GL entry that you edit after the fact in the General Ledger?

    Is this correct?

    Aaron

  • Sue B. Profile Picture
    Sue B. 295 on at

    I think you got it.  On the main transaction entry window I do not enter any amounts, so "Purchases" is $0.  I then open the distributions window from the entry window and there are no accounts.  (Normally if I enter an amount on the first page it autopopulates our A/P account with the amount).  I then enter the expense accounts I want to Debit/Credit to make the adjusting entry,  When I post the entry in payables the entry is then available to post in the GL.  So it's an invoice with a $0 payable amount but it does not appear on the payables report, but it does show up as a transaction.  After posting it shows as being "History" instead of "Open."  Unpaid invoices show as "Open."          

  • Suggested answer
    Aaron Donat Profile Picture
    Aaron Donat on at

    OK...

    so then back to your question.  Your original inquiry is to be able to edit/add the historical distributions on the Payables side so that they would match any change that you might make from the General Ledger side using your Smart List reports OR being able to get the Originating Fields populated on the GL side when you do a JE transaction.

    If that is the case, there isn't anyway to do that without some type of customization.  You are essentially wanting to go backwards, meaning...from the GL back down into a sub-ledger. For obvious reasons, we don't allow that to happen. As for getting the Originating field spopulated...again, those fields are there for primarily "drill back" purposes into the sub modules.

    As for the $0.00 invoices, I don't think they will be an issue.  However, I am curious if they show up on a Historical Trail Balance report.  I don't think they would as there is NO APPLY record supporting the Current Transaction Amount of $0.00. But I could be wrong there.

    So going back to what Leslie stated, you will need some type of customization. If you were to pursue that, I would focus on coming FROM Paybles down to the GL instead of going from the GL back over to Payables.

    Thanks!

    Aaron

  • L Vail Profile Picture
    L Vail 65,271 on at

    Sue,

    This is a very cool solution!!! I'm going to have to add this one to my bag of tricks!  I love it - I may have to write this up for my lonely blog. I will of course admit that I got the tip from you!

    Thanks for sharing!

    Kind regards,

    Leslie

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