What is the column called in a smartlist accounts payable query for the account distribution?

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I need to know where invoices were expensed to in an accounts payable smartlist query. In the Accounts Payable module when I look that up it is called the "Distribution Reference" but that field is not one I can choose to add as a column in the smartlist. I have over a 100 invoices to research so do not want to pull each one individually in the Purchasing module.

Any assistance is appreciated.

Kristin

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26P2ER 1,775 on at

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hI KristinLBL-

Are you able to add [Accounts Payable Account Number] and [Accounts Purchases Account Number] columns to your smartlist?

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Victoria Yudin 22,769 on at

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Hi Kristin,

This is not possible in out of the box Purchasing SmartLists. The reason is that there are multiple GL distributions per transaction and the number of the distributions can vary. The Payables Transactions SmartList always shows only one line per transaction - so there is really no way for it to show you all the GL distributions on there.

You can create a custom SmartList using code on my blog to help you with this. I think this one would be the one you want: https://victoriayudin.com/2008/11/28/sql-view-to-show-all-gl-distributions-for-ap-transactions/.

Another option might be to use the Account Transactions SmartList in the Financial series. If you are posting payables transactions to the GL in detail, then you will be able to see all the GL distributions directly in the GL. The Vendor ID will be in the Originating Master ID and the Document Number will be the Originating Document Number.

Hope that helps.

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Victoria Yudin 22,769 on at

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Ven,

I would be careful about using those columns - I believe those are the default accounts from the vendor, not what is actually on transactions.

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mikepeck 356 on at

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The Columns you want are not part of any of the standard SmartList Objects. You would have to use the SmartList Builder to create a Custom Object which includes the ACTINDX from the Payables Transaction Tables. The complications are that there are three tables to check, depending on the status of the transaction; Work, Open & History. You would likely want to include all three in a view, then create the SmartList Builder custom object, using that view.

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L Vail 65,271 on at

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Hi,

Another thing to keep in mind is that using the distribution table from the payables module just tells you what payables suggested to the general ledger - there's no guarantee that those accounts were, in fact, used on the journal entry.

Leslie

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