Additional Transaction Description Needed in AP Voucher

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Posted on by PattiK323

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The Description field in Payables Transaction Entry doesn't allow enough room for an adequate description, particularly when we have a freight invoice that is for multiple customers.

This becomes important because we run Smartlists that pull this description in and that impact certain rebates that we pay (freight for some customers is excluded).

Sometimes, AP will just note the customers, if there's room (sometimes there's not, depending on how many customers are on one invoice), which still involves having to pull the invoices to see the amount that applies to each. Other times, the Description is just left blank when there's not enough room to adequately note everything.

I thought perhaps entering each amount on a different line would solve the problem; but, I do not see any other options for entering descriptions - just the one on the first screen of Payables Transaction Entry - so, that does not solve the issue.

Please refer to the attached document for a pictorial view of what I'm trying to accomplish - in a nutshell, when an invoice is entered, being able to adequately show individual amounts and customers making up the total.

This could be useful in breaking out other invoice amounts; but, this is one that continually delays our close process when we have to pull invoices to calculate rebates.

Is there a way to add additional descriptions?

Thank you.

.AP-Freight-for-Multiple-Customers_2D00_Example.docx

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Microsoft Dynamics GP

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Joseph Markovich 3,976 on at

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Hi Patti

You have two options here.

In the latest 18.4 update, they added a huge description field called Long Description:

You have to turn it on, though, in Setup. Purchasing > Setup > Payables:

Another option is using the Distributions screen. There is the Distribution Reference field for each GL account in the grid.

I hope this helps.

Thank you.

Joe

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PattiK323 281 on at

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This is extremely helpful! Thank you so much! I wasn't aware that an additional Description could be entered in the Distributions screen.

I do have a few more questions:

1) Is it possible to disable/remove the Description field and just have the Long Description field?

2) If not, would you recommend of only using the Long Description field when needed, or getting in the habit of just using the Long Description field all the time?

3) I currently pull information using a Smartlist. I can't seem to find the Long Description field or the Descriptions that get entered in the Distributions screen. The regular (short) Description field as currently pulled in, as Transaction Description. But, I'll need to pull in these other fields that are now going to be populated. How do I do that/what are they called?

Thank you so much for your assistance!

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PattiK323 281 on at

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This is extremely helpful! Thank you so much! I wasn't aware that an additional Description could be entered in the Distributions screen.

I do have a few more questions:

1) Is it possible to disable/remove the Description field and just have the Long Description field?

2) If not, would you recommend of only using the Long Description field when needed, or getting in the habit of just using the Long Description field all the time?

3) I currently pull information using a Smartlist. I can't seem to find the Long Description field or the Descriptions that get entered in the Distributions screen. The regular (short) Description field as currently pulled in, as Transaction Description. But, I'll need to pull in these other fields that are now going to be populated. How do I do that/what are they called?

Thank you so much for your assistance!

Was this reply helpful? Yes No