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Stub Information When A/P Check Is Printed First

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Posted on by john.ellis

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Hi:

The end user prints her A/P checks, first, and only later enters and posts the A/P invoice that that check will be applied to.

The check format is check-stub-stub, and the Report ID is 10412.

Her process, therefore, prevents data from appearing on the check stubs for the Document No. and Document Date. Not only that, the "Posting Description" field on the stubs only shows the Vendor Name. So, the end user is unable to enter a note into the Payment Journal's "Description" field that will appear on the stubs.

True, we could probably turn off the setting in Purchases & Payables Setup that copies the Vendor Name to the Payment Journal. But, it's not preferable to do so.

For those users who print checks prior to entering and posting their invoices, is it possible to have any data print on the check stubs for Document No., Document Date, and Posting Description?

Thanks!

John

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Amit Baru 3,043 on at

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Hi,

Can you explain with example with report image.

Regards

Amit Sharma

www.erpconsultors.com
john.ellis 3,530 on at

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Hi:

The first screenshot below shows the Payment Journal, while the second shows the left-hand side of both of the stubs that print underneath the check.

For privacy reasons, I could not show the full "Posting Description" field from the stubs. Doing so would reveal the name of a vendor that my end user works with.

Anyway, you can see where the Document Date and Document No. fields do not print on the stubs.

What do I do about this?

Thanks!

John
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Dallefeld 235 User Group Leader on at

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Document No and Document Date should be the vendor's invoice number and invoice date both of which come from the vendor ledger entries.

Are you using Apply Entries or entering Applies-to ID on the payment journal lines. The preference is Apply Entries. If you have not executed that to identify what invoices are being paid the document no and date will be empty.
john.ellis 3,530 on at

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Again, the client prints checks first a lot of the time without entering and posting invoices.
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Dallefeld 235 User Group Leader on at

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Where would the information for the stub come from?

If the invoices have not been entered, there is nothing for the stub to print....
john.ellis 3,530 on at

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Shoot!

Okay, thanks.

What about the "Posting Description" field issue? Is it not possible to override that by typing data within the "Description" field in the Payment Journal?

I tried to do so, but it didn't work.

John