AP Setup

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Posted on by JulioIglesias247

Hi All,

I am running GP 2010. I have over 50 companies set up. On my latest company, the purchasing transaction entry does not show the default AP account in the distribution. Where is the setup window to set this up?

Thanks

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Mahmoud Saadi 32,738 on at

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Hello Julio

The AP account default from the vendor card primarily, go to Cards > Vendor > Click on "Accounts" button, and fill in the associated AP Account for this specific vendor. In case your vendors are linked to classes, you can get it configured on the vendor class level so that child vendors inherit the AP accounts once they are added and associated with a vendor class.

Another configuration is the posting account setup (Microsoft Dynamics GP > Tools > Setup > Posting > Posting Accounts), choose the "Purchasing" series, and fill in the AP account. In this case, if a vendor is not linked to an AP account, the AP account will be retrieved from here.

Remember, the primary place from which the system looks for the AP account is the vendor card.

Your feedback is highly appreciated,

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JulioIglesias247 on at

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Hi Mahmoud,

For this company I have one vendor and under Cards-Vendors I do show the correct AP GL code. Further under Posting accounts the AP GL is shown as well. Both are showing the correct code. For security I have the AP account setup to now allow account entry under account maintenance. However when the transaction entry is started the account distribution is totally blank and will not allow a manual entry as I have not checked the allow entry. This is how my other company's are set up.

Julio I.

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Mahmoud Saadi 32,738 on at

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The allow account entry is related to allowing the users to enter manual journal entries from the General Ledger module directly on this account, when unchecked it won't allow the users to enter manual journals entries from the GL. This is an important quality check in order to keep the general ledger and sub ledger tied

So, I assume everything is settled and the account gets defaults on the AP and Purchase Order Processing module, right ?

Please let us know your issues if you have any

Your feedback is highly appreciated,

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JulioIglesias247 on at

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No the distribution is still shown to be blank. All other fields that mentioned are accurately set up to show the AP account. Despite this the default AP is not showing up on transaction entry.

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Mahmoud Saadi 32,738 on at

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So for a specific vendor, you include the account payable on the vendor card and still not populated on the transaction entry !

Can you look it up from the distribution window ? Do you have account level security setup ?

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JulioIglesias247 on at

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Yes I do.

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JulioIglesias247 on at

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Have account level security. Yes I can look it up from the distribution window but it tells me the account does not allow account entry.

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JulioIglesias247 on at

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Mahmoud Saadi 32,738 on at

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A common possible mistake is encountered, when you go to the payable transaction entry in order to check the distribution, please fill in any material value in "Purchases" field before checking the distribution. If you have no purchase amounts, the distribution accounts won't be defaulted.

Furthermore, just for the sake of testing, grant the same user which you are using a full access on all accounts. To do so, go to the user setup window (Microsoft Dynamics GP > Tools > Setup > System > User). Right to the User ID field, there is a hierarchy icon, click on it and check the "Grant access to all accounts" options.

Try again now with the payable transaction, does it populate the AP Account ?

Your feedback is highly appreciated,

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JulioIglesias247 on at

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With my user I have access to all accounts. Interesting that I entered 100,000. The PURCH type field stayed blank on the GL but the PAY type defaulted to the AP GL account. Checkbook error?

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