Add Accounts before print Edit Payables Check Batch

Question Status

Verified
Cyclops asked a question on 11 Oct 2017 12:54 PM

Hi,

When I pay a Vendor Invoice in Edit Payables Check Batch window, the Posting Journal and GL show the affected accounts, how can "inject" or "modify" that journal entry?  I need to extract some percent of the invoice that is cancelled and register the extracted value.

For example, this is the normal Posting Journal report after click "Print Checks"

General Ledger Distributions
Account         Account Description          Account Type Debit Amount Credit Amount
000-1100-00 Cash - Operating Account CASH                              0.00 142.30
000-2100-00 Accounts Payable               PAY                             142.30 0.00
                                                                                       ----------------- -----------------
                                                                                                    142.30 142.30

What is need to do is something like that:

General Ledger Distributions
Account         Account Description          Account Type Debit Amount Credit Amount
000-1100-00 Cash - Operating Account CASH                              0.00 135.18
000-2100-00 Accounts Payable               PAY                             135.18 0.00

XXX-XXX-XX  XXXX-ACCOUNT                CASH                             0.00  7.12

XXX-XXX-XX  XXXX-ACCOUNT                CASH                             7.12  0.00
                                                                                       ----------------- -----------------
                                                                                                    142.30 142.30

Is valid to do this? and what is the best way to do

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Suggested Answer
Bill Campbell responded on 11 Oct 2017 2:19 PM

Because I can not figure out a way to edit the distribution of the Cheque during the printing/generation process this is the only option I can think of - without doing a lot of digging.

1. make sure that post thru the GL is turned OFF - this will result in the batch being created in the Financials without it posting -

2. then you edit the Journal Entry in the batch

3. Then as long as the JE's are in balance you should be able to complete the posting.

If you do turn off the posting through the GL for Payables, it affects all users so be careful how you implement that.

Hope this helps - if someone else has a different idea, I would like to hear and learn.

Thanks

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Cyclops responded on 11 Oct 2017 2:45 PM

Hi Bill, Thanks for your help =)

Only one question, The user need to edit the batch before post in the GL?

Best regards

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Bill Campbell responded on 11 Oct 2017 2:46 PM

Yes that is the only way that you can change the values in the JE that I can determine.

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Cyclops responded on 11 Oct 2017 6:38 PM

Ok, I will try to do, But if you find a automat process I would be glad.

Thanks for your help.

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Heather Roggeveen responded on 11 Oct 2017 7:20 PM

Hi

I see a problem with this however.  Won't your account balances be out for the Chequebook and Accounts Payable?

The whole reason you don't edit documents at this stage is because:

- AP code pulls based on the sum of the AP codes of the applied invoices (or the default AP code if the invoices are not applied) - adjust AP codes and your AP trial balance will be out of balance with the GL.

- Cash code relates to the amount that will clear the bank account - adjust the amount and your checkbook balance will be out of balance with the GL.

What is the actual business scenario for doing this?  I don't think I have ever come across a situation where doing what you are wanting to do is the right thing to do.

Cheers

Heather

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Cyclops responded on 12 Oct 2017 1:45 PM

Hi Heather, Thanks for your help.

Currently on my country according of the legal status of the supplier, when you pay a invoice to that supplier, you apply a percentage of retention. there are 3 types of retentions. So each of this must be assigned to their respective account number in the catalog. based on the percent assigned to the supplier, when you pay the invoice the amount is extracted based on the percent assigned, that result must be registered on their respective account for future declarations for the govertment and audit.

So currently I don't know the correct way to achieve that, The only thing that comes in mind is register a database trigger, so in that moment i can catch the record that is being saved and "alter" the amount based on the percent assigned to the supplier.

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Verified Answer
Heather Roggeveen responded on 12 Oct 2017 6:59 PM

Is this like a tax deduction?

In New Zealand, we have some requirements around Withholding Tax when you pay certain contractors.

Their invoice is for say $100 and 15% must be retained and paid to the government on their behalf - is this similar?

If so, then there is a setting in Company setup for Withholding Tax that could be useful.

The other thing you might be able to use is the Terms Discounts (unless you use them for something else).  If you say that that supplier gives a Terms Discount, then you could code the discount off to the account you want it to go to.  You note three different types of retentions, but is it that for a single supplier, they will only have one retention?  If so, terms discounts could work perfectly for you.

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Cyclops responded on 12 Oct 2017 7:29 PM

I'm very glad for your help Heather. Looks like at the end I don't need to code =).

Best regards,

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Heather Roggeveen responded on 16 Oct 2017 6:57 PM

I am glad Cyclops - customisation should always be the last resort.

Always include the business reason when asking about customisation.  Often we will be able to give an answer that doesn't require customisation.

Reply
Verified Answer
Heather Roggeveen responded on 12 Oct 2017 6:59 PM

Is this like a tax deduction?

In New Zealand, we have some requirements around Withholding Tax when you pay certain contractors.

Their invoice is for say $100 and 15% must be retained and paid to the government on their behalf - is this similar?

If so, then there is a setting in Company setup for Withholding Tax that could be useful.

The other thing you might be able to use is the Terms Discounts (unless you use them for something else).  If you say that that supplier gives a Terms Discount, then you could code the discount off to the account you want it to go to.  You note three different types of retentions, but is it that for a single supplier, they will only have one retention?  If so, terms discounts could work perfectly for you.

Reply
Suggested Answer
Bill Campbell responded on 11 Oct 2017 2:19 PM

Because I can not figure out a way to edit the distribution of the Cheque during the printing/generation process this is the only option I can think of - without doing a lot of digging.

1. make sure that post thru the GL is turned OFF - this will result in the batch being created in the Financials without it posting -

2. then you edit the Journal Entry in the batch

3. Then as long as the JE's are in balance you should be able to complete the posting.

If you do turn off the posting through the GL for Payables, it affects all users so be careful how you implement that.

Hope this helps - if someone else has a different idea, I would like to hear and learn.

Thanks

Reply