Accounts Payable > AP Transaction Journal Entries

The AP Transaction Journal Entries Report function allows you to review transactions entered in the Accounts Payable module which will be transferred to the General Ledger during the Post Data to GL function or the Period-End Closing function. The AP Transaction Journal Entries Report function provides an essential audit trail for data transferred to the AccountMate Enterprise General Ledger module.

This report has the following uses:

•To verify the entries generated by the system after recording a transaction in the AP and PO modules

•To determine the cause for an out of balance situation during period-end closing or posting of data to the General Ledger

Note: We strongly advise that you generate the GL Transfer Report when you encounter an out of balance situation..

1.Access the AP Transaction Journal Entries function from the Reports group under the Reports main menu in the Accounts Payable module.

2.Click the List box button next to the Configuration field; then, select the report configuration that you want to use.

3.Select the report sorting option by clicking the List box button next to the Sort By field. Select any of the following options:

•Vendor + Transaction #

•GL Account ID + Posting Period

•Posting Period + GL Account ID

•Posting Period + Transaction Date

4.In the Layout field, click the List box button to select the report layout you want to use in generating the report.

5.In the Report Configuration area, define the report filters. You may mark the Individual checkbox if you want to generate the report for a single vendor or GL Account ID, and enter the value in the adjacent field; otherwise, select in the Filters area the preferred criteria in generating the report.

6.Mark any or all of the following checkboxes, if applicable:

oInclude Unposted Entries

Mark this checkbox if you want to show in the report journal entries not yet posted to the General Ledger.

oInclude Temporarily Posted Entries

Mark this checkbox if you want to include in the report journal entries that are posted to the General Ledger using the Post Data to GL function.

oInclude Permanently Posted Entries

Mark this checkbox if you want to include in the report journal entries that were posted to the General Ledger using the Period-end Closing function.

7.Click the Preview or Print button to preview or print the report. Click the Configure tab to return to the report configuration page.

The AP Transaction Journal Entries function also provides you with the flexibility to perform the following:

•Set up user-defined report macro

•Set up user-defined sort option

•Set up user-defined report layout

•Include notes in the printed report

•Export the report to various supported file formats

•Send the report as attachment to an email

•Include time and printed by information

•Drill-down on certain fields in the report:

oGL Account ID

AccountMate displays the Account Profile when you double-click the GL Account ID in the report.