Accounts Payable > GL Integration > AP Invoice Expense Distribution

AP Invoice Expense Distribution

You use this program to generate a report of General Ledger entries for expense transactions created within the AP Invoice Posting, AP Permanent Entries Posting and AP Exchange Rate Revaluation programs.

This report is generated from the General Ledger journals created by the AP Invoice GL Integration program.

The AP Invoice Expense Distribution report serves as an audit trail of Accounts Payable expense transactions processed.

If you posted all your Accounts Payable ledger journals to the General Ledger, then you can use this report together with the AP Invoice Disbursement Distribution report as an audit trail of entries posted to the General Ledger and possibly to assist in balancing Accounts Payable to the General Ledger when discrepancies exist.

This report can be run at any time and as often as required.

Report Options

Field Description
Report options  
Report type Indicate the type of report you want to generate.

Detail

Select this to print a list (in ledger code sequence) of all expense entries posted against each ledger code.

Totals are printed for each ledger code with a distribution total printed at the end of the report.

If Accounts Payable is integrated to the General Ledger in Summary, (General Ledger Integration - General Ledger tab), then you should print this report in detail for reconciliation purposes.

Summary

Select this to print only totals for each ledger code for all selected entries in a period.

Distribution totals are printed at the end of the report.

Reprint

Select this to reprint AP Invoice Expense Distribution reports previously printed.

When you select this option, you can define a range of selection criteria according to which you want to reprint the report.

[Note]

The number of periods for which you can reprint distribution entries depends on the number of periods for which you are retaining Expense journals (Accounts Payable Setup - History tab).

Reprint sequence

Indicate the sequence in which you want to reprint the report.

By ledger code within group

Select this to reprint the report in entries group sequence.

[Note]

This only applies if you want to reprint ledger distribution entries created prior to SYSPRO 6.1.

Prior to SYSPRO 6.1, a new entries group was created in the General Ledger entries file/table for each distribution report printed.

The General Ledger codes are listed within each group together with the totals posted to each ledger code for that group.

The group number is printed in the heading of the report and a group total is printed on a summary page for each group.

You cannot access this option if you selected the Not linked to G/L - distribution report option at the Integration methods field for Accounts Payable (General Ledger Integration - General Ledger tab ).

By ledger code

Select this to reprint the distribution report in General Ledger code sequence.

A summary page prints the total debits and credits processed to the ledger accounts.
Entry selection  
Journal Select this to reprint the report for a specific range of General Ledger journal numbers.
Entries group Select this to reprint the report for a specific range of distribution entry groups.
[Note]

This only applies if you want to reprint ledger distribution entries created prior to SYSPRO 6.1.

Prior to SYSPRO 6.1, a new entries group was created in the General Ledger entries file/table for each distribution report printed.

This option enables you to reprint these entries groups.
Current GL period This is displayed for information purposes only and cannot be changed.
Period This indicates the period that your General Ledger module is currently in.
Year This displays the year that your General Ledger module is currently in.

Selections

In addition to the report options that can be selected, the following selection criteria can be defined when you select to reprint the report:

Selection Description

Ledger period

You can reprint invoice expense distribution entries for as long you are retaining Expense journals (Accounts Payable Setup - History tab).

  • Period

    Indicate the period(s), within the year(s) indicated, for which you want to reprint the report.

  • Year

    Indicate the year(s) for which you want to reprint the report.

GL journal

Indicate the ledger journal number(s) you want to reprint.

Ledger code

Indicate the General Ledger codes for which the report must be reprinted.

Only those entries for the General Ledger code(s) you select are printed.
Ledger entries group

Indicate the entry group(s), within the selected periods and years, for which you want to reprint the distribution report.

This selection is only enabled when your Entry selection is by Entries group.

Output Options

These options enable you to apply a theme to the report and to define multiple output destinations for the report once it has been compiled (SRS Output Options).

Report Details

The distribution report reflects details of the sub-module transactions posted to the GL Journal and are grouped by the GL journal number.

The term *Multiple* in place of a GL code indicates that, in the sub ledger, a single journal was referenced to more than one control record. For example payments made to customers in two branches in the same session or an invoice with lines shipped from multiple warehouses (if you are integrated by warehouse).

For tax entries, the tax account description is printed instead of the ledger code if you enabled the option: Disburse tax amount over multiple G/L tax accounts (Accounts Payable Setup).

Tax relief entries arise from the AP Tax Relief program and from the Execute AP Payment Run program when paying invoices against which tax relief was previously processed (see Payment Run Tax Relief Recovery).