Receiving Accrual Transactions

[Algee57]

When Macola posts PO receiving transactions to whatever accrual account has been set up, it posts with a reference to the PO# and part#. When A/P vouchers are created against each PO receiving report the A/P distributions post with a reference to the vendor # (or name if checked on the interface to post with names instead) and voucher number.

Are there any tools available to help match and clear the G/L transactions, beside the Received Not Invoiced Report?

Due to nature of the business it's not enough that I match the report total to the G/L account balance in total. I also have to verify the PO detail between the report and the G/L. At an average of 1100 transactions per month between the two sides, and with G/L transaction references that do not contain a common data element, it becomes an exceedingly tedious chore.

 

[Algee57]

Add'l info...we are on Macola Progression v7.6.2, using Workflow Exporer as the user interface.

 

[NEmacGuy]

The GL in progression is pretty simple, as are most others. I am sure there are things you may be able to do. I did do a crystal report from the GLTRXFIL to the GLTRXHST then to the various distribution files and finally linking to the origination trx files. The report got the job done, except if you posted a recurring journal entry in GL. (SarBox report - the real Who did it ? - every GL trx and how performed the TRX)

An other account did not use Jobs for any other purpose, so they used them to link data such as yours togther.

I wonder what is missing in the received not invoiced report ?

 

[Algee57]

Apologies for the delayed reading of your post - I'm in the office through Wednesday each week, so I didn't see it until today.

We use job numbers for our project work, so that option isn't really available.

I had a consultant in to try to do a "matching report" of sorts for me by pulling the data out of A/P and PO modules, which requires pulling PO# and PO line number. But it turns out that when an A/P transaction is posted in Macola, the PO line number is deleted from the A/P transaction tables (PO number is preserved). That makes it impossible to try and do a report to match the two sides.

 

[NEmacGuy]

There is a table for PO reciepts (IMRECHST - i beleive) that links to the IMDISFIL, the IMDISFIL is interfaced into the GLTRXFIL, but some data is lost, but that data is in the GLTRXHST file (note you can only drill down from the GL Transaction history).
AP transaction have the data you are looking for in the APDISFIL.
You should be able to get what you want because all the data is there. The hard part is putting it all togther.

 

[Algee57]

Thank you. AP seems to be where the trouble is, and I'll have our consultant take another look at it to make sure that was the table he was looking at. He showed me what I thought was the APDISFIL and there was no data for the PO line item field, even though it prints out on the A/P edit list and the A/P transaction posting register.

He made a call to Exact in my presence where Exact told him the line item data element is lost upon posting. But since I cannot be 100% absolutely certain of the table he was looking at, it is worth a double-check.

It's critical to have the PO line item number on the A/P side also because we have repetitive, but unrelated, dollar amounts on PO's. So we can't rely on matching by PO and dollar amounts only.

 

[NEmacGuy]

It may not reference the PO line item, not sure without looking, but you should be able to built it by linking the APDISFIL (AP Distribution) to the IMRECHST (Receiving History) file. Voucher link, and payoff receivers.