Discription Field in Activity Report

tborgal · Post by **tborgal** » Sat Aug 27, 2005 10:44 am

I have always had a problem with this but never brought it up to see if there are others with the same issue. If you make a payment to a vendor with multiple account entries, and you then run an account activity report the discription field does not use the line discription information. It uses the main discription field. This can be very confusing when looking at this report. Is there a better way to enter these transactions? Or better yet, can the Line discription be used in these reports instead?

tborgal · Post by **tborgal** » Sat Aug 27, 2005 11:14 am

Looking more closely at the problem I have, I saw what the real issue is. If you have two or more invoices paid by the same check the discription line in the activity report displays the discription in the first invoice even if that invoice is not related to the account being reported on. Shouldn't it at least display the discription in the relevent invoice?

tborgal · Post by **tborgal** » Fri Jan 06, 2006 2:27 pm

This question has been sitting here with no reply for quite some time. Is no one else having this problem, or is my question not clear?

Post by **Jeff** » Fri Jan 06, 2006 4:12 pm

Tom,

I think I understand your question correctly. You have 2 or more invoices printed on one check. When posted to FA from AP only the description from the first invoice shows in FA.

When posting from AP, only one transaction is created per check in AP. It needs to do this for your check register and bank reconciliation. So when posting it must decide which description to use, so it uses the description from the first invoice. This is not usually a problem because the vendor name is defaulted into that field and most people do not change the description.

So here is an overview of where information comes from when posting AP to FA.

Check number -> Reference
1st invoice description -> Transacaction Description
Description on the transaction line
- For assets accounts, the first transaction line for that account the line description is used.
  For other accounts the each transaction line description is carried over. Only assets account lines are consolidated together.

I hope this make more sense.

tborgal · Post by **tborgal** » Sat Jan 07, 2006 8:06 am

Thanks Jeff,

It does make sense and I understand why this is done in FA. I am one of the ones who change the description field to something other than the vendor name. It seems to have more characters available and it allows me to give better information to the vendor. This may also explain why I can't get all the information I would like when searching by check number in the AP module. Just means a few steps need to be taken to get a complete picture of an AP transaction. Sometimes you just can't have everything can you.