Accounts Payable > GL Integration > AP Expense Distribution

AP Expense Distribution

You use this program to generate a report of ledger entries created when you process expense transactions created within the AP Invoice Posting, AP Permanent Entries Posting and AP Exchange Rate Revaluation programs.

The report is generated from the ledger journals created by the AP Invoice GL Integration program and serves as an audit trail of Accounts Payable expense transactions processed.

The 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 to generate.
OptionDescription

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) 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.

Print sequence

Indicate the sequence in which to generate the report.

Option Description

By ledger code within group

Select this to generate the report in entries group sequence.

This only applies to ledger distribution entries created prior to SYSPRO 6.1.

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).

By ledger code

Select this to generate the report in General Ledger code sequence.

A summary page prints the total debits and credits processed to the ledger accounts.
Entry selection Indicate whether to generate the report for a specific set of journals or a set of distribution entries.
OptionDescription
GL journalSelect this to generate the report for a specific range of General Ledger journal numbers.
Entries groupSelect this to generate the report for a specific range of distribution entry groups.

This only applies to ledger distribution entries created prior to SYSPRO 6.1, in which a new entries group was created in the General Ledger entries file/table for each distribution report printed. This option enables you to print these entries groups.
Current GL period This indicates the period and year that your General Ledger module is currently in. It is displayed for information purposes only and cannot be changed.

Selection criteria

Selection Description

Ledger period
Option Description
Period Indicate the period(s), within the year(s) indicated, for which to generate the report.
Year Indicate the year(s) for which to generate the report.

GL journal

 Indicate the ledger journal number(s) to print.

This selection is only enabled when your Entry selection is by Journal.
Ledger entries group Indicate the entry group(s), within the selected periods and years, for which to generate the report.

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

Ledger code

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

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

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

  • If you posted all your Accounts Payable ledger journals to the General Ledger, then you can use this report together with the AP Disbursement Distribution report to assist in balancing Accounts Payable to the General Ledger when discrepancies exist.

  • 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: an invoice with lines shipped from multiple warehouses when integrating to the General Ledger by warehouse.

  • For tax entries, the tax account description is printed instead of the ledger code if you enabled the Disburse tax amount over - Multiple GL tax accounts setup option (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).

  • All journals/entries (whether previously printed or not) are included in the report according to the report options indicated. The Reprint column on the report indicates whether the journal/entry was previously printed.

Notes and warnings

Reprinting

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