As we know that in accounting process, Account Receivable and Payable transactions are finally posted to create G/L Journal Entries so that the intended G/L Account will be debited or credited accordingly, and the financial statements can be settled. Though Sage 300 keeps the track of which G/L Journal entry refers to the exact debit, credit transaction entries using G/L integration settings, but it is still complicated to track this information.
We have some customer inquiries to get the exact G/L Batch and Entry number for the corresponding AP or AR transaction and we have come with below approaches for this requirement, we can achieve this in two ways, we can provide customized transaction screens to display the G/L batch number and entry no. generated for posted transactions. In this case, the screen will display G/L Journal Batch number and entry number for current transaction if it is posted.
The second option is a custom generic reporting utility, which will provide this information for all the posted entries based on transaction type selection provided on user interface.
- We can either provide individual customized screens as per first options.
- Or we can add a custom report user interface in G/L Report as “Posted G/L Batch and Entries for Accounts Transactions”.
The first approach is time consuming and cost wise at higher side as need to customize number of screens based on requirement,but have the advantage as the individual screen can be opened from anywhere and the GL Batch and Entry number information will also get available as drill down is also going to point the customized screen and the only information for exactly that entry will get available.
On the other hand, the custom generic report will take comparatively less time to cover all types of AP, AR transactions keeping the time and cost estimate slight on lower side. A finance user can generate report for all the transaction types or for particular transactions based on requirement. The only disadvantage is user will have to check for particular accounts transaction and it’s corresponding GL batch and entry number in the listed entries as output of this custom report. Report can be provided as per user requirement i.e. simply an excel import, crystal report or a normal tabular data (grid) on the user interface itself.
Note: Until now, we have created generic report for the A/P Payments and A/R Receipts transactions only, but we can cover more transactions in scope of this report.
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