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Topic

    Thomas Paul
    AP transfer to GL in Detail
    Topic posted August 26, 2019 by Thomas PaulBronze Medal: 1,250+ Points, tagged Financials, General Ledger, Payables, Setup / Administration, Subledger Accounting 
    69 Views, 11 Comments
    Title:
    AP transfer to GL in Detail
    Summary:
    AP Transfer in Summary-Planning to move to Detail
    Content:

    Hi,

    Currently we are transferring AP subledger details to GL in summary mode. Because of reporting needs(and other business reasons), we are looking at transferring the subledger details in Detail mode. However, in my experience, most of the clients do this in summary mode. Can someone provide any info on the following:

    - Any impact on performance(we are not high volume user) if we change from Summary to Detail. 

    - Pros and Cons of summary vs detailed

    - Any setup document listing the steps needed to achieve the detailed transfer(I believe new SLA rules need to be defined).

    Thanks!

    Thomas

    Comment

     

    • Julien Dubouis

      Hi Thomas,
      I can't give you any detailed indications about performance. 
      The drawback I see of the summary mode is that you don't have detailed descriptions in GL, while in detail mode, you have indications about the subledger transaction such as the third party and number. 
      The only thing you have to change is the Journal Entry Summarization (from "Summarize" to "Group By") in Manage Subledger Accounting Options for your given ledger. This is very quick.
      Thanks

      Julien

    • Thomas Paul

      Thanks Julien. Have you seen this Detail mode transfer at other clients?

    • Madhav Jupalli

      Hi Thomas,

      There is no option available to post to ledger in detail i.e accounting for each line from subledger to GL. All options summarize data to some extent. There is a good reason for this as all the transaction details are stored in subledger accounting and you can use account analysis report to report on details. 

      Thanks,

      Madhav.

      • Thomas Paul

        Hi Madhav,

        We are having issues with volume of reporting data. Currently, we have built BI reports to pick up GL/AP information etc on a single report, but this report has its limitations since its taking too long(and most of the times it errors out) once you choose expanded period for reporting. Hence looking into this option of bringing into GL.

        Thanks.

        Thomas

        • Glen Ryen

          Hi Thomas & Madhav,

          Hope you guys are doing well.  Thomas, have you looked into defining additional Supporting References?  I've used that approach before, where you identify a few key pieces of information that you need for GL to subledger reconciliation.  And that would expand the details available from the GL drilldown, from the 'General Ledger to Subledger Account Analysis Report', and for custom BIPublisher reports.  There are OTBI subject areas for them as well, which underpin the seeded GL-AP/CM/AR reconciliation reports.  Defining new Supporting References won't apply retroactively, but a change in the GL posting mode wouldn't either.  And you're limited to specific seeded fields, but it's a pretty big list that varies by Accounting Event Class.

          I think you're going to hit the issues you're mentioning with any custom GL->subledger BIP report, it's hard to cover all the data scenarios and include all the details without performance becoming an issue eventually.  Supporting References are designed for capturing the data in SLA, so they make custom reporting (at least on the available fields) much cleaner and quicker (I find).

          Does that help?

          Glen

          • Thomas Paul

            Hi Glen,

            Thanks for the suggestions. Had a couple of questions:

            - Do you know if Supporting References include Invoice Line Description/Supplier Name. 

            - If we use Supporting References, can we still continue to Summarize the Payables Transfer Detail to GL(as is being done today)

            - Do you have any documentation that I could read up?

            - Are supporting references visible in GL JOurnals? Or are they in SLA only.

            Thomas

             

            • Madhav Jupalli

              Hi Thomas,

              Please see attached and see if it helps. I wrote this a while ago for Projects and Grants but the same approach can be used for any module. Also, AP prints invoice line desc in account analysis report without any custom description rule and also it will print vendor and transaction number in the report. In short if you are only reconciling AP to GL, the standard account analysis report should suffice. Only change you need to make is to create a separate layout to export the data in excel friendly manner.

              Thanks,

              Madhav.

              • Thomas Paul

                Hi Madhav,

                Thanks for sending across the document. I will review the same. However, the issue is with Vendor Information. This is not available on any of these reports(source Payables):

                - Account Analysis Report

                -General Ledger and Subledger Accounting by Journal Lines Report

                Invoice Number/Line Description is available, but there is no vendor information at all.

                Are you able to see vendor information?

                Thanks.

                Thomas

                • Madhav Jupalli

                  Hi Thomas,

                  I think vendor name and other transaction related attributes are not available in the standard layout. You have to create a new BI publisher layout to expose these fields in the report. Your technical developer should be able to assist you with customizing the layout.

                  Thanks,

                  Madhav.

                  • Thomas Paul

                    Hi Madhav,

                    My technical developer and I looked at this. Unfortunately, as part of Journal Line description(similar to the document that you provided), Vendor name is not an available field(though the number is!). So it basically means, to get the vendor name from the AP module itself(which is what slows this process) instead of SLA/GL. However, it looks like  for supporting references definition, the Vendor name is available. But t am trying to obtain some documentation around how to configure that for Payables though.

                    Thanks,

                    Thomas

    • Madhav Jupalli

      Hi Thomas,

      Sorry for not being clear. Supplier name does exist in the standard account analysis data model, but the tag is called party name. You can also download the xml data for the report and review the raw xml data to see what all fields are available.

      Ex:       <PARTY_NAME>Amazon.Com</PARTY_NAME>

       

      Hope this clarifies.

      Thanks,

      Madhav.