When entering a voucher line without an item in AP-Process Vouchers, allow the GL account to default from the Maintain Vendor Defaults tab EVEN IF THE ITEM DESCRIPTION FIELD IS BLANK. As it currently stands in our 7.30.5 system, the Vendor’s default GL account will auto-populate ONLY if at least one character has been typed into the Item Description field. On the other hand, if there is no GL account entered on the Defaults tab in Maintain Vendor then there is no GL account for the system to auto-populate, and the GL account must be entered by hand. When the GL account is entered manually the Item Description field is auto-populated with the GL account’s description. That is fine, but the change that our AP clerk would like to see is this: ANYTIME an item-less voucher line is being entered and the Vendor DOES have a default GL account set up, auto-populate the GL account AND ALSO auto-populate the Item Description field with the GL account description.
In other words, she is asking this... Why do I have to type a character in the Item Description field in order for the system to pull the GL account from Maintain Vendor? AND, if the system will auto-populate the Item Description field with the GL account’s description if I enter the GL account by hand, why won’t it auto-populate the Item Description field when the GL account is pulled in from the Vendor default (assuming I have not typed anything into the Item Description field)?
So the request is this... IF an item-less voucher line is being entered, AND a default GL account exists for the Vendor, AND IF nothing has been typed into the Item Description field and the user tabs past it, THEN auto-populate the GL account with the Vendor default, AND auto-populate the Item Description field with that GL account’s description.
Again, the Item Description field is auto-populated with the GL account description when the user TYPES IN a GL account, we just want the same to happen when the GL account is auto-populated from the Vendor’s default GL account, and we never want to have to type anything in the Item Description field in order for the GL account to be pulled in from the Vendor Defaults tab.

by: Ralph A. | over a year ago | 1 - Financial Management