The Invoice GL Detail folder contains the GL detail lines for each of your invoices. You can edit the Detail Description and Detail Memo fields for any detail line. For detail lines with a source of "Invoice" or "PO" or a use tax type, these are the only fields you can edit. For detail lines that have been merged to GL, you can also edit attribute values. For other detail lines, you can change the Account, attribute values, and Debit or Credit fields as well.
When you have a GL detail line record open, you can click to drill down to the invoice that contains the GL detail line.
Invoice GL Detail Listing
Invoice GL Detail Listing
Purpose
The Invoice GL Detail Listing shows how invoices are distributed to GL accounts.
Content
For each invoice GL detail line included on the report, the listing shows:
GL account number
GL date
vendor name
invoice date
invoice number
batch - entry - line number
debit amount
credit amount.
The following totals appear on the report:
grand totals.
Print the report
In the Navigation pane, highlight the Accounts Payable > Invoices > Invoice GL Detail folder.
Start the report set-up wizard.
To report on all or a filtered subset of GL detail items:
Right-click the Invoice GL Detail folder and select Select and Report > Invoice GL Detail Listing from the shortcut menu.
On the Selection tab, define any filters to apply to the data.
To report on specifically selected GL detail items:
In the HD view, select the GL detail items to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
Click .
To report on a particular GL detail item from the Invoice GL Detail window:
In the HD view, locate and double-click the GL detail item to report on. The Invoice GL Detail window opens with the detail item loaded.
Click .
Select the Options tab.
Ensure the Include Detail checkbox is marked if you want to include GL detail on the report. If you clear the checkbox, the report shows grand totals only.
To include a section at the end of the report with the report settings used to produce the report, leave the Include Report Options checkbox marked. To produce the report without this information, clear the checkbox.
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
If you want the report to start a new page for each change in one of the sorting options you specified, select the sorting option to break on from the Page Break Level drop-down list. If you do not want to insert page breaks, accept "(none)".
If you want the report to subtotal based on one of the sorting options you specified, select the sorting option to subtotal on from the Subtotal Level drop-down list. If you do not want to show subtotals, accept "(none)".
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.
Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
From
The email account from which to send the email. Valid options are:
Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
To
The email address(es) to which to send the email. Separate email addresses with semi-colons.
CC
The email addresses to copy on the email. Separate email addresses with semi-colons.
BCC
The email addresses to blind copy on the email. Separate email addresses with semi-colons.
Subject
The subject line.
Text box
The body of the email.
Data extensions
The following data extension is available for the report:
Invoice GL detail
Invoice GL Detail Record ID
Invoice
The batch name and entry number of the invoice associated with the GL detail record.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Detail Line
The line number associated with the GL detail record.
Vendor
The vendor on the invoice associated with the GL detail record.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Description
The description of the invoice associated with the GL detail record.
Invoice #
The invoice number associated with the GL detail record.
Invoice Date
The invoice date on the invoice associated with the GL detail record.
Amount
The total amount of the invoice associated with the GL detail record.
Balance
The current balance after any merged payments on the invoice associated with the GL detail record.
Invoice GL Detail tab
Source
The source where the journal entry originated.
Account
The account the detail line posts to in General Ledger. This field is enabled if the invoice has not been merged to GL. Partial or invalid accounts are allowed in this field until the invoice is merged. Partial or invalid accounts are highlighted in yellow.
Press F2 to open the Account Expand dialog box where you can look up an account number, find an account number by its alias, build the account number by segment, or view setup and setup sources.
Press F3 to look up the account.
If an account is already selected, you can press F4 to open the record in the Account window.
Attributes
One field displays in this section for each active direct attribute with AP usage.
[Attribute name]
The attribute item associated with the detail line. Attribute items cannot be entered on AP liability, intercompany, or use tax lines. If a default attribute item was overridden, the attribute item displays in purple.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Debit
If this line represents a debit, the debit amount for the detail line. This field is enabled if the invoice has not been merged to GL.
Credit
If this line represents a credit, the credit amount for the detail line. This field is enabled if the invoice has not been merged to GL.
Unit
The unit on the specified GL account.
Press F3 to look up the value.
If a value is already selected, you can press F4 to open the record in its native editor.
Detail Description
A description of the detail line.
Detail Memo
Use this text box if you need to enter additional information about the GL detail line. If the detail line was created as a result of processing recurring invoices, the default memo was copied from the memo on the corresponding detail line of the recurring invoice it was generated from.
Asset Costs tab
The Asset Cost Detail pane shows the Asset Cost Detail HD view filtered to show all asset cost detail records for the selected invoice GL detail line.
Double-click a row in the pane to drill down to its record in the Asset window with focus in the Asset Cost Detail table.
Purchases tab
The Purchases pane shows the Purchases HD view filtered to show all purchases for the selected invoice GL detail line.
Double-click a row in the pane to drill down to its record in the Purchase window.
Tip
For GL detail lines which include part of an allocated cost such as freight, add the Ext Amount column ("Extended Amount") to the view to see the purchase amount with the allocated cost included.
Invoice GL detail security
Common accesses available on invoice GL detail
Access
A user with this access can...
Change
Use the mass change action on invoice GL detail.
Data
Have read-only access to invoice GL detail from anywhere in the software (e.g., field validations, filters, date expressions).
Delete
Delete invoice GL detail.
Edit
Edit invoice GL detail records.
Read
Have read-only access to invoice GL detail records.
Report
Run reports with invoice GL detail information.
Report Designs
Create and edit report designs with invoice GL detail information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers
Create and edit saved answers related to invoice GL detail.
Shared Filters
Create and edit shared filters on invoice GL detail.
Visible
View the Invoice GL Detail folder in the Navigation pane.
Invoice GL detail filters
The following built-in filter is available for invoice GL detail:
Filter Name
Effect
? Account
Prompts for an account number and lists the GL detail lines that reference the specified account.
? GL Date
Prompts for a range of dates and lists the GL detail lines with GL dates in that range.
? Invoice Date
Prompts for a range of dates and lists the GL detail lines with invoice dates in that range.
? Vendor
Prompts for a vendor name and lists the GL detail lines associated with a vendor name that contains the specified search string.
? Vendor Description
Prompts for a vendor description and lists the GL detail lines associated with a vendor description that contains the specified search string.
Distribution Detail Only
Lists only the GL detail lines for distribution amounts.
Invalid account
Lists the GL detail lines with an invalid account.
New Invoices Only
Lists only the GL detail lines for invoices with a status of "New".
to drill down to the invoice that contains the GL detail line.
.
to move your selection(s) to the Assigned Sort Options list box.
and 
to arrange the sort fields in the order you want them applied.
- Provides access to two preview options.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the 
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).