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Author Topic:   Accounts Payable Report
Cathcart
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posted 07-01-2002 03:35 PM     Click Here to See the Profile for Cathcart     Edit/Delete Message
I understand that in order to clear or release a payment made against A/P I need to go into the A/P transaction screen and change the status from O to CLR. When I run a Transactions with Distributions report a line "Change of Account Balances" appears showing the total amount of the cleared transactions. This does not seem right to me. Please explain.

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Pamela
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posted 07-03-2002 11:11 AM     Click Here to See the Profile for Pamela   Click Here to Email Pamela     Edit/Delete Message
Changes in account balance occur when an account is affected through a General Journal entry.

Did you set up accounts payable entries through a general journal or in the liability or accounts payable category?

I reproduced your problem only when I set up an accounts payable entry in the general journal. (e.g. Debit to asset account, Credit to Accounts Payable account)

When I set up an accounts payable entry in the liability or accounts payable category and then subsequently made a payment from a checking account to pay off the payable, the report did not have the "change of account balance" line.

When I set up an accounts payable entry in the general journal and then paid it off, although the numbers on the report were correct, I did get a "change in account balance" on my distribution report.

Therefore, I suggest that you set up the payable amounts in the liability or accounts payable category directly.

Reply to this post if this solution does not work for you.

See the post Accounts Payable for further information.

[This message has been edited by Pamela (edited 07-03-2002).]

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Cathcart
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posted 07-08-2002 05:38 PM     Click Here to See the Profile for Cathcart     Edit/Delete Message
Pam, my accounts payable is a liability account established from the Master CoA. No General Journal entries were used. I opened the A/P transactions screen and changed the status to CLR. My report gives me the change in acct balances.

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Pamela
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posted 07-09-2002 09:09 AM     Click Here to See the Profile for Pamela   Click Here to Email Pamela     Edit/Delete Message
Make sure that you have your transfer clearing account set up for that journal.

If you transfer payments between journals without a transfer clearing account, only the balances will be affected without posting the other side of the transaction in the A/P journal.

If you have the transfer clearing account set up, both sides of the transaction will be posted in the respective journal as a transaction entry. This will eliminate the change of account balances row on your report.

See the post Transfer Clearing Account for more information on this subject.

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