Would you like more control over what information Account Payable sends to your General Ledger? With AIG - More Information to G/L get a more concise, more meaningful audit trail. Specify the information you want transferred to G/L's reference and description fields based on the type of A/P transaction. You can choose from a list of fields such as Vendor ID, Vendor Name, Check Number, Comment, Invoice Number, Ref Code, and up to three user defined fields. You can even piece together text from multiple fields and add free form descriptions.

After installing AIG - More information to G/L you will have a new program option, G/L Transfer Options in your Maintenance menu:

                        ======= Program Options =======
                       |  O - Set Module Options       |
                       |  P - Set Printer Assignments  |
                       |  G - G/L Transfer Options     |
                        ===============================

When you select "G - G/L Transfer Options", you will be prompted to define what information "Create G/L Journal Entries" will transfer to G/L's reference and description fields. Specify what information you would like transferred for each transaction type by entering a combination of text and numeric codes that represent the different A/P fields available. Below is a list of A/P fields and the codes that are associated with each field.

 ===============================
|  Code  Length   Field Descr   |
|   1       6    Vendor ID      |
|   2      25    Vendor Name    |
|   3       8    Check Number   |
|   4      25    Comment        |
|   5      23    Invoice Number |
|   6       8    Ref Code       |
|   7            UserDefined    |
|   8            UserDefined    |
|   9            UserDefined    |
 ==============================

The number of times that a code digit is repeated determines how many characters of the associated field will be transferred to G/L. For example, entering "222222" will transfer six digits of the Vendor Name. Or, "22222222 from 44" would transfer eight digits of the Vendor Name field, the word "from", and two digits of the comment field into the General Ledger.

Fields can also be broken into sections, for example "333 111111 33333" would transfer the first three characters from the check number (Code 3), a space, six characters from the vendor ID (Code 1), then the remaining five characters from the check number (Code 3).

The characters that will be transferred are taken from the left side of the field. For example, entering "4444" would transfer the leftmost four characters of the comment field to G/L. Entering "44" would transfer the first two characters of the comment field. The maximum number of characters that can be transferred for a particular field is determined by the Length column, which is the size of the field in A/P.

Below are two examples of the options screens:

The first example shows the Peachtree defaults when Transfer Vendor Name to G/L is set to "Y".

+--------------------------------------------------------------------------------+
¦APMAINT2              Maintain Accounts Payable Options        COMPANY ID: SP   ¦
¦01/01/94                  Software Professionals, Inc.         GENERATION #: 14 ¦
+--------------------------------------------------------------------------------+
| Transaction        Ref        Description              For the field  Use Code |
| -----------      -------- -------------------------    -------------  -------- |
| Entered Invoice           2222222222222222222 - INV    Vendor ID         1     |
| Entered Auto Inv 33 Auto  A/P Entered Auto Invoices    Vendor Name       2     |
| Invoice Dist              2222222222222222222 - IND    Invoice Number    3     |
| Auto Inv Dist    33 Auto  A/P Auto Invoice Distribu    Invoice Comment   4     |
| Edited Invoices  33333333 111111 - Edited Invoices     Check Number      5     |
| Discount Taken            2222222222222222222 - DIS    Reference Code    6     |
| Open Credit      33333333 2222222222222222222 - OCR    UserDef1          7     |
| Open Cr Dist     33333333 2222222222222222222 - OCD    UserDef2          8     |
| Payments         55555555 2222222222222222222 - PAY    UserDef3          9     |
| Cash             55555555 2222222222222222222 - CSH                            |
| Deleted Invoice  33333333 2222222222222222222 - DIN                            |
| Deleted Inv Dist 33333333 2222222222222222222 - DID                            |
| Deleted Open Cr  33333333 2222222222222222222 - DOC                            |
| Deleted Spec Cr  66666666 2222222222222222222 - DCR                            |
| Void Ck Payment  55555555 2222222222222222222 - VCP                            |
| Void Ck Cash     55555555 2222222222222222222 - VCC    (Press F1-Help          |
| Void Ck Discount 55555555 2222222222222222222 - VCD     for examples)          |
|                                                                                |
|  F1-Help   F5-Defaults   F6-Sample   F7-Def Codes   F8-Undo   F10 Done         |
+--------------------------------------------------------------------------------+

The second example shows the Peachtree defaults when Transfer Vendor Name to G/L is set to "N".

+--------------------------------------------------------------------------------+
¦APMAINT2            Maintain Accounts Payable Options        COMPANY ID: SP     ¦
¦01/01/94                  Software Professionals, Inc.       GENERATION #: 14   ¦
+--------------------------------------------------------------------------------+
|                                                                                |
| Transaction         Ref       Description              For the field  Use Code |
| -----------      -------- -------------------------    -------------  -------- |
| Entered Invoice           111111 - Entered Invoices    Vendor ID         1     |
| Entered Auto Inv 33 Auto  A/P Entered Auto Invoices    Vendor Name       2     |
| Invoice Dist              111111 - Invoice Dist.       Invoice Number    3     |
| Auto Inv Dist    33 Auto  A/P Auto Invoice Distribu    Invoice Comment   4     |
| Edited Invoices  33333333 111111 - Edited Invoices     Check Number      5     |
| Discount Taken            111111 - Discounts Taken     Reference Code    6     |
| Open Credit      33333333 111111 - Open Credit         User Def 1 Title  7     |
| Open Cr Dist     33333333 111111 - Open Credit Dist    User Def 2 Title  8     |
| Payments         55555555 111111 - Payments            User Def 3 Title  9     |
| Cash             55555555 111111 - Cash                                        |
| Deleted Invoice  33333333 111111 - Deleted Invoice                             |
| Deleted Inv Dist 33333333 111111 - Deleted Inv. Dis                            |
| Deleted Open Cr  33333333 111111 - Deleted Open Cre                            |
| Deleted Spec Cr  66666666 111111 - Delete Credit                               |
| Void Ck Payment  55555555 Payments Void Check                                  |
| Void Ck Cash     55555555 Cash, Void Check             (Press F1-Help          |
| Void Ck Discount 55555555 Discounts Taken, Void Che     for examples)          |
|                                                                                |
|  F1-Help   F5-Defaults   F6-Sample   F7-Def Codes   F8-Undo   F10 Done         |
+--------------------------------------------------------------------------------+

F1 - Help can be selected from any field. It will show a description of how the system works, the legend of numeric codes, and an example.

F5 - Default will change all fields back to the standard format A/P currently uses for its transfers to G/L.

F6 - View Transfer will display an on-screen preview of how the transfer will look with the settings you have selected.

F7 - Def Codes allows you to specify which three of the five user-defined fields are represented by the numeric codes 7, 8, and 9. After selecting F7 - Def Codes the following box will appear.

+------Select Field------+
¦  7 - UserDef1          ¦
¦  8 - UserDef2          ¦
¦  9 - UserDef3          ¦
+------------------------+

Selecting "7", "8", or "9" will allow you to choose which user defined field you will associate with that code.

+- User Defined Fields -+
¦  1 - User Def 1 Title ¦
¦  2 - User Def 2 Title ¦
¦  3 - User Def 3 Title ¦
¦  4 - User Def 4 Title ¦
¦  5 - User Def 5 Title ¦
+-----------------------+

For Example, if you wanted AIG Code #8 to transfer information from User Defined Field #2 you would Hit [F7], then select "8", and then select "2" for User Defined field #2.

Technical Note: Not all fields have valid information for all transactions types. If you specify a field that is not defined for a particular transaction type, the field will be blank for that type of transaction. (For example, entering "55555" for the reference field would result in a blank reference field because there is no check number associated with the transaction when you enter an invoice.)