Transaction Debit Account Credit Account Post Date Journal Reference Source
Add InvoiceGL Account entered on InvoiceAccounts Payable SummaryDefined on invoiceDefined in Configuration (default) or user enters custom reference.
Credit memoAccounts Payable SummaryEntered on Credit Memodefined on credit memoUses reference defined for Expense items. Defined in Configuration (default) or user enters custom reference.
Credit memo application *Note 1Accounts Payable SummaryAccounts Payable SummarySystem date when credit memo is appliedDefined in Configuration (default) or user enters custom reference.
Discount takenAccounts Payable SummaryDiscount takenCheck dateDefined in Configuration. The text "Discount" appears as the first part of the reference.
Write check *Note 2Accounts Payable SummaryCashCheck dateDefined in Configuration (default) or user enters custom reference.
Invoice entered for alternate fund (e.g., fund 2)Expense fund 2
Transfer out fund 1
Accounts Payable Summary fund 1
Transfer in fund 2
Defined on invoiceDefined in Configuration (default) or user enters custom reference.
Posted check is voidedCashAccounts Payable SummaryCheck dateDefined in Configuration (default) or user enters custom reference. *Note 3
Posted invoice is deletedAccounts Payable SummaryGL Account entered on InvoiceSystem date when invoice is deletedDefined in Configuration (default) or user enters custom reference.*Note 3
Posted credit memo is deletedGL Account entered on InvoiceAccounts Payable SummarySystem date when invoice is deletedDefined in Configuration (default) or user enters custom reference.*Note 3
Invoice adjustmentAccounts Payable Summary
New GL Account entered on adjustment
Original GL Account entered on invoice *Note 4
Accounts Payable Summary
Adjustment post dateDefined in Configuration (default) or user enters custom reference.*Note 3
Invoice with an adjustment is deleted *Note 5Adjusted GL AccountAccounts Payable SummaryAdjustment Post dateDefined in Configuration (default) or user enters custom reference.Note 3
Purchase Order entered *Note 6GL Account entered on PurchaseEncumbrance SummaryDefined on Purchase Order line itemDefined in Configuration (default) or user enters custom reference.
Posted Purchase Order deleted *Note 6Encumbrance SummaryGL Account entered on PurchaseSystem date when purchase order is deletedDefined in Configuration (default) or user enters custom reference.*Note 3
Purchase Order Receipt entered *Note 6Encumbrance SummaryGL Account entered on PurchaseDefined on receipt itemDefined in Configuration (default) or user enters custom reference.
Purchase Order Receipt deleted *Note 6GL Account entered on PurchaseEncumbrance SummarySystem date when receipt is deletedDefined in Configuration (default) or user enters custom reference.*Note 3

Notes:

  1. Application transactions are produced in Accounts Payable 7 only, due to the ability of that version to require additional characteristics such as transaction codes and projects, and the ability to retain equity based on those characteristics, balancing entries are sometimes required. Applications transactions are always produced, but may also include debits and credits to transfer accounts to keep individual transaction characteristics in balance.
  2. If a check pays for invoices with credit memos associated, the net check amount does not post to cash, instead, the software posts the invoice amount and the credit memo separately to the cash account. Net the two amounts to calculate the check amount.
  3. Transactions that are voided or deleted can be flagged with text such as "Adjust" or "Reverse" as the first part of the reference by marking the option in Configuration.
  4. If the invoice has been previously adjusted, the credit will be to the GL Account entered on the previous adjustment.
  5. You cannot delete only an adjustment; you must delete the entire invoice with associated adjustments.
  6. Requires the optional Purchase Order module. Transactions are entered as type Encumbrance.