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
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 .
- To report on all or a filtered subset of GL detail items:
- 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).
Data extensions
The following data extension is available for the report:
- Invoice GL detail
Invoice GL Detail Record ID
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.
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.
Invoice GL Detail tab
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.
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.
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.
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 action profiles and report profiles 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. |
| Invalid account | Lists the GL detail lines with an invalid account. |
Report Email dialog
- 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.
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