Disqus Agexpert Accounting Questions Archive

• ADMIN RESPONSE

  Feb 10, 2025

  Hi Jana!

  I hope I can explain this through the boards here, hopefully it makes sense!

  There isn't a way that you can make the original memo appear on the cash GL when it comes to payment made on payables. The reason for this is that the expense isn't coming from the original charges, but a calculation the system is doing based on the payment made.

  For example:

  Audit #1 is a payable charge for $100. It is split onto two lines of $50 each. Each line will show separately in the general ledger report on the accrual basis, using the original memo line from these charges. This is because the general ledger is made from the original payable charge entries in Audit #1, regardless as to when the charges were paid.

  This is not the case on the cash basis.

  Audit #2 is the payment made to the supplier. If you set your description & memo to something like "paid on account", then that is what will pull into the cash general ledger report. This is because now, the general ledger report is not being generated based on Audit #1, but on Audit #2. So, it is pulling the memo & description in from that particular transaction instead.

  And unfortunately, as far as I know, it needs to stay this way. We have to account for situations such as partial payments. If Audit #2 was a partial payment, with the rest of the payment made in Audit #3, then to use the original memos would make it look like the same item was purchased twice - even though it truly is only there once.

  So, you can manipulate your description for more information, but that is really as far as you can go with it. It really comes down to which audit numbers make up the report - the original charges (accrual) or the payments on account (cash).

  I hope this kind of makes sense! Cash reporting is its own sort of issue on its own! Let me know if you have any further questions!

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