Eve 'n You can
Find Out Where A GL & AR Transaction Posted

You could say I’m too lazy these summer months…I’d call it just plain busy. Too busy to be original and stop copying & pasting from the manuals? Not exactly.

I’d like to call this section of “Eve-N You Can”: Ancient History Archeological Dig & Identification of GL & AR Specimens, because you guys need to know the secrets of what TOPS Professional™ actually does with a transaction after you POST it into the TOPS history files.

(As you read this, picture in your mind that you are magically transported to a tropical paradise where ENYA plays 24/7)

How can I find out where a GL & AR transaction posted?

1. Go to GL, View Accts
2. Choose the account you know it hit.
3. Record the source and reference ID sections of the GL.
4. Go to GL, reports, source reprint.
5. Complete the information you recorded earlier and it will display on the screen all entries associated with this transaction.

Viewing GL Account Activity in GL, VIEW ACCOUNTS

You will see all the General Ledger transactions on the screen for the date range selected. Here is an explanation of the columns that show on the screen:

• Date: The effective date of the General Ledger transactions.
• Source: A code that tells you where the transaction came from. Typical examples are:

The Source can be used in the Source Reprint Report for finding all pieces of an entry with the matching Source.

• Reference ID: An 8 digit ID that is manually entered for Journal Entries and Recurring Journal Entries. For automatic entries from the other accounting modules, it is the module abbreviation, such as AR for Accounts Receivable, and a batch # for the transaction. For A/P or P/R checks, the Check # will show here.

The Reference ID can be used in the Source Reprint Report for finding all pieces of an entry with the matching ID.

Reference ID in Journal Entries: An 8 digit ID that shows in the General Ledger. The Reference ID can be used in the Source Reprint Report for finding all pieces of a Journal Entry and reprinting the entry for you. Whatever is entered here is the default Reference ID that goes with each transaction line in the Journal Entry. An example might be, "BEGBAL" for Beginning GL balances.

• Debit Amount: Shows all DEBIT transactions that affected this account # for the dates selected.
• Credit Amount: Shows all CREDIT transactions that affected this account # for the dates selected.

Reference: A description of the transaction so you have an idea of why the entry was made to the General Ledger. For example, the Accounts Payable module might show the Vendor's name for a check transaction.

The totals for this Account # are displayed at the bottom of the screen.

Accounts Receivable Reprint Reports Overview

Click AR,
Click Reprint Reports.

Reprint “audit trail” reports where owner balances changed because a transaction was posted to their payment history. Just pick the report to reprint and the date or date range for the report. The owners’ histories will be scanned and the report will be regenerated showing all the owners affected by the transactions.

Choose from these reprinted reports:

• Deposit Report
• Charges Applied
• Expense Adjustments
• Payment Adjustments
• Prepaid Applied
• Late Fees
• Interest

If you need further assistance, please call TOPS Support at 800-899-5689 or email support@212software.com.

by Eve DuBose,
Support Technician