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APDISTRIB Entry/Create Date?

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Gary
Basic Member
Posts: 7
Basic Member
7/19/2010 2:22 PM
    I'm trying to report AP transactions by the date they were actually entered. I'm not finding that date anywhere. There's an APINVOICE create date - not the same thing. There's a GLTRANS R_DATE which does not appear to be the correct thing and isn't useful for this report as it is not created until the transaction is posted. I figured it would be in the APAPDHIST file but I'm not finding it anywhere. If nothing else, isn't there a transaction history file somewhere that would have it? THANKS!!!
    mark.cook
    Veteran Member
    Posts: 444
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    7/19/2010 2:48 PM
      Gary, I am not sure I understand the comment about the Create date not being what you are looking for. That create date should be the date the invoice was entered. If that is not correct, what are you seeing as to what is wrong with it. I am using the create date for a couple smartnotes allowing the AP clerks to know what they have keyed during a given day.
      Tom Keller
      Advanced Member
      Posts: 42
      Advanced Member
      7/19/2010 2:55 PM
        I agree with Gary, the create date on the APINVOICE table will give you the date the invoice was created. If you are looking for a specifice date stamp on when the distribution was entered, that might be different if you are reclassing invoices but the Create Date should give you what you are looking for. I don't k now of a specific date stamp on the APDISTRIB table.
        Gary
        Basic Member
        Posts: 7
        Basic Member
        7/19/2010 5:45 PM
          Tom - You got it. The date the invouce was created is not necesarily the same date that the distribution transactions are entered against it. You would think there's be a transaction history file with the user, date & time of each transaction but I'm coming up empty.
          mark.cook
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          Posts: 444
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          7/19/2010 6:32 PM
            Gary,

            I think the distribution transactions you are talking about are created with the AP175 Distribution posting. Unless you are creating, releasing/matching, and posting all on the same day these will differ. I am not sure the report you are looking to create but based on create date (date entered), distrib_date (posting date) along with the invoice date and due date are all the standard date fields.

            The APAUDIT table would hold changes to vendor and invoice info but it does not store all invoice records.

            Ruma Malhotra
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            Posts: 412
            Veteran Member
            7/19/2010 6:36 PM
              AP175 posts the invoices and invoice lines to Gl and then GL190 posts all of this to the books. Really when AP175 runs is when the transactions are posted. You would not have a create date since you are not manually entering the transactions against GL but the distrib date in APDISTRIB is the date that the transactions are posted.
              Tom Keller
              Advanced Member
              Posts: 42
              Advanced Member
              7/19/2010 7:10 PM
                If an invoice distribution is changed in the AP20.7 after the initial item is posted, it would have a different transaction date from the creation date. If the items are posted at different times they would also have different posting dates.

                Gary, Maybe a solution would be to post AP everyday and then you could use the posting date as you transaction creation date.
                Gary
                Basic Member
                Posts: 7
                Basic Member
                7/20/2010 11:39 AM
                  Everything that's been released is posted nightly by AP175 but there's an approval process that must be completed before the release. That might be same day or sometimes even a week or more.

                  Also, what Lawson calls a Posting Date is misleading. The APDISTRIB_DATE in the table is the date entered in Posting Date in the AP20 form, not the actual posting date. To get the actual date the transaction is posted, I've been selecting where APDISTRIB-REC_STATUS = 9 and pulling the GLTRANS-UPDATE_DATE. That is working well.