Post Description to GL in Payment Voucher and Receipt Voucher

Overview

In financial record-keeping, ensuring accurate and detailed postings to the General Ledger is

crucial. The Post Description to GL option in the Payment and Receipt Vouchers determines

whether additional description details are included in ledger entries.

Scenario

A business wants to ensure that every Payment Voucher and Receipt Voucher includes a

more detailed description in the General Ledger. By default, the system follows the last saved

preference. However, the company wants to set the system to always post descriptions to

the General Ledger automatically.

Procedure:

1. Navigate to System Options (Global Settings).

• Go to Maintenance > System Options> General Tab.

• Locate the settings:

  • PV – Post Desc to GL (for Payment Voucher)

  • RV – Post Desc to GL (for Receipt Voucher)

• By default, the setting is Follow Last Saving. This means that the system will use the same setting that was last selected by the user when creating a transaction. If the user ticked "Post Description to GL" in the previous transaction, the system will keep it ticked in the next transaction. Conversely, if it was unticked, it will remain unticked for the next document.

2. Change the Default Settings.

• Change the settings to Post Description to GL then click Save.
  
  
  
  

• When a user creates a new payment voucher or receipt voucher, the setting will be ticked by default.
  
  
  
  

• The system will post both Pay to and Header Description information, providing more context
   in financial reports.
  
  
  
  

If the Post Description to GL is not ticked, the system will post only the Pay To information in the 

General Ledger.

Pay To/Receive From: This refers to the recipient of the payment or receipt, typically the vendor,

customer, or other entities involved in the transaction.

Header Description: This is the additional description entered at the document level,

providing more details about the purpose of the transaction. It enhances clarity by offering

context beyond just the recipient's name.

Application

By modifying the System Option settings, businesses can control whether the "Post

Description to GL" option is automatically enabled or disabled for new documents, improving

efficiency and consistency in financial record-keeping.