All details of AP checks, manual checks, purchase orders, receipts, electronic payments and adjustments are stored in the Details Records module. If you need to edit anything posted to detail, it is best to do so through Detail Records because it gives you access to all fields.
Locate the Detail Record
To locate a detail record, first change the program date to the month of the record by selecting the calendar icon in the upper lefthand corner of the screen, or by selecting File then Month-Year. Next select Detail and use one of the fields at the bottom of the screen to search: Account Number, Account Description, Vendor Name, or Vendor Number.
Searching by any of these criteria will display the most recent entry to that account number or vendor in the selected month. For example, if there were several records on a single check to a vendor in the selected month, only the last record would be displayed. To display other records assigned to the same vendor, see Multiple Records by Vendor in the Month below.
Edit the Detail Record
Once the desired record is displayed on the screen, select Edit to make any changes. All fields are editable. If you wish to change the vendor of the record to one that hasn't yet been created, select Add Vendor; similarly, if you wish to edit the details of the vendor associated with the record (rather than change the vendor used for the record), select Edit Vendor. After making all desired changes, select Save.
It's also possible to entirely delete detail records. To delete a single record, display it on the screen and select Delete, then Record on Screen. To delete multiple records at once, select Delete, then Range of Records. On the following screen specify a date range, reference number range and/or record type to delete, then select Delete.
Multiple Records by Vendor in the Month
Because the program only displays the latest detail record in the month according to your search, if you need to display and edit a record that isn't shown, the only way to do so is to temporarily move the displayed record to another month. Select Edit and change the date and Mo-Yr under AP Date to future month that doesn't have detail records. The edited record will now be displayed only in the new AP month, so opening Detail Records again and searching by the same vendor will now display the previously concealed record. Edit any details necessary and save, then restore the original record by changing the program's calendar month and reversing the steps above.
Correcting Dates on Multiple Records At Once
The Change Dates and Check Mo-Yr options allow you to change the dates on a broad number of records at once, in the case that dates were entered in error. These features should be used only with extreme care.
Selecting Change Dates allows you to change all records a selected type to a new date and month-year. First set the program date to the desired mo-yr, then open Detail Records and select Change Dates. Enter the desired New DR Date and New DR Mo-Yr in the respective fields, then select a record Type from the drop-down menu. If you wish to change a narrower set of records, you can use the Beg/End Refr# and Beg/End Date fields to specify what you wish to change. Once the parameters are set as desired, select Chng Date.
Selecting Check Mo-Yr allows you to review and if necessary edit detail records that are outside a specified date range. For example, if you had created a set of records with the program date set to 03-2035 rather than 03-2025, you could quickly and easily correct the date of all records at once. First, set the date range for valid records (i.e., those you do not wish to change) using the Beg/End Mo-Yr fields. With the Print Only option selected, you can print a report showing all records that exist outside that range without making any changes. Next, select Print and Replace, then enter in the Replacement Mo-Yr field the month that the records will be changed to. Select Replace and the DR Mo-Yr for all records outside of the specified range will be change to the value in the Replacement field.