Accounts Payable Q&A: Extended Invoice Descriptions

November 2020    Tags: Accounts Payable, Invoices, Vendors

I was entering an invoice with a long description and ran out of room in the field. Is there any way to expand the field so I can include my entire description?

The Description field allows a total of 60 characters, but an extended description invoice can be created to provide a longer description.

To create an extended invoice description

1. Enter the first invoice record with the desired Invoice Amount, Amount to Pay, the first 60 characters of the Description, and Tabs3 General Ledger journal entry information (if applicable).
2. Press Ctrl+S.
3. Add another invoice record immediately after the previous invoice record being sure to use the same Vendor, Voucher #, Invoice #, Invoice Date, and Due Date.
4. Change the Description to reflect the next 60 characters of description as desired.
5. In the Invoice Amount and Amount to Pay fields, enter “0.00”.
6. Press Ctrl+S.
7. Add any additional invoices as required.

When printing the check for the invoices, the extended description will print following the previous description on the check stub. The date, invoice number, and amounts print once.

Note: In order to print an extended invoice description, the vendor must have the One Check per Invoice check box cleared in the Vendor file.