Hello Linda,

You can find the answer to your error message in KB Article 131173:

Accounts Payable cannot determine the cost account based on your retrieval method and the Don't allow override check box is selected when you enter job information on an invoice.

To view your retrieval method and override selection:

   For version 9.5.x and later, in Job Cost, from the File menu, select Company Settings > JC Settings - [GL Entry]).

   For version 9.4.x and earlier, in Job Cost, from the File menu, select Data Folder Settings > JC Settings - [GL Entry]).

Solution or Workaround: Enter accounts as appropriate for the account retrieval hierarchy in Job Cost

In Accounts Payable, delete the invoice that is causing the error, and then follow the steps below to adjust the account retrieval hierarchy.

   In Job Cost, from the File menu, select Company Settings > JC Settings (for version 9.5.x and later) or Data Folder Settings > JC Settings (for version 9.4.x and earlier).

   Click [GL Entry].

   Make a note of the retrieval method specified in the Retrieval method list. If the retrieval method is correct and you do not want to clear the Don't allow override check box, you must add the appropriate accounts in Job Cost based on the specified retrieval method.

Note: Accounts Payable does not use the standard categories or standard cost codes for cost account retrieval information during invoice entry. However, you can enter up to three default accounts on the standard cost codes or standard categories to prefill during the creation of new cost codes and categories in Job Cost.

If the Retrieval method is set to:

   By job:

       From the Setup menu, select Jobs.

       Select the AP and GL tab.

       Enter the Cost account.

   By Cost Code:

       From the Setup menu, select Cost Codes.

       Select the General tab.

       Enter the Cost account.

   By category:

       From the Setup menu, select Categories.

       Select the General tab.

       Enter the Cost account.

   Use default account:

       From the File menu, select Data Folder Settings > JC Settings > [GL Entry].

       Enter the Default account.

   Use hierarchy:

   When you select this option, Accounts Payable searches for the first item in the hierarchy to contain an account. It looks in the order of category (if categories are used), cost code, job, and default account. Verify that a cost account is specified somewhere on your categories, cost codes, jobs, or the default account according to the previous steps.

   If the Retrieve account prefix from job check box is selected:

       From the Setup menu, select Jobs.

       Select the AP and GL tab.

       Enter the GL account prefix.

       Note: When you select the Retrieve account prefix from job check box, you only enter the base cost account on the cost code or category.

Let me know if you need more specific guidance.

Art Minds

(Former) Sage Timberline Certified Consultant

Pasadena, CA