PURCHASING > Master Files > G/L Accounts > Add/Modify/Delete
G/L Account Codes are used to categorize and track your spending. While the title of this Master File can be renamed, the term “G/L Account” generally defines the type of item being purchased. For example, most organizations would have G/L Account codes for things like office supplies, computer supplies, services, etc.
In addition to G/L Account, there are other “account code” fields in SpendMap. For details and guidelines for setting up your account code structure, see Account Coding – Overview and Guidelines.
You can track purchase history and otherwise sort, filter and search for information in SpendMap by G/L Account Code.
In addition to tracking charges by G/L Account, you can set up budgets for each Cost Center at the G/L level.
Your Accounting Department may also require that G/L Account Codes appear on Purchase Orders and other documents.
•The term "G/L Account" is user-definable and can be renamed on screens and reports.
•You can make the G/L field mandatory (i.e. must be filled) on all data entry screens throughout the system in User Definable Field Settings.
Alternatively, you can make the field mandatory on certain documents (e.g. PO, Req, and RFQ). For example, see Setup System > PO Settings > PO Printing Settings > Text-Based Field Positions and Settings.
Alternatively, you can make the field mandatory on selected screens with the Field Access Restrictions utility.
•You can change the order of the charge-to G/L Account field and the other account code fields, so that they show in a difference sequence data entry screens.
•You can select whether to display 1) the code or 2) the description when displaying the G/L Account on screens throughout the system. |
In addition to creating new G/L Accounts in the G/L Account Master File, G/L Accounts can also be imported from other systems.
G/L Accounts can also be added "on-the-fly" as you work in other areas of the system.
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To prohibit use of a G/L Account code while retaining the G/L Account in the Master File for reporting and reference purposes, you can lock G/L Account codes.
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If you have multiple lists/groups of G/L Accounts , you can divide your G/L Account Master File into multiple Catalogs. For example, you might have separate lists of G/L Accounts for different business units or users.
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To reduce data entry, the G/L Account can default on POs and other documents based on the item being purchased.
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G/L Account Master File Screen
