Accounts - Customer based GL code Overrides

Accounts - Customer based GL code Overrides

Introduction

When your chart of accounts demands a unique Revenue GL account for each customer,
the GL accounts can be defined to be restricted to a specific customer or group of customers.

All revenue for sales invoices for that customer will be posted to this account.

Customers can also be assigned an Expenses GL Account.
Supplier invoices for both Outsourcing and Inventory purchases for jobs relating to that customer will pick up the expenses account when invoicing the Suppliers Invoice.


Setting Up

Invoicing mode must be set to Single Line or Single Line Split Freight.

GL Account overrides can be configured for individual customers for both Revenue and Expense accounts.
When correctly configured, these accounts will be selected automatically for Sales Invoices (Revenue) or Purchase Invoices (Costs).

To get the customer-specific Revenue GL accounts onto sales invoices when they are created requires a GL account be set up and configured for the customer.

If there is a requirement to separate out order/job-related costs (Supplier Invoices) a 2nd ‘Expenses’ GL Account will need to be created in a similar way as the revenue GL Account.
See below.

This can be accessed under the Accounts >> Account Codes menu:


Click the ‘+’ to add a new GL Account.
The following modal will open.


Fill out as required:

Example of Revenue Account


Example of Expense Account



Steps:
  1. Enter an account Code, Name and Description.
  2. The account code can be linked to only one specific Customer OR alternatively you can link the GL Account to one or more Customer Groups.
  3. A tax code can be assigned here if required. If a tax rate is not selected here, the standard workflow to determine which Tax rate is applied to the sales invoices.
  4. Set the account type, either Expense or Revenue.
  5. Tick ‘Always use on Customer Invoices’ to have IQ use these GL accounts (and Tax rates, if defined) on quotes and invoices.

GL Accounts can be bulk uploaded using a template available from the Upload GL Accounts screen.
The above entries can be achieved by uploading the following CSV:



Important Notes

Customer GL Account override is not suitable when invoicing by Operation or by GL Account.
If using Invoice by Operation or Invoice by General Ledger Account, the GL Override functionality will not kick in.
Operations can have their own GL codes assigned and when invoicing by Operation, these GL accounts are pulled through onto the invoice.

Similarly with Invoice by General Ledger Account,
the operations are brought through to the invoice then grouped by the GL Accounts and again the overwrite functionality is not used.

IF your Freight GL Account is set to use a specific Tax rate and the Customers tax rate (either determined from the Customers linked revenue GL Account or from the Tax Code on the customer details)
is set to a different rate, the Single Line freight option will come back with the freight on a separate line as the tax rates are different.

For the freight price to be included in the total for the Customer GL account,
the Freight_GeneralLedgerAccount setting must be ‘—None—‘ and the Default Invoicing Mode must be ‘Single Line’.





GL Accounts must be created as either a Revenue or an Expense account.
Selecting both account types will cause the GL Account to be ignored and the default GL Accounts will be used.

    • Related Articles

    • General Ledger Accounts

      Managing General Ledger (GL) Account Codes General Ledger Account codes are created and managed in Accounts > Invoice Admin > Account Codes. Filters for GL Account Codes By selecting "Show Filters," you can view GL account codes based on specific ...

    • Outsource Purchase Order GL Accounts

      At times, when creating an outsource purchase order, the user raising the order may have a better idea of which General Ledger Account to specify than the accounts user who enters the supplier invoice after the outsourced job is completed. The user ...

    • Control 'Item Code' source data on an invoice QBO

      The QBO integration sees the GL account passed at the invoice header level and not the line item. The direction we received from QBO was to use their Item Code to define the product/service. The item code is pre-defined in QBO and you set a GL code ...

    • User Positions

      User Positions, Roles and Details Setup & Admin This article describes the tools available for managing user accesses. It covers User Positions, User Details and User Roles. There are three user types – Staff, Customer and Supplier: Customer users ...

    • Supplier Invoice

      Supplier Invoice Your Purchase Invoices can be found under the menu item Accounts > Manage Invoices. All suppliers should be loaded under the FACTORY site. Customers should be loaded under the relevant Business Sites, if there is more than one. In a ...