The G/L Codes window displays the Purchase Orders, Purchase Receipts, and the lines of the Journal Slip resulting from the posting of Purchase Invoices as a table.
The General Ledger Code, G/L Account Description and Overhead Pool columns are for data entry. Indicates the G/L Accounts that the transaction will be posted to and the transaction's Overhead Pool. The other columns of the table display the Debit and Credit amounts reflected to the G/L accounts of the slip.
The General Ledger Codes can be applied to the slip bottom, or to the slip lines if the slip includes more than one material transaction. To do so, "Apply G/L Codes (General)" and "Apply G/L Codes (Line)" options located in the right mouse button menu of the General Ledger Codes window are used.
When "Apply G/L Codes (General)" option is selected, Empty Codes Only and All Codes options can be used. When All Codes is selected, all the codes specified in the G/L Codes are applied. When Empty Codes Only is selected, the codes are applied to empty connections only, and the journal slip resulting from the posting is displayed as a table.
If one of the transaction lines in the slip will be tracked with a different General Ledger Code, changes can be made. In this case, only the transaction entered with this slip will be posted to G/L under the general ledger code specified here.
When "Apply G/L Codes (Line)" is selected, the general ledger codes are applied only to the transaction of the selected line and the Journal Slip resulting from the posting is displayed on the screen.
In cases where the G/L Code and Overhead Pools are intensely used, inspections can be applied to avoid overhead pool slip records. This inspection method is defined in the General Ledger Parameters located in the Definitions menu of the Administration section. The G/L Account Control and Overhead Pool Control parameters are set by selecting one of the following options:
- Warn user
- Block
- Proceed
When Warn user is selected, the application displays a warning message asking if the operation will be performed when the overhead pool is not specified, and records the transaction only after the confirmation of the user.
When Block is selected, a warning message is displayed if the overhead pool field is empty, and the slip is not recorded until the overhead pool code is entered.
When Proceed is selected, no control is performed.