The G/L Codes window displays the Sales Orders, Sales Dispatches, and the lines of the Journal Slip resulting from the posting of Sales 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 (All)" and
- "Apply G/L Codes (Line)" options located in the right mouse button menu of the general ledger codes window are used.
Apply G/L Codes (All)
When "Apply G/L Codes (All)" 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.
Apply G/L Codes (Line)
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 module. 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.
Group Company Transaction G/L Codes
Group company transactions must be tracked under separate G/L accounts. For this reason, G/L connection codes for all transactions with the "Group Company Transaction" field marked must be defined separately. This is done by using the Group Company Account field in the "Connections / Controls" tab in the G/L accounts for the relevant transaction.
If the "Group Company Transaction" box is marked during assigning G/L codes in the Material Management Slips, Purchase Receipts, Purchase Invoices, Sales Dispatches and Sales Invoices, the “Group Company Account” which is defined in the cards of these accounts will be transferred instead of the G/L accounts which are transferred from accounting connection codes.
Account Distribution Detail Entry in Sales Invoices
Account distribution details can be recorded by the user in the G/L Codes window of invoices recorded in the Sales program sections, or the distribution template can be created. By doing so, the connection between the overhead pool / distribution templates and G/L accounts is established for the sales invoices.
If the debit / credit amount is available in the Distribution Details G/L codes window, the F9 right mouse button menu options are used as follows:
- Account Distribution Details
- Apply Account Distribution Template
Distribution Details are created automatically with Apply Account Distribution Template.
With the Account Distribution Details option, detail lines can also be entered by the user.
When "Apply Account Distribution Template" is selected, the Account Distribution Templates of the related G/L accounts are listed in each line in the accounting codes window and the template to be applied is selected. The template to be applied is selected to create distribution details.
Transactions created by applying a template or by entering it directly by the user in the G/L Accounts window are not affected by this parameter.