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Invoice Automation - Accountant Workflow - How Can I Tell if my Invoice Option Values are Missing a GL Code

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What Are We Trying to Accomplish?

It can be difficult to tell if an invoice option value does not have a GL code associated with the value.  If there is not an GL code associated, the amount will not be part of the calculation for the voucher total. 

 

To make it easier to catch these prior to vouchering, we have added highlights that will make the value appear in a yellow color coding where the invoice option value is not a zero dollar amount and is also missing a GL code value in the SourceDay system.

 

These will come into play for 3 types of GL code setups:

  • Company has dynamic gl codes enabled for that option

  • Company has a vendor specific GL Code for that option

  • Company has custom GL codes enabled and a GL Code defined for that option

 

How Can I See It?

To put it in the simplest form, if an invoice contains a charge that will not count towards the voucher total and that value is greater than zero, the cell will highlight in yellow.

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There are a few scenarios that will allow you to see the cell as highlighted:

  • If custom GL codes are enabled, the invoice option value is greater than zero and the option does not have a GL code assigned in the SourceDay system

  • If custom GL codes are not enabled, the invoice option value is greater than zero and the values are not one of the company's active invoice options

 

How Can This Be Updated?

In order to update the values for individual so that the cell does count towards the voucher total:

  • If custom GL codes are enabled and the invoice option value does not have a GL associated - click here to learn how to add supplier specific GL codes. 
  • If custom GL codes are not enabled, the active invoice options will need to be updated to contain the invoice option value.  In order to enable custom GL codes or edit the invoice option values, please contact support. 

    This update will have to be conducted by our Support team and you will need to ensure you provide the below details when you open the ticket.
    • GL Code 
      • Examples:  1234, 1234-000, 56789-10, etc.
    • GL Code Name 
      • Examples:  Surcharge, Shipping, Freight, etc.

 

 

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