GL Acct

This field initially defaults a GL account based on the transaction line type:
  • 1-Job - Defaults from the JC Departments form. If you did not select the Allow GL Account override when posting cost check box in the JC Company Parameters form (GL Cost tab), the system will disable this field. If the default is blank, the system will allow entry in this field; however, once the line is saved, the system disables the field. If you selected the Allow GL Account override when posting cost check box, the system enables this field and you can override the value.
  • Defaults from IN Locations. If you did not select the Allow GL Account overrides check box in IN Company Parameters, the system will disable this field. If the default is blank, the system will allow entry in this field; however, once the line is saved, the system disables the field. If you selected the Allow GL Account overrides check box, the system enables this field and you can override the value.
  • 3-Expense - Defaults from AP Vendors, unless a non-stocked material is specified, in which case, this field defaults from the Non-Stocked GL Account field in HQ Material Categories.
  • 4-Equipment - Defaults from the EM Departments form. If you did not select the Allow GL Account Override check box in the EM Company Parameters form, the system will disable this field. If the default is blank, the system will allow entry in this field; however, once the line is saved, the system disables the field. If you selected the Allow GL Account Override check box, the system enables this field and you can override the value.
  • 5-EM Work Order - Defaults from the EM Departments form. If you did not check the Allow GL Account Override check box in the EM Company Parameters form, the system will disable this field. If the default is blank, the system will allow entry in this field; however, once the line is saved, the system disables the field. If you checked the Allow GL Account Override check box, the system enables this field and you can override the value.
  • 6-Purchase Order - Defaults from the purchase order. If a job PO item, defaults as follows:
    • If the job is open and the JC Dept GL account is blank, this field defaults the GL account from the PO item.
    • If the job is open and the JC Dept GL account is not blank, but you have checked the Allow GL Account override when posting revenue box in JC Company Parameters, this field defaults the GL account for the PO item. If you did not check the box, this field defaults the GL account from the JC department. The system will display a message warning that the defaulted GL account does not match the PO item's GL account.
    • If the job is closed (final) and the JC Dept closed GL account is blank, the GL account defaults as blank. The system will display a message warning that the defaulted GL account does not match the PO item's GL account. If you did not check the Allow GL Account override when posting revenue box (JC Company Parameters), manual entry is required, as initialization cannot occur.
    • If the job is closed and the JC Dept closed GL account is not blank, this field defaults the closed GL account from JC Departments. The system will display a message warning that the defaulted GL account does not match the PO item's GL account.
Note: For PO items referencing an SM work order, this field is disabled.
  • 7-Subcontract - Defaults from the subcontract as follows:
    • If the job is open and the JC Dept GL account is blank, this field defaults the GL account from the subcontract item.
    • If the job is open and the JC Dept GL account is not blank, but you have checked the Allow GL Account override when posting revenue box in JC Company Parameters, this field defaults the GL account for the subcontract item. If you did not check the box, this field defaults the GL account from the JC department. The system will display a message warning that the defaulted GL account does not match the subcontract item's GL account.
    • If the job is closed (final) and the JC Dept closed GL account is blank, the GL account defaults as blank. The system will display a message warning that the defaulted GL account does not match the subcontract item's GL account. If you did not check the Allow GL Account override when posting revenue box (JC Company Parameters), manual entry is required, as initialization cannot occur.
    • If the job closed and the JC Dept closed GL account is not blank, this field defaults the closed GL account from JC Departments. The system will display a message warning that the defaulted GL account does not match the subcontract item's GL account.
  • 8-SM Work Order - The GL Acct field is always disabled for this line type and will derive the Misc Cost account from the SM department as follows:
    • If you specified a division on the work order scope and an alternate department is assigned to the division, the system uses the following hierarchy to determine the correct account to use:
      1. The system looks for a cost type category/call type/cost type override (in SM Departments, Overrides tab) based on the SM cost type entered for the invoice line, the cost type category assigned to the SM cost type, and the call type specified for the work order scope. If one exists, it will use that account.
      2. If no cost type category/call type/cost type override is defined, the system will then look for an override cost type category/call type or cost type category/cost type, and if found, use it.
      3. If no override accounts are defined by cost type category/call type or cost type category/cost type, the system will use the standard account defined for the cost type category at the department level (SM Departments, Info tab).
      4. If no SM cost type is specified for the invoice line, the system will use the standard Other account defined in SM Departments (if no material is entered) or the Material account defined in SM Departments.
    • If no alternate department is assigned to the division or no division is assigned to the work order scope, the system will use the department assigned to the service center to determine the default account using the same process defined above.