GL Line

You create general ledger lines to capture a cost that is related to the invoice, such as supplier delivery costs, insurance, and the like. When the a general ledger invoice line is saved, the general ledger account entered into the line will be debited by the line value.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Line type

Select the General Ledger line type.

Tax type

This defaults from the supplier, but you can override it. This option determines how to display and calculation tax on the line.

Select

Inclusive - Greentree assumes the price entered into the line is inclusive of tax, and calculates the tax and total values
Exclusive - Greentree assumes the price entered into the line is exclusive of tax, and calculates the tax and total values.

Tax code

This defaults based on the hierarchy outlined in Tax Code Hierarchies. You can override it only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. It is used to determine the tax percentage associated with the line so a tax value can be calculated.

Company

The default value is the company you are currently logged into, but you can change it if the invoice relates to a different company.

GL Account

Select the general ledger account using either the Account, Short code, or Description. This is the account that are debited when you save the invoice line.

Subcode

This is a free-form field that you can use to enter a subcode associated with the general ledger account. You can use a subcode to create dissection among transactions, and you can summarise report information at a subcode level. You can use this, for example, to capture motor vehicle expenses, where a vehicle's registration is entered as the transaction line subcode.

The GL Transaction Listing can sub-total values based on subcode. In addition, you can create a customised report, or run a query (using Greentree Desktop's Inspection Tool or JADE Query) to output transactions summarised by subcode.

Quantity account

This is a read-only field that defaults as selected if the general ledger account selected is a quantity account.

Quantity

If the general ledger account is a quantity account, enter the quantity for the line.

Price

Enter the price for the GL line.

Discount %

This displays using the discount type set up in Supplier Maintenance - Defaults, but you can change it. The line discount value is calculated based on this percentage.

Information If the discount value is overridden, the percentage updates.

Discount

This is calculated automatically based on the discount percentage, although you can override that value. If you override the value, the discount percentage recalculates based on the discount value you enter here.

Tax %

This will display based on the tax code selected for the line, although you can override it only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. The line tax value is calculated on the basis of this percentage.

Note: If the tax value is manually overridden, this percentage will update.

Tax

This will be calculated automatically based on the tax percentage, although you can override it only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. If you override this value, the tax percentage recalculates based on the tax value entered here.

1099 code

This field is enabled if the company is subject to North American sales tax and 1099 reporting is in use.

You must enter a 1099 tax code for the transaction line. The code defaults in the first instance from the supplier, or if no code is assigned at that level, it is taken from Accounts Payable Module Control.

Total

This field is calculated using the formula [quantity x price] less discount value.

Narration

Enter an unlimited narration for the line. This will default to the first transaction line from the header if the AP Module Control option Default invoice/credit note header narration to the first line item is selected, otherwise it is blank.

If a narration is entered for the first line, it defaults to the second and subsequent lines. However, you can override or delete the narration. The narration for subsequent lines will default on the basis of the edit. This narration prints on the AP invoice.

Add line

Click this button to save the current line if you are entering using the form, and continue to enter a new line.

Information

If the any of the Transaction Analysis modules are in use, you can to assign branch(es) to transaction trees while entering this type of transaction.