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 is 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 change 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 on the Tax Code Hierarchies form. You can override it only if the option to Allow tax rate/amount change is selected for the code on the Tax Code Maintenance form. It determines the tax percentage associated with the line to calculate a tax value.

Company

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

GL Account

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

Subcode

Enter a subcode associated with the general ledger account. You can use a subcode to differentiate between transactions, and you can summarise report information at a subcode level. You can use this — for example, to capture motor vehicle expenses, if a vehicle's registration is entered as the transaction line subcode.

The GL Transaction Listing form can sub-total values based on subcode. You can also create a customised report, or run a query (using the 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 general ledger line.

Discount %

This field displays using the discount type set up on the Defaults tab of the Supplier Maintenance form, but you can change it. Greentree Desktop calculates the line discount value based on this percentage.

Discount

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

Tax %

This displays based on the tax code you select for the line. You can override it only if the option to Allow tax rate/amount change is selected for the code on the Tax Code Maintenance form. Greentree Desktop calculates the line tax value is based on this percentage.

Note: This percentage updates if you change the tax value.

Tax

This is calculated automatically based on the tax percentage. You can edit it only if the option to Allow tax rate/amount change is selected for the code on the Tax Code Maintenance form. If you edit this value, the tax percentage recalculates based on the tax value that you enter here.

1099 code

This field is enabled if the company is subject to U.S. 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 the Accounts Payable Module Control form.

Total

This field is calculated using the formula (quantity x price) - discount value.

Narration

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

If a narration is entered for the first line, it defaults to the second and subsequent lines. You can edit or delete the narration. The narration for subsequent lines defaults based on the edit. This narration prints on the AP invoice report.

Add line

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

Note: 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.