GL Line

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You can enter purchase order line details when the purchase order header is saved. You can enter details into the line item form or into the table.

General Ledger Line Items

General ledger lines capture a cost that is related to the order, such as delivery costs, insurance, and the like. When a receipt transaction is generated for the line, the general ledger account is debited by the line value.

You can add a general ledger line for any general ledger account previously defined on the GL Account Maintenance form, unless the account is flagged for deletion. A message displays, stating that you cannot save the line details.

Note: You can enter a negative value for general ledger lines to reflect a discount or price reduction that applies to the entire order. The receipt or invoiced value of all other lines in the order is unaffected there is no pro-rate logic associated with negative price lines.

Line #

This field displays the line number of the line you are entering, viewing, or editing. If a purchase order has a large number of lines, you can enter a line number in this field and click Go to move to the line number.

Go

See above.

Line Type

Select General Ledger to enter a general ledger line.

Tax Type

This indicates whether line totals displays inclusive or exclusive of tax. The default comes from the AP Supplier Maintenance form.

Tax Code

The default value is the purchase order line using the tax code hierarchy.

Status

This field displays the status of the selected line in read-only format.

Company

The default value is the company you are logged in to when the order is created. This is the company against which the transaction is updated when the line is received.

Account

Enter or select the general ledger account code of the purchase.

Short Code

The default value is the sub code of the selected account. You can also use it to search for an account.

Description

The default value is the description of the selected account. You can also use it to search for an account.

Sub-Code

This is a free format code, up to six characters that enables you to add another level of analysis when you enter a transaction. Transactions can be sorted on this column when viewed in general ledger enquiry mode.

You can select the Subtotal by subcode option on the GL Transaction Listing report to group and sub-total transactions within a general ledger account by subcode.

Qty Account

This indicates whether the selected account is a quantity account. If it is, you can enter a quantity on this line.

Unit Description

The default value is the unit description of the general ledger account.

This field is read only.

Qty Ord

If the account is a quantity account, you can enter a quantity in this field. Otherwise, it is left at 0.000, and the line total will equate to the price without being multiplied by a quantity, as with standard lines.

Disc%

This is taken from the discount in the purchase order header, however you can change it at a line level. It relates to the percentage discount of the line the line net cost is the total line cost less discount less tax).

Tax %

This field displays using the tax code selected for the line, although you can change it only if the option to Allow tax rate/amount change is selected for the code on the Tax Code Maintenance form. The line tax value is calculated based on this percentage.

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

Expected

This date defaults to the expected date entered into the purchase order header, but you can change it at a line level.

Price

This is the cost of the account line. It defaults to zero so enter the cost.

Note: You can enter a negative value for general ledger lines to reflect a discount or price reduction that applies to the entire order. These lines post using the receipt and invoicing processes to standard general ledger accounts in reverse of how a positive value would post.

Discount

This field calculates to a dollar value, using the discount percentage entered in the line. If you change this value, the Disc % field recalculates to the percentage of the dollar value entered here.

Tax

Greentree calculates this using the tax percentage. You can edit the amount only if the option to Allow tax rate/amount change is selected for the code in Tax Code Maintenance. The Tax % recalculates using the tax value entered here.

Line Total

This a read-only field representing the total value of the line (inclusive or exclusive of tax, depending on the tax type).

Narration

Enter a narration for the line. The supplier's name displays on the first line if the Purchase Order User Preference option Default header and line narration on order is selected.

If you edit the narration for a line, this is what defaults to the next line added.

Order Line Status

Click this button to display the total ordered, received, invoiced, and cancelled quantities of the line. Totals display as both quantity and dollar values.

Cancel Order Line

Click this button to cancel all or part of a purchase order line. The Cancel Order Line form displays and you must select a reason code for the cancellation, and the quantity

Note: You can't cancel orders or lines if the PO Preference option Allow cancelling of order lines is not selected.

Save Order Line

If you use the Line Item form to enter purchase order lines, click this button to save the line before entering the next line.

Note: You can delete a purchase order line by pressing Shift-F2 or clicking the Delete icon while on the line. You can only do this if the line has not been partially received or invoiced.

• Purchase Order Receipt Entry
• Shipment Entry
• AP Invoice Entry
• GL Account Maintenance
• AP Supplier Maintenance

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