General Ledger Codes

This page is accessed via Financials > General Ledger Codes.

General ledger codes are identified based on general ledger key components and general ledger lookup keys. General ledger key components define the basic types of information to be coded (for example, packaged items). General ledger lookup keys group and rank the key components. General ledger codes specify the details of the information to be associated with a code (for example, packages of a particular style of size 11 brown shoes).

Once general ledger codes have been created, they can be assigned to shipments, order releases, order release line items, invoice line items, and bill line items using the Assign General Ledger Code actions in the Shipment Manager, Order Manager, Payment Invoice Manager and Bill Manager.

The assigned codes are used by the order release Allocate Cost action, the shipment Allocate Cost action, the payment invoice Allocate Voucher action, and automation agents to allocate costs.

Note: Shipment General Ledger Codes get transferred to the invoice when the invoice is auto paid out of OTM. To add GL Codes to Invoices which are brought into OTM via integration, you must use the Assign General Ledger Code action from the Invoice Manager.

Creating General Ledger Codes

The fields in the Header tab are used to assign General Ledger Lookup Keys to the General Ledger Codes depending on if it is for the Buy side or Sell side and for an order, shipment, invoice, or bill.

1. Enter the General Ledger Code ID.
2. Optionally, you can enter a Description for the code.
3. Select a Domain Name.
4. Select the Active check box.
5. To assign general ledger lookup keys to the general ledger code based on buy side or sell side and for an order, shipment, invoice, or bill, enter the following General Ledger Lookup Keys you want :

• • Buy Side Order Key
  • Buy Side Shipment Key
  • Invoice Key
  • Sell Side Order Key
  • Sell Side Shipment Key
  • Bill Key

For example, if you want to assign general ledger code on a shipment, you will enter a Buy Side Shipment Key.

6. Click Next. The available tabs and fields vary depending on the key components of the general ledger lookup key selected in the Header tab. If you enter a Buy Side Shipment Key, you will be able to access the Buy/Shipment Lookup tab. If a Buy Side Shipment Key is not entered on the General Ledger Code manager, you will not be able to access this tab. However, it will still be visible. Based on the components defined in the lookup key, you need to provide the actual values of the shipment. For example, if the Buy Side Shipment Key has the shipment key component as TRANSPORT_MODE, you need to enter the shipment key component value as TL. If the shipment transport mode type is TL, then you can assign this general ledger code on the shipment.

7. Click Finished. Your general ledger code is created.