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Set up your item master so every module reads it the same way · presentation 3 of 5 · for the whole-system operator — you run the books Read the transcript · Back to the series

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Set up your item master so every module reads it the same way · presentation 3 of 5

The two GL codes on an item, and which one your journal used

You can name both places an item can carry a general ledger code, say which of the two the posting actually used and why…

Two records, one question

Step 1 — Find both places an item can carry an account

You will know what you are actually looking at.

Screen capture pending the demo tenant

Doc Item Maintenance, the item's Main tab, the GL Code field

Step 2 — Follow the code onto the document line

You will understand why the two records do not behave the way the screens imply.

What this step names
  1. From that moment the code belongs to the line
  2. Not to the item
  3. Editing the item afterwards will never reach that document again

Step 3 — Read the resolution order, and see which record wins

You can predict the account before you finalise.

Where this step sits
    flowchart TD
  s1["1. Find both places an item can…"]
  s2["2. Follow the code onto the document…"]
  s3["3. Read the resolution order…"]
  s4["4. Explain the invoice that landed in…"]
  s5["5. Know why a purchase invoice from…"]
  s6["6. Fix the right record"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s3 here;

The fallback nobody is told about

Step 4 — Explain the invoice that landed in the catch-all account

You will have an answer for the most common complaint in this area.

What this step names
  1. The document goes final
  2. The screen returns success
  3. The journal is written
  4. The only evidence is a general ledger with no detail in it…

Step 5 — Know why a purchase invoice from a goods receipt ignores the item

You will stop fixing items and expecting invoices to change.

Where this step sits
    flowchart TD
  s1["1. Find both places an item can…"]
  s2["2. Follow the code onto the document…"]
  s3["3. Read the resolution order…"]
  s4["4. Explain the invoice that landed in…"]
  s5["5. Know why a purchase invoice from…"]
  s6["6. Fix the right record"]
  s1 --> s2
  s2 --> s3
  s3 --> s4
  s4 --> s5
  s5 --> s6
  classDef here fill:#1e40af,stroke:#1e40af,color:#ffffff,font-weight:bold;
  class s5 here;

What to change, and when

Step 6 — Fix the right record

You will spend your effort where it changes something.

What this step names
  1. For documents not yet finalised
  2. Put the account on the line — that is the record the…
  3. It is editable

NarrationSlide 1 of 10

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