Item GL groups—Order Entry

Use item GL groups to categorize items to post transactions to specific GL accounts. If your company is using Revenue Management with Order Entry, you’ll also use item GL groups to specify the default deferred revenue account and revenue recognition template for items belonging to the item GL group.

You can view, add, edit, or delete item GL groups from either Inventory Control, Order Entry, or Purchasing. There's only one set of item GL groups in the system. Regardless of where you access the item GL groups, you’ll be working with the same set of data.

Subscription

Order Entry

Regional availability

All regions
User type
  • Business
  • Employee
  • Project Manager
  • Warehouse
Permissions Item GL groups: Add, Edit, Delete, List, View
Configuration The Deferred revenue GL account and Default revenue recognition template fields only display if you’re also subscribed to Standard or Advanced Revenue Management for Order Entry.
Restrictions Employee, Project Manager, and Warehouse users can only List and View item GL groups.

About item GL groups

You can create item GL groups that are specific to your business. Then you can assign an item GL group to each item. Finally, you can map the item GL group to GL accounts on transaction definitions. When a user creates a transaction that posts (for example, an OE sales invoice, PO purchase invoice, or an Inventory transaction that affects COGS) and chooses an item that has an item GL group associated with it, Sage Intacct automatically posts the transaction to the applicable GL account. The user does not need to know which posting account to choose because it has already been configured in the transaction definition.

For example, suppose that your company sells hardware and software. You can recognize revenue immediately for hardware items, but you need to defer revenue recognition for software items. You could set up two item GL groups: Hardware and Software. You could assign a deferred revenue GL account to the Software item GL group and then assign the applicable items to each item GL group. On the applicable transaction definition, you could assign the item GL groups to post to different sales revenue accounts.

Add an item GL group

  1. Go to Order Entry > Setup > Items and select Add (circle) next to GL groups.

  2. In the Name field, enter the Item GL group name.
  3. If you want to defer revenue for items belonging to this item GL group, use the dropdown lists to select the desired Deferred revenue GL account and Default revenue recognition template.

  4. Select Save.

Edit an item GL group

  1. Go to Order Entry > Setup > Items > GL groups.

  2. Find the item GL group that you want to edit.

  3. Select More actions > Edit at the end of the row.

  4. Select the Deferred revenue GL account and/or Default revenue recognition template fields.

  5. Select Save.

  1. Go to Order Entry > Setup > Items > GL groups.

  2. Select Edit next to the applicable item GL group.

  3. Select the Deferred revenue GL account and/or Default revenue recognition template fields and then select Save.

View an item GL group

  1. Go to Order Entry > Setup > Items > GL groups.

  2. Find the item GL group that you want to view.

    When you access the list from the top level, you initially only see records created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter.

  3. Select More actions > View at the end of the row.

  1. Go to Order Entry > Setup > Items > GL groups.

  2. If you accessed this page from the top level of a multi-entity shared environment, you can view item GL groups created in all entities by selecting the Include private checkbox.

    The most common reason that you do not see this feature is that you're using a custom view.

    When you select a custom view, some options are hidden. Depending on the page you're on, the Include inactive, Include one-time use, Include private, and Display hierarchy options are not visible. For example, if you're viewing from a custom view, the Financial Reports list will not provide the Include inactive option.

    To see the options again, switch back to View All. See Custom views for more information.

  3. Select View next to the desired item GL group.

Delete an item GL group

You can delete an item GL group if it has not been used by any transactions or assigned to any items. This removes the item GL group from the system.

You can only delete an item GL group if you are in the level of the multi-entity structure where the item GL group was created. For example, if the item GL group was created at the top level, and you are in the entity level, the Delete link does not appear (the item GL group is listed as Not owned). In this scenario, go to the appropriate level to perform the deletion.

  1. Go to Order Entry > Setup > Items > GL groups.

  2. Find the item GL group that you want to delete.

  3. Select More actions > Delete at the end of the row.

  4. Select Delete to confirm.

  1. Go to Order Entry > Setup > Items > GL groups.

  2. Select the checkbox at the end of the row of the item GL group that you want to remove.

    Depending on your user preferences, the system might prompt you to confirm the deletion.

  3. Select Delete if you are prompted.

Assign an item GL group to an item

Subscription

Order Entry

User type

Business
Permissions Items: List, Edit

  1. Go to Order Entry > Setup > Items.

  2. Find the item that you want to assign an item GL group to.

  3. Select More actions > Edit at the end of the row.

  4. In the Inventory section, use the GL group selection list to select the applicable item GL group.

  5. Select Save.

  1. Go to Order Entry > Setup > Items.

  2. Find the item in the list and select Edit.

  3. In the Inventory section, use the GL group selection list to select the applicable item GL group.

  4. Select Save.

Map an item GL group to GL accounts on transaction definitions

Subscription

Order Entry

User type

Business
Permissions Transaction definitions: Edit, List

You can map item GL groups to GL accounts on transaction definitions that post to either AR or the GL, like for example an OE sales invoice.

  1. Go to Order Entry > Setup > More > Transaction definitions.

  2. Find the transaction definition that you want to edit.

  3. Select More actions > Edit at the end of the row.

  4. Select the Posting configuration tab.

  5. Use the selection lists to map the appropriate GL accounts to item GL groups.

    The Item GL group, Warehouse, and Customer GL group together form the criteria set for the account mapping.

    For example, you could map the Hardware item GL group, Warehouse 13, and Channel customer GL group to one GL account and offset account. And then, map the Software item GL group, Warehouse 13, and Channel customer GL group to a different GL account and offset account.

  6. Select Save.

  1. Go to Order Entry > Setup > More > Transaction definitions.

  2. Select Edit next to the desired transaction definition.

  3. Select the Posting configuration tab.

  4. Use the selection lists to map the appropriate GL accounts to item GL groups.

    The Item GL group, Warehouse, and Customer GL group together form the criteria set for the account mapping.

    For example, you could map the Hardware item GL group, Warehouse 13, and Channel customer GL group to one GL account and offset account. And then, map the Software item GL group, Warehouse 13, and Channel customer GL group to a different GL account and offset account.

  5. Select Save.

Field descriptions

The following table describes each item in the Item GL groups information page.

Item GL groups information page field descriptions
Field Description

Name

Name of the item GL group. You cannot change the name after you’ve saved the item GL group.

Deferred revenue GL account

Use the drop-down list to select the account to which the deferred revenue for items belonging to this item GL group will post. Only required if you want to override the default deferred revenue account that's configured on each transaction definition.
Default revenue recognition template

Use the drop-down list to select a default revenue recognition template. When a user adds an item in this item GL group to a transaction, the Rev rec template field on the transaction will display the template selected here. Optional if you’re deferring revenue for items in the item GL group.

Top level only: this dropdown list does not display revenue recognition templates where the Recognition method = Percent completed or Milestone and the Percent or milestone source = Project accounting.

Learn more about revenue recognition templates.