Customer GL groups

Use customer GL groups to categorize customers to post transactions to specific GL accounts based on these categories.

If you want to categorize customers for reporting, for example to view the Customer aging report by customer category, see Customer types.

About customer GL groups

You can create customer GL groups that are specific to your business. Then you assign a customer GL group to each customer record. Finally, you can map the customer GL group to GL accounts on transaction definitions.

For example, say you sell navigation software. You could have one customer GL group called Government and one called Private. In this example, if a Government customer buys navigation software, the sales transaction could post to a different GL account than the one for a Private customer who also buys navigation software. You could also filter list views by these customer GL groups.

Subscription

Order Entry

Regional availability

All regions
User type
  • Business
  • Employee
  • Project Manager
  • Warehouse
Permissions

Customer GL groups: List, View, Add, Delete, Edit
Restrictions

Employee, Project Manager, and Warehouse users can only List and View customer GL groups.

View a customer GL group

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

  2. Records designated as Inactive do not appear in the list by default. To view these records, select Filters at the top of the list and select Remove next to the Status filter to remove it.

  3. 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.

  4. Select More actions > View at the end of the row to display a specific vendor GL group.

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

  2. To view inactive GL groups, select the Include inactive checkbox.
  3. If you accessed this page from the top level of a multi-entity shared environment, select the Include private checkbox to view the GL groups that were created at the entity level.
  4. Select View next to the customer GL group.

Add a customer GL group

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

  2. In the Name field, enter the name for the GL group.
  3. Use the Status dropdown list to indicate whether the GL group is active or inactive.

  4. Select Save.

Deactivate a customer GL group

You can deactivate a customer GL group (change the status to Inactive), which prevents it from appearing in any customer GL group selection lists but Sage Intacct retains the customer GL group for historical purposes.

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

  2. Find the customer GL group to deactivate.

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

  4. Select Inactive in the Status field and then select Save.

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

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

  3. Select Inactive in the Status field and th select Save.

Delete a customer GL group

You can delete a customer GL group if it has not been used by any transactions or if it has not been assigned to any customers. This removes the customer GL group from the system.

You can only delete a customer GL group if you are in the level of the multi-entity structure where the customer GL group was created. For example, if the customer GL group was created at the top level, and you are in the entity level, the Delete link does not appear (the customer 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 > Customers > GL groups.

  2. Find the customer GL group to delete.

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

    Depending on your user preferences, to confirm the delete select OK.

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

  2. Find the customer GL group to delete, select the checkbox at the end of the row, and select Delete at the top of the page.

    Depending on your user preferences, to confirm the delete select OK.

Assign a customer GL group to a customer

  1. Go to Order Entry > All > Customers.

  2. Find the customer in the list.

    The Customer information page appears.

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

  4. Select the Additional information tab.

  5. In the Customer details section, use the GL group dropdown to select the applicable customer GL group.

  6. Select Save.

  1. Go to Order Entry > All > Customers.

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

    The Customer information page appears.

  3. Select the Additional information tab.

  4. In the Customer details section, use the GL group dropdown to select the applicable customer GL group.

  5. Select Save.

Map customer GL groups to GL accounts on transaction definitions

You must have the appropriate permissions to edit transaction definitions. You can map customer GL groups to GL accounts on transaction definitions that post to either AR or the GL, for example a sales invoice.

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

  2. Find the transaction definition.
  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 Customer GL groups to the desired GL accounts.

    Customer GL groups selection lists

    The Item GL group, Warehouse, and Customer GL group together form the criteria set for the account mapping. For example, you could have the Products item GL group, Warehouse 13, and Channel customer GL group mapped to a GL account and offset account, and the Products item GL group, Warehouse 13, and Direct customer GL group mapped to a different GL account and offset account.

  6. Select Save.

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

  2. Find the transaction definition and select Edit next to it.
  3. Select the Posting configuration tab.

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

    Customer GL groups selection lists

    The Item GL group, Warehouse, and Customer GL group together form the criteria set for the account mapping. For example, you could have the Products item GL group, Warehouse 13, and Channel customer GL group mapped to a GL account and offset account, and the Products item GL group, Warehouse 13, and Direct customer GL group mapped to a different GL account and offset account.

  5. Select Save.

Learn more about transaction definitions.

Field descriptions

The following table describes each item in the Customer GL group information page.

Customer GL group information page field descriptions VendorGL group information page field descriptions
Field Description

Name

Name of the customer GL group. You cannot change the name after you save the group.

Status

The default status is Active. If you are no longer using this customer GL group and do not want it to appear in dropdown lists, choose Inactive. You can still view inactive customer GL groups by selecting the Include inactive checkbox in the Customer GL Groups list.

What does "Not owned" mean?

In a multi-entity company, shared records such as customers, vendors, and other items can be edited only at the top level of a company. Some journal transactions, for example, recurring journal entries created at the top level, are also owned at the top and can't be edited from within an entity.

If you display the list of shared records (customer, vendor, or entry) within an entity, you can see the shared records in the list. However, these will be listed as Not owned by the entity and the Edit option won't appear. Move to the top level, which owns the record, to make any changes.