About AP account labels

When AP account labels are turned on in your configuration, users code transactions to account labels instead General Ledger (GL) accounts. The labels are descriptive names that you set up, based on what makes sense for the accounts you use in Accounts Payable. Account labels have the following benefits:

  • They can help users identify the correct account through intuitive naming.
  • They can also help you control access, since users can code transactions only using those GL accounts that are assigned a label.

Get started with account labels

Setting up AP account labels is a two-step process.

  1. Define the AP account labels that you want to use.

    Create the custom labels that you map to GL accounts that are used for Accounts Payable transactions.

  2. Turn on AP account labels in Accounts Payable configuration.

    This makes the AP account label field available for use.

After you turn on account labels, the interface for entering AP transactions changes. Instead of selecting an Account for a line item, you now select an Account label. The corresponding Account displays as a read-only field on the line, after you select the account label.

Using account labels to restrict access

When you have account labels turned on, users code transactions to account labels instead of GL accounts. If you do not define an account label for a GL account, it cannot be used for Accounts Payable transactions. This can serve as way to limit access to GL accounts among Accounts Payable users.

Using account labels

When you enter Accounts Payable transactions, you code each entry by selecting an Account label instead of an Account. The Account field displays as a read-only field and is automatically updated to show the GL account that the AP account label is mapped to.

In reporting, AP account labels show up as follows: 

  • AP supplier invoice analysis report: You can group by AP account label.
  • AP supplier invoices register: AP supplier invoices are displayed with their assigned AP account label.
  • Cheque register: You can filter for a range of AP account labels when you select Show details.
  • Custom reports: You can use APACCOUNTLABEL when creating custom reports.