Override the GL account in AR transactions

Configure Accounts Receivable to override a default AR GL account for AR sales invoice or adjustment. Specifically, you can select an alternative GL account as an override for the following:

• For an entire transaction
• At the line-item level
• For all transactions involving a specific customer

When you enter AR sales invoice or adjustment, you can select an alternative AR account from a predefined list of accounts.

About account override

By default, transactions entered in Accounts Receivable are posted to the GL account selected in the Accounts Receivable configuration.

Administrators can configure Intacct to allow users to select different GL accounts when entering AR sales invoices or adjustments. To configure this option, follow the instructions in Set up GL Account override.

After the override accounts are set up, they are available for selection on AR sales invoices and adjustments. Additionally, transactions posted to these GL accounts will be automatically included in aging and ledger reports.

Why override accounts?

There are several reasons that you might want to override General Ledger accounts. Some examples are:

• To separate out certain types of receivables or payables, for example regular customers and advances made to employees.
• To differentiate by business type, such as retail and wholesale.
• To differentiate by product lines, such as hardware and software.
• To separate purchase types such as capital purchase or trade purchase.
• To track inventory and non-inventory items separately.

Override the default GL account

If your company has override enabled, you can override the default GL account for an AR sales invoice or adjustment for every line item, or just at the line-item level.

To override the GL account for every line item in an AR transaction:

1. In the AR sales invoice or adjustment page, scroll down to the Entries section, and select Show defaults.

   The Entries default section appears.

2. In AP account, select the account that you want to override the default GL account.

The account you select is populated to all the line items in the transaction. Intacct overrides the default GL account for the entire transaction.

To override the GL account for a specific line item in an AR transaction:

1. In the AR sales invoice or adjustment page, scroll down to the specific line item in the Entries section.
2. In AR account, select the account that you want to override the configured GL account.

Intacct overrides the default GL account for just this line item.

Set up GL Account override

To set up override capability in AR, enable the override option and select one or more GL accounts as alternative GL accounts. Then, provide permissions to individual users to select alternative accounts to override the default GL account in transactions.

You can also set up an alternative GL account per customer.

1. Enable GL account override

The first step in setting up to use alternative accounts is to enable the override option in AR.

1. Go to Accounts Receivable> Setup > Configuration.

   The configuration page appears.

2. Under Enable functionality, select the checkbox for Enable Accounts Receivable GL account override....
3. Select Save.

2. Set up an alternative GL account list

After you enable override in AR, you can tag a GL account for use as an alternative receivables account.

1. Go to General Ledger > All > General Ledger Accounts.
2. Select Edit beside the account that you want to use as an alternative GL account in transactions.
3. In GL account alternative, select the Receivables account as the type of transaction account that this account can override.
4. Select Save.

This account now appears in dropdown lists of alternative GL accounts in AR sales invoice, AR sales invoice adjustment, and customer pages:

3. Enable user permissions for override

You can change permissions to enable individual users to override the default GL account with an alternative account.

1. Go to Company > Setup > Users.
2. Locate the appropriate user, and in the same row select Subscriptions.

   The Company: User Application Subscriptions page for that user appears.

3. Locate Accounts Receivable, and select Permissions.

   The AR Permissions page appears.

4. Scroll partway down the page to locate AR sales invoices or Adjustments, and select Override AR account.
5. Select Save.

This user now has permission to override the default GL account for the selected transactions with an alternative GL account.

Set an alternative GL account per customer

If you want to use a GL account for overriding all transactions involving a specific customer, you can select that GL account in the Customer information page.

1. Go to Accounts Receivable > All > Customers.

2. Find the customer that you want to update.

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

   Don't see the Edit option on your page?

   To see the Edit option for a supplier, you need the following:

   • Access to the entity where the supplier was originally created.

     For example, if the supplier was created at the top-level, you need to slide into the top level to edit it. If you do not have access to that level, you cannot edit the supplier record.

   • Access to entities where the supplier is restricted.

     For example, say you are a restricted user with top-level access. If a top-level supplier is restricted to the West entity, and you do not have access to that entity, you cannot edit the supplier record at the top level.

   • Permission to edit suppliers.

4. In the Additional Information tab, under Invoicing details, select the account you want to use as the override.

5. Select Save.

1. Go to Accounts Receivable > All > Customers.

2. Select Edit beside the appropriate customer.

3. In the Additional Information tab, under Invoicing details, select the account you want to use as the override.

4. Select Save.

Moving forward, whenever you create a transaction involving this customer, Intacct automatically defaults the GL account to the alternative account selected here.

Order of precedence in a transaction with multiple alternative accounts

Intacct follows a set order of precedence for use of Accounts Receivable GL alternative accounts in transactions. The following table provides examples of the order of precedence:

Examples	AR setting	Alternative GL account choices			Account used
		Transaction choice	Line-level choice	Customer choice
1	1500 - AR				1500 - AR: configured AR setting
2	1500 - AR	1502 - AR Trade Receivables			1502 - AR Trade Receivables: alternative transaction choice
3	1500 - AR		1503 - AR Exp		1503 - AR Exp: alternative for specific line-level item 1500 - AR: for remaining line items
4	1500 - AR			1501 - AR Other	1501 - AR Other: alternative supplier choice
5	1500 - AR	1502 - AR Trade Receivables		1501 - AR Other	1502 - AR Trade Receivables: Transaction choice
6	1500 - AR		1503 - AR Exp	1501 - AR Other	1503 - AR Exp: alternative for specific line-level item 1501 - AR Other: Supplier alternative for remaining line items
7	1500 - AR	1502 - AR Trade Receivables	1503 - AR Exp	1501 - AR Other	1502 - AR Trade Receivables: alternative transaction choice