Adding GL Accounts at the Organization Level

Aptify supports the use of default general ledger (GL) accounts at the Organization level that can automatically be applied to Products linked to that Organization. (Each product can be assigned to a particular organization by filling in the Organization link box on the Products form's Details > General tab. See Creating a Basic Products Record for details.

When an Organization has one or more GL Accounts defined, Aptify will use these GL Accounts when generating General Ledger entries for a Product linked to the Organization if the Product does not have a particular GL Account of its own already specified. Also, if an Organization has a default Sales account defined, a user can create new Products linked to that Organization without having to specify a Sales account before saving the record.

Follow these steps to add default GL Accounts for an Organization:

1. Open the appropriate record in the Organizations service.
2. Click the Accounting > GL Accounts sub-tab.  
   
   
3. Click the New icon to open a new GL Accounts sub-type record.
4. In the GL Order Level field, enter the GL order level for this account.
   • By specifying an order level, you can associate a set of GL accounts that should be used for a particular group of customers.
      
5. In the Type field, select the GL account type from the list.
   • Standard types include Sales, Account Receivable, and Deferred Income.
   • See Determining GL Accounts for Order, Payment, and Scheduled Transactions for a list of standard types.
      
6. Enter a GL Account name in the field by doing one of the following:
   • Enter the name or the first few letters of the name of the GL Account and hit enter on your keyboard to complete the name.
   • Use the Search function to locate the GL Account
   • Create a new GL Account by clicking the GL Account field name.
   • This field displays the records stored in the GL Accounts service.
     
     
7. Click OK to save and close the new GL Accounts record.
8. Repeat the process as necessary to define more GL Accounts as shown in the figure below.