About Order Levels and GL Accounts

Order levels allow an organization to configure multiple sets of general ledger (GL) accounts for each product depending on the order. For example, a single product can specify different sales accounts to use for different customer classes. The order level is used by the Orders service to identify the customer class and determine which sales GL account code to use.

The default Order Levels record set up in the standard product is Regular. However, organizations can create their own order levels to handle specific subsets of orders, as per business requirements. For example, an order level of Internal-Domestic could be used for orders billed to internal customers within the country, while Internal-Foreign could be used for all orders billed to customers outside the country.

To determine which order level is used for an order, the system uses the following logic. The Order Level field in each order is populated from the Bill To person linked to the order. When the Persons record is created, the order level flows down from the company to the person. Therefore, for most situations, the person, company and order all reference the same order level. However, it is possible to override the order level in each area as needed.

The diagram above shows how order level flows down from the company to the person, and then to the order. At each level of the flow, the user has the option to make changes. For example, the diagram below shows the user changing the order level for the Orders record, while not altering the company or person's order level.