# CSCM - General Ledger Links

General Ledger Links

# Delivery Notes Setup

<span class="ts7">In order to use the Delivery notes functionality, one has to create General Ledger accounts and setup GL Links and Company profile settings.</span>

<span class="ts65">General Ledger Accounts</span>

<span class="ts7">You will need to create two new accounts</span>

<table border="1" id="bkmrk-creditors-delivery-n" style="border-collapse: collapse; width: 53.3333%;"><colgroup><col style="width: 42.1975%;"></col><col style="width: 57.7561%;"></col></colgroup><tbody><tr><td><span class="ts7">Creditors Delivery Note</span></td><td><span class="ts7">Current Liability Account</span></td></tr><tr><td><span class="ts7">Price Variance</span></td><td><span class="ts7">Cost of Sales Account</span></td></tr></tbody></table>

<span class="ts7">Creditors Delivery note setup</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2311).png)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2312).png)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2313).png)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2314).png)

<span class="ts7">Price Variance General Ledger account setup</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2315).png)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2316).png)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2317).png)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2318).png)

<span class="ts64">General Ledger Links Setup</span>

<span class="ts7">We will now setup the General Ledger links which is found under System Configuration Module&gt; General Ledger Links &gt; GL Links Setup.</span>

<span class="ts7">These only have to be setup once per company.</span>

<span class="ts7">There are three GL Links which need to be setup.</span>

<table border="1" id="bkmrk-1-delivery-note-jour" style="border-collapse: collapse; width: 35.3086%;"><colgroup><col style="width: 13.3426%;"></col><col style="width: 86.5873%;"></col></colgroup><tbody><tr><td>1</td><td><span class="ts7">Delivery Note Journal</span></td></tr><tr><td>2</td><td><span class="ts7">Delivery Note GRV</span></td></tr><tr><td>3</td><td><span class="ts7">Delivery Note Correction</span></td></tr></tbody></table>

<span class="ts7">Each section of the GL Links will need to be setup for each Link namely:</span>

<table border="1" id="bkmrk-1-links-tab-2-groups" style="border-collapse: collapse; width: 35.5556%;"><colgroup><col style="width: 12.8617%;"></col><col style="width: 87.4168%;"></col></colgroup><tbody><tr><td>1</td><td><span class="ts7">Links Tab</span></td></tr><tr><td>2</td><td><span class="ts7">Groups Tab</span></td></tr><tr><td>3</td><td><span class="ts7">Group Links Tab</span></td></tr></tbody></table>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2319).png)

<span class="ts54">Delivery Note Journal Setup</span>

<span class="ts7">Link</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2320).png)

<span class="ts7">Group</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2321).png)

<span class="ts7">Linking Link to Group under Group Links</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2322).png)

<span class="ts54">Delivery Note GRV Setup</span>

<span class="ts7">Link</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2323).png)

<span class="ts7">Group</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2324).png)

<span class="ts7">Linking Link to Group under Group Links</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2325).png)

<span class="ts54">Delivery Note Correction Setup</span>

<span class="ts7">Link</span>

<span class="ts65">NOTE:</span>

<span class="ts66">Note that this Link has only one account and has a tick activated on Delivery Notes. It is the only link to have this ticked.</span><span class="ts7"> Should this tick not be ticked and another ledger account is selected it will cause the posting to the books to be out of balance.</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2326).png)

<span class="ts7">Group</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2327).png)

<span class="ts7">Linking Link to Group under Group Links</span>

<span class="ts7">NOTE:</span>

<span class="ts7">If you select the incorrect ledger account under Delivery Note GRV Correction it will stop you as you have to have the correct link with the tick activated.</span>

<span class="ts7">This message will appear if you have not selected the correct account with the tick activated for Delivery note for Delivery Note Correction.</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2328).png)

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2329).png)

<span class="ts7">Company Profile settings</span>

<span class="ts7">You will need to select the General Ledger Links under the company profile, should you have multiple branches you will need to set them up as well.</span>

<span class="ts7">Go to System Configuration &gt; Administration &gt; Company Profiles. Amend your head office branch and then click on the More Options button</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2330).png)

<span class="ts7">Click on the second tab called General Ledger Links and select the three Links. </span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2331).png)

<span class="ts7">Once you have select the accounts, click on Save and Close, then Save button and Close button on the next screen. Log out of the system and log back in for the settings to take affect.</span>

![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2332).png)

<span class="ts7">This needs to be done for each branch.</span>

# General Ledger Links Menu Group

<span class="ts15">System Configuration&gt; General Ledger Links</span>

<span class="ts10">Video training manual 2016 - </span>[Click Here](https://vimeo.com/357000860)

<span class="ts19"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2606).png)

**<span class="ts2">GL Links Setup</span>**

<span class="ts15">System Configuration&gt; General Ledger Links&gt; GL Links Setup</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(1454).png)

<span class="ts0">The system is governed by the General Ledger Link rules.</span>

<span class="ts0">These are the areas that affect the posting</span>

<table border="1" id="bkmrk-1-company-setup-and-" style="border-collapse: collapse; width: 71.8519%;"><colgroup><col style="width: 7.41473%;"></col><col style="width: 92.5606%;"></col></colgroup><tbody><tr><td>1</td><td><span class="ts0">Company Setup and Branch setup</span></td></tr><tr><td>2</td><td><span class="ts0">General Ledger Links Setup</span></td></tr><tr><td>3</td><td><span class="ts0">Inventory service and custom items</span></td></tr><tr><td>4</td><td><span class="ts0">Inventory group codes</span></td></tr><tr><td>5</td><td><span class="ts0">Additional General Ledger properties found in GL, Debtors and Creditors</span></td></tr></tbody></table>

<span class="ts0">Company Setup and Branch Setup</span>

<span class="ts0">Go to System Config &gt;Administrator &gt;Company Profiles &gt; Edit &gt; Advanced settings &gt; General Ledger Links</span>

<span class="ts0">This controls what happens to processing in the system for that branch. A user has a primary branch and is governed by these rules.</span>

<span class="ts0">Let’s look at the Invoice – the drop down indicates Invoice, go to GL links to see what happens.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2000).png)

<span class="ts0">General Ledger Links Setup</span>

<span class="ts0">Go to System Config&gt; General Ledger Links &gt; GL Links Setup</span>

<span class="ts0">Starting backwards we go to the Group Links, find the Invoice label that was selected in the company profile setup.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2607).png)

<span class="ts0">Now go to the Links tab to see what the ledger accounts are, in the case of an invoice there are two links, so you will have to look at both to see what ledger accounts affect the transaction.</span>

<span class="ts0">The first transaction is the Debtors Invoice, note the debit and credit accounts.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2002).png)

<span class="ts0">The second link affects the stock.</span>

<span class="ts0">Now stock has other rules which will override the stock ledger account or cost of sales.</span>

<span class="ts0">Check the Service and Custom stock override.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2003).png)

<span class="ts0">Inventory service and custom items</span>

<span class="ts0">The first place a service and custom item gets it’s ledger account when first setting one up is from the branch / company profile setup. After that the user will have to manually change the ledger account on each service or custom item.</span>

<span class="ts0">Go to System Config &gt; Administrator &gt; Company Profiles&gt; Amend Branch&gt; Defaults Tab</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2004).png)

<span class="ts0">Go to Inventory Module&gt; Configuration&gt; Inventory setup</span>

<span class="ts0">This setup replaces the Stock Ledger account when processing an invoice.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2005).png)

<span class="ts0">Inventory group codes</span>

<span class="ts0">Go to Inventory Module &gt; Configuration &gt; Group Code setup</span>

<span class="ts0">The group codes will override the General Ledger Links rules. This allows an inventory item to get posted to a sales and or cost of sales accounts.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2006).png)

<span class="ts0">Additional General Ledger properties found in GL, Debtors and Creditors</span>

<span class="ts0">This is found in General Ledger, Debtors and Creditors setups.</span>

<span class="ts0">This rule overrides the group codes on an invoice as well as the general ledger links.</span>

<span class="ts0">This rule allows a user to assign Sales and Cost of Sales accounts based on a combination of Division, Region and Invoice group.</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2007).png)

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(2008).png)

<span class="ts0"> </span>

<span class="ts0"> </span>

<span class="ts0"> </span>

<span class="ts0"> </span>

<span class="ts0"></span>

# GL Links Setup

System Configuration&gt; General Ledger Links&gt; GL Links Setup

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/nIOimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/nIOimage.png)

The system is governed by the General Ledger Link rules. The way to check where things are been processed are as follows:  
   
These are the areas that affect the posting

<table border="1" id="bkmrk-1-company-setup-and-" style="border-collapse: collapse; width: 69.8765%;"><colgroup><col style="width: 5.31389%;"></col><col style="width: 94.6614%;"></col></colgroup><tbody><tr><td>1</td><td>Company Setup and Branch setup</td></tr><tr><td>2</td><td>General Ledger Links Setup</td></tr><tr><td>3</td><td>Inventory service and custom items</td></tr><tr><td>4</td><td>Inventory group codes</td></tr><tr><td>5</td><td>Additional General Ledger properties found in GL, Debtors and Creditors</td></tr></tbody></table>

**Company Setup and Branch Setup**  
   
Go to System Config&gt; Administrator&gt; Company Profiles&gt; Edit&gt; Advanced settings&gt; General Ledger Links  
   
This controls what happens to processing in the system for that branch. A user has a primary branch and is governed by these rules.  
Let’s look at the Invoice – the drop down indicates Invoice, go to GL links to see what happens.

**General Ledger Links Setup**  
Go to System Config&gt; General Ledger Links &gt; GL Links Setup  
Starting backwards we go to the Group Links, find the Invoice label that was selected in the company profile setup

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/RGMimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/RGMimage.png)

Now go to the Links tab to see what the ledger accounts are, in the case of an invoice there are two links, so you will have to look at both to see what ledger accounts affect the transaction.  
The first transaction is the Debtors Invoice, note the debit and credit accounts.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/YWFimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/YWFimage.png)

The second link affects the stock.

Now stock has other rules which will override the stock ledger account or cost of sales.  
Check the Service and Custom stock override.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/F3kimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/F3kimage.png)

**Inventory service and custom items**  
   
The first place a service and custom item gets it’s ledger account when first setting one up is from the branch / company profile setup. After that the user will have to manually change the ledger account on each service or custom item.  
   
Go to System Config &gt;Administrator &gt;Company Profiles &gt; Amend Branch&gt; Defaults Tab

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/uy8image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/uy8image.png)

Go to Inventory Module &gt; Configuration &gt; Inventory setup  
   
This setup replaces the Stock Ledger account when processing an invoice.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/Z5Qimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/Z5Qimage.png)

**Inventory group codes**

Go to Inventory Module &gt; Configuration &gt; Group Code setup  
   
The group codes will override the General Ledger Links rules. This allows an inventory item to get posted to a sales and or cost of sales accounts.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/88Limage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/88Limage.png)

Additional General Ledger properties found in GL, Debtors and Creditors  
   
This is found in General Ledger, Debtors and Creditors setups.  
   
This rule overrides the group codes on an invoice as well as the general ledger links.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/G6Aimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/G6Aimage.png)

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/scaled-1680-/vJIimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2023-07/vJIimage.png)

This rule allows a user to assign Sales and Cost of Sales accounts based on a combination of Division, Region and Invoice group.

# Function Setups

Setting up certain Links in the system.

1\. Job Recovered Costs

# Job Recovered Costs

<span class="ts0">Setup Job Recovered costs for Job Costing Module</span>

<span class="ts0">This recovered cost function and GL link is used with Stock requests and job costing.</span>

<span class="ts0">When the Job line is Locked (from reopened), invoiced or quantity is not enough to return then the job recover option will be used.</span>

<span class="ts0">Setup the settings for this to work.</span>

<span class="ts0">Create a Custom item called Job Recovered Costs</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3639).png)

<span class="ts0"> </span><span class="ts0">Create a Cost of Sales General Ledger account called Job Recovered costs</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3640).png)

<span class="ts0"> </span><span class="ts0">Ledger account created</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3641).png)

<span class="ts0"> </span><span class="ts0">Create a GL Link rule</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3642).png)

<span class="ts0"> </span><span class="ts0">Create a GL Link Group rule</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3643).png)

<span class="ts0"> </span><span class="ts0">Link the Group and Link together</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3644).png)

<span class="ts0"> </span><span class="ts0">Setup the default custom item to be used in the stock request return to job</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3645).png)

<span class="ts0"> </span><span class="ts0">Link the rule to the branch</span>

<span class="ts0"> </span>![](https://hugeerp0.co.za/csp/webhelp/topics/images/image(3646).png)

<span class="ts0"> </span>

<span class="ts0"> </span>

<span class="ts0"> </span>

<span class="ts0"></span>