Invoicing Data and GL Integrations

Overview

Invoicing deals with the income of your business and payments that you receive. All data on the invoice will export together, including the invoice amounts and any tax.

Typical transactions include:

Transaction	Credit	Debit
You sent an invoice	Income Account (Wage Income)	Asset Account (Trade Debtors)
You received a payment	Asset Account (Trade Debtors)	Asset Account (Bank Account)

Invoice Taxes

Invoice Taxes will be exported out with the relevant invoice, using the applicable GL code set up for the tax.

Generation of GL Codes for Invoicing Data

GL codes for invoicing data is generated when you create an Invoiceable Item, which is triggered by opening Invoicing > Invoiceable Items.

For example, when you have finalised a timesheet and you access the Invoiceable Items report, the item is created.

If your GL codes are incorrect at the time that an Invoice Item is generated, you will need to either manually amend them on the invoice or recalculate the invoiceable item.

Assigning a GL Code to an Invoice Item

Every Invoiceable Item created in the system is assigned a GL code. Codes are automatically assigned based on the following hierarchies:

Invoicing - Timesheets	Invoicing - Leave on Timesheets	Invoicing - Expense Items	Invoicing - Other
Specified GL Group Charge Item, if set to Forced Pay Item, if set to Forced Invoice Item, if set to Forced Job > Payroll Admin Employee > Payroll Admin Customer Charge Item Pay Item Invoice Item Type Billing Entity Manual Entry	Specified GL Group Leave type, if set to Forced Charge Item, if set to Forced Pay Item, if set to Forced Job > Payroll Admin Employee > Payroll Admin Customer Leave category Leave Charge Item Leave Pay Item Billing Entity Manual Entry	Specified GL Group Expense Category, if set to Forced Pay Item, if set to Forced Invoice Item type Job > Payroll Admin Employee > Payroll Admin Customer Expense Category Pay Item Invoice Item type Billing Entity Manual Entry	Specified GL Group Charge Item, if set to Forced Pay Item, if set to Forced Charge Item Pay Item Default Invoice Item Type for ‘Other’ Manual Entry

 

Manually Assigning or Adjustment a GL Code for Invoicing

The GL code can be manually assigned by editing a line item in an invoice.

To do this, expand the invoice line item and click the pencil next to the GL code. When you’ve entered the code manually, the pencil icon will be replaced with an option to revert the change to the system setting.

You may also need to assign subentities here if you require a Constructed Code relying on your subentity.