• Contents

Assigning Alternative GL Accounts for QuickBooks Enterprise

Last updated 08/01/2021

How to automatically or manually assign Alternative GL Accounts to QuickBooks Enterprise transactions.

Overview


Once you have downloaded the services from QuickBooks to Cin7, they will appear as Alternative GL Accounts, you will need to decide how to assign them.

The ultimate goal here is to set up a logical system so that the line items you import into QuickBooks are coded to the desired accounts.

You will find documented below each possible way of automating Alternative GL Account assignments. It is also possible to manually override Alternative GL Accounts, and we have documented this as well.

Because it is only possible to assign one Alternative GL Account to a line item, Cin7 has a system of prioritization, explained at the bottom of this page.

Automating Alternative GL Account Assignments


Product

You can apply Alternative GL Accounts to individual products. To do this you must have first turned on the accounting options for the product page. To do this:

  1. Log into Cin7 as an Administrator.
  2. From the left navigation, select Products
  3. From the top right, select the gear icon.
  4. Change the accounting drop-down to Yes.
  5. Scroll to the bottom and select Save.

To add an Alternative GL Account to a product:

  1. From the left navigation, select Products.
  2. Choose the product by select the product name.
  3. Under the accounting section, select the Alternative GL Account from the Sales Account and/or Purchases Account dropdowns.

When adding a product with an Alternative GL Account to a transaction, the specified account will automatically appear in the Account column of the line item.

Customer/Vendor

You can apply Alternative GL Accounts to individual customers or vendors.

  1. From the left navigation, select CRM.
  2. Choose the contact by selecting the contact name.
  3. Under the Accounts section, choose the Alternative GL Account from the Alternative GL Account drop-down.

When adding a customer or vendor with an Alternative GL Account to a transaction, the specified account will automatically appear in the Alternative GL Account dropdown in the Customer details section of the transaction.

This means that unless otherwise specified, all products within this transaction will be coded to the customer's Alternative GL Account.

Branch

You can apply Alternative GL Accounts so that sales from different branches are coded to corresponding branch accounts within QuickBooks. This is particularly useful if you have multiple retail stores.

To apply an Alternative GL Account at a branch level:

  1. From the left navigation, select CRM.
  2. Using the Contact Type drop-down, select Branches.
  3. Choose the branch by selecting its name.
  4. From the Alternative GL Account/Cost Center drop-down, choose the Alternative GL Account.

Each sale is coded based on the branch. This happens at the time of import - so unlike products or contacts above, it is not visible in the actual transactions. Branch level Alternative GL Accounts are applied unless otherwise defined at the customer or product level. See priorities below.

Manually Assigning Alternative GL Accounts


You may choose to assign Alternative GL Accounts manually at the time of sale, either to override automatic assignments or just to apply the Alternative Accounts on a case-by-case basis.

There are two places you can do this:

Assigning at the Order level

To apply an Alternative GL Account to an entire order, click on the Alternative GL Accounts dropdown and choose from the list. This will send all line items in the order to a specific account unless and line item accounts have been chosen (see below).

Please note that the Alternative GL Account set on the Order level will not apply to the Freight, Discount or Surcharge box at the bottom right of the order. 
Assigning to a line item

In a transaction, you can choose an Alternative GL Account for each line item by selecting into the Account column and then choosing from the drop-down list that appears.

Priority


When an Alternative GL Account is applied in multiple places, the GL Account that is ultimately applied is decided by the priority below (1 being the highest):

  1. Line item/product
  2. Transaction/customer
  3. Branch
  4. Default account

For example, assume Customer "X" has been assigned to the GL Account "222". Also assume Product "Y" has been assigned to GL Account "333" prior to this. When you sell Product Y to Customer X, account "333" will be applied since the line item has a higher priority than customer.