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Require Dissection on GL Accounts

This explains how to set up mandatory dissections (like Department or Employee) for specific GL accounts to ensure your financial reporting is always complete.

Overview

Accountability allows you to require certain details (dissections) before a transaction can be posted to a specific GL account. This acts as a safeguard, blocking the posting and alerting the user if required information such as a Job ID or Employee is missing.

This validation applies to:

  • Supplier Invoices

  • Journals

  • Supplier Payments

Setup Steps

Step 1: Create the Data Type

Before applying requirements to specific accounts, you need a category to house them.

  1. Navigate to Set Up Files > Custom Data Types.

  2. Create a new record named Dissection Required.

Note: Using this specific name helps you easily track and manage these rules later.


Step 2: Set the Account Requirements

Now, you can apply the rules to your chosen GL accounts.

  1. Navigate to Set Up Files > Custom Data.

  2. Select Create New Custom Data.

  3. Data Type: Select Dissection Required (the type created in Step 1).

  4. GL Account: Choose the account you wish to restrict.

  5. Text: You must type one of the following phrases exactly as shown. The system looks for this specific spelling and capitalization:

    • Department dissection required

    • Employee dissection required

    • Client dissection required

    • Job dissection required

    • Task Type dissection required

  1. Save the record.


How it Works for Users

When someone tries to post a transaction to that GL account, Accountability will check for the required information. If it is missing, the system will block the posting and display an error message.

Example:

"Invoice 123456 could not be posted – GL Account No. 70034 requires Department dissection"

  • Accuracy: Be sure to copy the text strings above exactly; if there is a typo in the Custom Data setup, the validation will not trigger.
  • Multiple Requirements: If an account needs more than one dissection (e.g., both Department and Employee), you can set up multiple records for that GL account. All missing items will be listed in the error message.