• The total invoice information is placed in the GL Data Page created automatically by the system. The Data Page is a listing of processed G/L account numbers processed for each invoice.
• Next, the system will automatically collate each invoice line item product number or item description with the associated account number in the GL Workbox Cross Reference File, assigning the correct G/L account number and amount to each line item, and then place in the SQL data file. The GL Workbox can be defined as a file created by the user and accounting staff as a cross reference between the GL account and the line item product number.
• After the process is complete, all like General Ledger account numbers will be summarized and totaled. The total of the invoice will be compared to the total general ledger distribution to assure accurate distribution.
• In the event a match is unable to be made in the General Ledger Workbox, the operator will be prompted to manually enter a general ledger account number and amount.
• The system will place the manual entries into the General Ledger Workbox and create the cross reference report for management review. This is in addition to the normal end of day report.
• When the review is completed and approved, the file will be interfaced into the accounting systems G/L module for updating.
• The initial system goal is to automatically process 92%-96% of the G/ L items in the GL Workbox cross reference file. As the system matures, the percentage will improve due to additional product numbers being added to the GL Workbox.

THE GENERAL LEDGER WORKBOX CROSS REFERENCE FILE:

The General Ledger Workbox Cross Reference file will be maintained by the user’s staff. Prior to the system installation, the user and accounting staff will create the Workbox Cross Reference file with a minimum of the following data:

• General ledger account number
• General ledger account name
• Sub-GL account number
• Sub-GL account name
• Line item product number or description

The recommended method to create a functional GL Workbox File would be to review the last 12 months history of invoices, and place the product number and description associated with the proper general ledger account number.  

ADVANTAGES:

Once the GL Workbox file is completed:

      A high percentage of the G/L accounts will be assigned automatically

      Increases the accuracy of G/L account assignments

      Reduces audit cost

      Eliminates manual account assignment

      Reduces cost

      Increases efficiency

      Eliminates account manipulation