Invitbox automatically creates and helps maintain product lists for your suppliers. You can access the product list for any supplier via: Admin tab > Product List.
Product lists can be used for:
- price checking your products to ensure you do not get over-charged, and
- automatically setting default GL Codes on your bills at product level.
For more information on product price checking, click here.
The rest of this article will focus on recording default GL Codes on a product list, and automatically assigning default GL Codes to a bill.
Scenario 1 - receive a product bill from a new supplier
The first time you receive a mapped bill with product codes from a supplier into your invitbox InTray, a product list will be created automatically for that supplier.
For example, say you received a product bill from the company Superclean for the first time and you assigned a line-item map to the bill in the Unknowns tab.
You chose not to assign a default GL Code to the Supplier when creating it and the bill is now sitting in the InTray.
As you can see from the screen grab on the right, the product list has been created but no default GL Codes have been assigned to the products.
Scenario 2 - assign a default GL Code to ALL products from a Supplier
If you want to assign a GL Code to all products from a Supplier, you should ideally select the GL Code when creating the supplier in the first place.
BUT, if you did not do this, go to Admin > Suppliers > edit, choose the Supplier, click edit, then assign a default GL Code there.
Now, any future bills that arrive into the InTray will have this default GL Code assigned to the product codes (or rows) within the bill.
If a bill is already in your InTray before you assign a default GL Code for the supplier, it will not be updated automatically and you will have to assign the GL Code manually. Do this by clicking View Details at the top of panel 3, and then assign a GL Code to each product row, either one product at a time (left hand screen-shot), or across all product rows (right hand screen-shot)
When you click the default GL Codes will be saved in your product list.
Please note, as soon as you assign a GL Code to an individual product in panel 3 (or via Admin > Product List > Product) invitbox will no longer assign the Supplier's default GL Code (if you have set one) to any supplier product in panel 3, except for those products that have had a specific default GL Code set (as set out below).
Scenario 3 - assign a default GL Code to individual products from the Supplier
It should be noted that you do not need to assign a default GL code to a product, nor do you need to assign the same default GL code to each product. You can assign different default GL Codes to different products.
If you completed the left left-hand screen (above)...assigning a GL Code to the first product only, then clicked Save, your product list would look like the below (left) and the product itself (if you clicked edit) would be displayed as below (right)
The first time you assign a GL code to a product in panel 3, and click Save, or when you set a Default GL Code via Admin > Product List > Product > edit, invitbox will assign that GL code to be the default for the product.
Once a default GL code has been set against a product, the only way to change the default is to go to Admin > Product List > Product > edit and change it there. Simply changing a GL Code in Panel 3 will not change the default.