How to set up GL links | ParagonERP

Setting up GL links

After you've created all your GL accounts, they need to be linked to different transactions. This needs to be set up for the system to know when to debit and credit each of your GL accounts based on the transactions you create. If you have not created any new GL accounts, you will not need to set up any links. By default, Paragon has links already set up.


Paragon is very flexible and allows you to decide how your business workflows should interact with the system. One of these flexible options involves being able to decide which GL accounts can be posted to. Many companies feel that certain GL accounts (specifically anything considered a main, category, or parent account - such as assets or liabilities) should not be used in journal entries and would like to prevent that. You can therefore decide to only allow Paragon to make journal entries only to the detail or child accounts (in other words anything listed as a sub-account - such as cash or inventory) instead. To change this setting, make your way to my company from the settings page.

Click the financials tab and you will see the option to disable posting into parent accounts. If your GL linking setup has already been configured to post to these parent accounts, you will get a notification blocking you from proceeding.

You will have to change your general ledger configuration before you can use this option.  

Step 1: Go to GL setup

From any screen in Paragon, hit the settings button.

Under the financials tab, select GL setup.

Step 2: Verify current links

On the left-hand side, there is a list of transactions. invoices and credits are grouped in one line because they are opposites. A revenue GL account will be credited for an invoice and the same GL account will be debited for a credit.

The various pieces of each of the transactions that you want to post to different areas of the GL are listed on the top row.

The GL accounts that are affected by the different parts of each transaction are listed in the middle.

For example, revenues from product sales on invoices and credits will affect the GL account called sales by default.

Step 3: Edit current links

Hit the edit button to change the GL account for any sections of the transaction.

The different transaction sections are bank exchange, bank, exchange, AR/AP, taxes, value added services and product.

You can change the GL account by clicking in the GL account field and choosing another one from the list.

The GL accounts in this list are defaults that come pre-installed in Paragon. If a GL account you'd like to choose isn't in the list, it will need to be created.

Once you're done selecting the GL accounts for each transaction section, hit the save button at the bottom right-hand corner of the screen.

You can cancel your changes at any point before saving by hitting the cancel button in the top left-hand corner. If you do this, the GL link will not be created.

Once you hit save You will be brought back to the original screen where you began. You can repeat the same steps for vendor invoice/debit, payment out/rebates, payment in/rebates, incoming received and inventory shipped.

 Step 4: Add more links

If you want to add more specific links for different transaction types, you can do that as well.

Let's say you want the revenues for products shipped via DHL to go to a different GL account than the default. To do this, you need to add another level of links to the invoices & credits and product GL link.

First, hit the edit button at the top right-hand corner of the screen.

Then, hit the add new link button at the top left-hand corner of the screen.

Once you do this, a new line will appear under the default GL link.

First, you will need to determine what GL account the revenue for this particular product should touch. To do so, click into the field called account and choose from the list.

Then, you have to enter the priority field for that specific account. The priority tells Paragon in which sequence to apply the GL accounts if more than one criteria is met.

Then, you need to enter the associated values which are attributes that you select to be associated to the GL account you set up. To do so, hit the edit button.

Select one or more attributes from the drop down list.

Then, select the right option for the attribute chosen and hit the accept button.

When you are ready to save your changes, hit the save button.

You can also cancel at any point before saving by hitting the cancel button at the top left-hand corner. If you do this, the link will not be saved.

When you have saved the new link, you will be brought back to the same screen where you began. With the setup outlined above, the revenue from an invoice for a specific product will affect a GL account different than the default.

You can repeat the same process for different transactions or different parts of the current transaction.

What's Next?

Now that you have learned how to set up your GL, you can take a look at a few other financial processes that Paragon can assist with:

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