How do I set up and use GL accounts and cost centres?

Topic Overview

• Setting up the chart of accounts in master data
• Using GL accounts on invoices and contracts
• Editing GL accounts on approved invoices
• Important notes for DATEV transfers

Setting up the chart of accounts in master data

In Alasco, you can set up your chart of accounts where the GL account code acts as the unique identifier. This allows you to use the same account label for multiple different account codes.

1. Open Master data in the sidebar.
2. Click on Booking accounts.
3. Add your GL accounts. You can enter alphanumeric GL account codes, including leading zeros, letters, and symbols.
4. Your master data list is automatically sorted by the account number.

Using GL accounts on invoices and contracts

Across invoices, contracts, and the invoice cover sheet, the account label is displayed right next to the account number. This provides better usability and ensures consistent terminology across the app.

• Click on the GL account field to see the full list of accounts without having to type or copy-paste codes.
• Use the type-ahead lookup on contracts to quickly find the right GL account.
• When processing invoices, the OCR will no longer wipe out GL values that were pre-filled from the contract.

Editing GL accounts on approved invoices

You can edit the GL account and cost centre on approved invoices directly from the actions menu, provided they do not have a pending payment step.

1. Open Invoices in the sidebar and select an approved invoice.
2. Click on the actions menu (three dots).
3. Select the option to edit the GL account and cost centre, make your changes, and save.

Important notes for DATEV transfers

While Alasco supports alphanumeric codes, DATEV transfers still require numeric GL account codes.

• If a transfer fails because of an alphanumeric code, you can fix the GL account right before transferring and simply retry the export.

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