Accounts Payable Labels

  • By heather-holder
  • October 3, 2017

Not only are account labels are a great way to give meaningful names to GL Accounts but they are also a great way to limit GL Account visibility.  With account labels you can map one label to a GL Account or multiple labels to the same GL Account and provide users with simplified data entry.  If you wish to hide GL Account, you simply do not assign an Account label to that GL Account at all!

Account labels can be turned on by navigating to Accounts Payable > All > Setup > Configuration as shown below:


You will then scroll down to the Enable functionality section and place a check in the checkbox next to Enable account labels.  Please note that account labels can bet turned on an off as required during setup and use of the program with no loss of your label configuration.


After placing the check mark in the box, save your settings.

Account labels are defined by navigating to Accounts Payable > All > Setup > Account labels as shown below:


Click Add and complete the information relevant to your label and click Save.  In our example we will create a label named ‘Desk’ which will map to the ‘1520 – Furniture and Fixtures’ GL Account.


In order to confirm your settings, create a new AP Bill and look in the Entries section of the form. There you should see an Account Label column with a dropdown displaying the account label you just created! Although this implementation may contain dozens of GL accounts, only those with an Account label assigned will be given as a choice.


Perhaps you also wish to have an account label for charges related to lighting fixtures that also maps to the 1520 GL account.  To do so you must return to Accounts Payable > All > Setup > Account labels and create a second account label that also maps to GL Account 1520.


Now when you create an entry for a bill you will be given two account label choices:


It’s important to turn Account Labels off during data import. If account labels are turned on you will run into issues as the import template uses GL Account numbers but the system will be expecting account labels. If you choose to use Account labels it is recommended they be turned off for import and then turned back on once the import is complete.

Make data entry faster and easier with Account Labels!

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