Direct-P2P Admins: Multi- Part GL Codes

Using Multi-Part GL Codes in DP2P

Some organisations require Buyers to provide additional information based on the General Ledger (GL) code of an item they've ordered. The Multi-Part GL Code functionality enables sites to define structured GL code components and link them to specific DP2P categories.

• Setting Up Multi-Part GL Codes
  • Define the Code Part:
  • Label: The name displayed to users (e.g. "Subjective Code 1")
  • Choose a Field Type:
  • Single- Line Text field
  • Additional Options:
• Linking Multi-Part GL Codes to GL Codes
  • Viewing Assigned GL Codes parts
• Buyers POV of Multi-part GL Codes
  • Using Multi-Part GL Codes when placing a Requisition
  • Editing Multi-Part GL Codes after submitting a Requisition

Setting Up Multi-Part GL Codes

To configure GL Code parts (on sites that have been set-up for this), Site Administrators should:

1. Go to Settings > GL Code Parts
2. Click +Add GL Code Part

You can create up to five GL Code parts.

Define the Code Part:

• Label: The name displayed to users (e.g. "Subjective Code 1")

Choose a Field Type:

• Single- Line Text field

  • Users manually enter data.
  • Optional:
    • Format Mask: Set a rule for how input should be structured*
    • Format Mask Tooltip: Provide guidance for the required format
• Drop-down List
  • Users select from predefined options.
  • For each option, provide:
    • Label: A clear descriptor (e.g. "Subjective Code 2 Option X")
    • Value: The actual code or identifier stored in the system
      

Additional Options:

• Mark the field as mandatory (if required)
• Click Save.

You can edit, disable or rearrange GL Code parts at any time

Linking Multi-Part GL Codes to GL Codes

To connect GL Code Parts to specific GL codes used in Requisitions: 

1. Go to: Direct P2P > DP2P Categories > General Ledger Codes
2. When adding or editing a GL code, you’ll see the option to select which GL Code Parts apply.
3. Enable the relevant parts for that GL code
4. Click Save

See here for more information on adding/editing GL Codes

Viewing Assigned GL Codes parts

You can review which GL Code Parts are linked to which GL Codes:

• Within the GL Code list, all connected multipart fields will be visible.
• Within a Cost Group, under each Cost Category, the assigned GL Code Parts will also be shown.

Buyers POV of Multi-Part GL Codes

Using Multi-Part GL Codes when placing a Requisition

When Buyers add items to the requisition basket, they will be prompted to provide the information required by the GL Code Parts associated with the item's GL code.

Editing Multi-Part GL Codes after submitting a Requisition

Buyers can edit the GL Code Parts on individual Purchase Items up until an invoice has been submitted.

To edit:

1. On the Purchase Item line, click into the GL Code Part (clickable only when multipart GL codes are used).
2. Update the relevant parts
3. Click Update

Once an invoice is submitted, the GL code parts are locked and cannot be edited.