Item creation and GL category assignment

When creating new items within the system, who is responsible for assigning the GL category for those items within your organization?

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Infor Lawson Supply Chain Management - Discussion

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jon-athey

We have a new item request form (paper form). On that form we ask the end user to enter the account the item should be charged to. That will determine which GL cat our Contracts staff will use when they build the IC12 or add to IC81 if requested, after VAT approval. In Contracts there are two people that have access to build IC11 and IC12 records.

unknown

Curious how others identify these. What is the logic behind how you assign GL categories for items. We have disagreements between groups at times. Wondering if someone has an established process. Maybe a crosswalk or utilizing the UNSCPC.

jon-athey

Can you give an example? Most items are going to be obvious - medical supply vs. office supply vs. other supply, to use our examples. Depends on how granular your supply expense codes are in the GL, meaning how many different codes you have. In 2012 finance cleaned up our supply expense codes by consolidating many codes into a few. So codes like Film and Contrast Materials got thrown into Medical Supplies; Electrical, Mechanical, Plumbing, Safety were all combined into Facility Supplies. My rule of thumb is if it's used primarily for direct patient care it's a medical supply, then you branch out from there. Some medical supplies like gloves may be used in a non-patient care department like Housekeeping. In this case the item is charged to Cleaning Supplies and the override is set on the par or template. We do run into issues on occasion where a department doesn't have the GL Cat expense code built for it's accounting unit and the end user gets an error in RQC/RQ10 and has to change the code.

unknown

We are similar to Jon. Our new items request sheets have GL coding as a field, we also explicitly ask "Implant? Y/N". This goes through and ultimately is "owned" by the Revenue Management folks in Corporate Finance. They can override the user's request if it doesn't match how we get reimbursed for an item.

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