Retroactively change GL Accounts on items

Overview

The Ledger Impact pop-up allows you to choose an as of date or set of invoices that are affected when an item’s assigned General Ledger (GL) Account is changed. This prevents historical financials from being overwritten and makes your accounting records more accurate.

Things to know

• The pop-up triggers whenever you edit the GL Account assigned to a Pricebook Service, Material, or Equipment. It also triggers whenever you edit the Shipping and Tax GL Accounts assigned under Settings > Inventory > Configuration > Purchasing.

• The pop-up doesn’t change any financial value.

• This change only affects records in ServiceTitan.

• Changes to GL Accounts assigned to Payment Types, the Automated RefundsWorkflow, and the Deposit Workflow apply retroactively without this pop-up.

Change a pricebook item’s GL account(s)

1. Find the desired pricebook item and open the edit page.

2. Click the General Ledger Account, Income Account, or Expense Account field and select the new GL Account.
    

3. In the Ledger Impact pop-up, select Open Transactions or Specific Date from the Change To Effect dropdown.

   1. Open Transactions: Only invoices in a pending/posted batch will apply the change.

      Note: This also may require updating items in your accounting systems.

   2. Specific Date: Only invoices from that chosen date onwards apply the change.

4. Click Confirm to apply the change.
    

5. Click Save on the pricebook item’s edit page.

Change Shipping and Tax GL accounts

1. Go to the navigation bar and click Settings .

2. Click Inventory > Configuration.

3. Click the Purchasing tab.

4. Click Setup GL Account Mapping.

   
   

5. On the Map General Ledger Accounts pop-up that opens, select the correct GL Accounts from the Shipping and/or Tax dropdowns. 

6. Click Save and Confirm.
    

7. In the Ledger Impact pop-up, select Open Transactions or Specific Date from the Change To Effect dropdown.

   1. Open Transactions: Only invoices in a pending/posted batch will apply the change.

      Note: This also may require updating items in your accounting systems.

   2. Specific Date: Only invoices from that chosen date onwards apply the change.

8. Click Confirm to apply the change.
    

Want to learn more?

• See Edit pricebook items

• See General Ledger Account settings