How GL Coding Works in OpenEnvoy

OpenEnvoy codes only the debit GL on invoice lines. The corresponding credit entry (Accounts Payable) is always handled by the ERP at the time of voucher posting, based on the vendor's AP account configuration. OpenEnvoy has no involvement in the credit side of the accounting entry.

PO Invoice Item Lines

For item lines on a PO-matched invoice, the GL code is sourced directly from the matched PO line. This means if your PO lines carry GL 200205 for product items, OpenEnvoy will code those invoice lines with 200205. If a different GL appears on an item line, it indicates the matched PO line carries a different GL — this should be verified in the ERP against the PO itself.

Special Lines (Freight, Tariff, Tax)

Lines that are not product item lines — such as freight, tariffs, and tax charges — are not PO-matched and therefore do not inherit GL from a PO line. These lines are coded using a separately configured GL mapping specific to your account. The current configuration for your entities is:

Additional GL string segments (cost center, unit codes) for these lines are also configured per entity.

Why OpenEnvoy Does Not Code Credit GLs

OpenEnvoy's job is to answer one question for every invoice line: which account received this value? That is always a debit GL — an expense or asset account that captures what was purchased.

The credit side of the entry — Accounts Payable — is not a coding decision. It records that the vendor gave value and is now owed money. The ERP is expected to complete this automatically at voucher posting, based on the vendor's AP account configuration. OpenEnvoy codes the receiver. The ERP records the giver.

Recommended Steps for Customers

1. If an unexpected GL appears on a PO item line — verify the GL on the matched PO line directly in the ERP. OpenEnvoy inherits it as-is from the PO.

2. When providing the GL master data file via SFTP — include only debit GL accounts (expense and asset types). Liability accounts such as Accounts Payable should not be included, as they cannot and should not be manually assigned to invoice lines.

3. Periodically audit the GL list in OpenEnvoy — ensure no liability accounts have been added inadvertently through manual uploads or configuration changes.

4. When onboarding a new entity or vendor group — confirm the special lines GL config (freight, tariff, tax) explicitly with your OpenEnvoy implementation contact. These do not default from the PO and must be configured separately.