In Tradogram, associating items and suppliers with specific General Ledger (GL) accounts is a powerful way to automate your accounting and eliminate manual entry errors. By creating these links, you ensure that transactions are consistently coded to the correct financial accounts.

How Item Associations Work

When you link an item to a GL account (or a set of accounts), you create a strict relationship that guides the user during the purchasing process:

• Filtered Selection: When creating a transaction (like a Requisition or PO), you will only be able to select the GL account(s) that have been specifically linked to that item.
• Preventing Errors: This prevents staff from accidentally charging an item (e.g., "Office Paper") to an incorrect account (e.g., "Travel Expenses").

Advanced Filtering with Departments

These associations become even more effective when used in conjunction with department-level restrictions:

• Departmental Constraints: Departments can be restricted to a specific list of GL accounts. If a user belongs to such a department, they can only select GL accounts within that list.
• Item Availability: Consequently, the user will only be able to select items that are associated with their department's approved GL accounts.

How Supplier Associations Work

Similar to items, you can link specific suppliers to your GL accounts. This is especially useful for vendors that provide specialized services (e.g., a utility company always being linked to a "Utilities" GL account).

• Configuration: To set this up, navigate to Manage Company, select GL Accounts, and choose the specific associated suppliers you wish to link.

‍