G/L & Tax Overrides

G/L Override

Prerequisites

There are a few settings which have a bearing on what G/L gets used for a given line item on the order.

• System Parameters - In General Settings Section (#4) - there is an option at the system level to use Product Settings or Product Group Settings.

• Product Group - The product Group Settings allow for an override for any given product group to override the choice made at the system settings level

• System Parameters - In the invoice settings section there are several options in the G/L Override Settings which tell the system the if we are looking at the Product G/L Overrides for a full G/L code spelled out in the G/L Type Overrides, Industry Code Overrides or Territory Overrides (described below). The settings in this section are only relevant if the above prerequisite settings have the G/L being derived from the Product. If we are determining by the Product GROUP, then this section of the System Parameters is not relevant. (See System Parameters for more on this grid and how to fill it out)\

  

Product G/L Overrides

Click the G/L Overrides tab and enter G/L codes for any thing that deviates from what the Default revenue G/L code is for this product.

See System Parameters to understand how the system determines which of these three setting to look at first (and second and third)

G/L Override by G/L Type

In the simple example below, the default G/L for this print product is the Print Display Revenue for the Daily Paper. In the G/L Overrides, the Print Classified G/L is defined, as is the Preprints. The product will need to be set up with G/L Overrides for anything that deviates from the default G/L.

Click on the pencil icon to edit any of the G/L Type overrides:

Note that Client Type is an option within the overrides by G/L Type, allowing the system to set different G/L Codes for Different Client Types. For example, Preprint Advertising for a National Advertiser might get a different G/L code than if Preprint Advertising was sold to a Local Advertiser.

G/L Override by Industry

The Industry Code Overrides section allows for using different G/L's for different industries:

G/L Override by Territory

And finally, new with 2025.1, the G/L Code can now be overwritten based on who sold the order. So the exact same order, can potentially get applied to a different Revenue G/L if it was sold by a different Rep

Click Add an override in the Territory Code Section and a popup will appear allowing for selection of territories:

Cost Rates

Also Note that for allowing you to track cost on third party lines, you can apply a Cost G/L code and a Cost A/P Code. See Ratecard setup for more info on Cost Rates.

G/L Override Import

G/L Override Import is available in the Product Setup screen. These are the G/L codes necessary for the Product to work in Naviga and these can be imported to override the default G/L accounts in the Product Setup.

Navigate to the menu Setup -> Product Setup -> G/L Override Import node. Click Download Template button and the system provides excel template with the fields below for you fill in the data. Once complete save the template to your desktop.

Click Select to upload the template and then click Test Import to make sure the template alerts you to any errors in the template before importing. If there are any errors, click the red x to remove the template from the import screen. Fix the errors and re-save, then re-select the file to upload it. Once all errors are gone and the test import passes successfully, click on the “Import File” button.

Template fields

Field Name	Example	Conditions	Mandatory/ Optional
Product ID	WP	Mandatory and must match the Product ID in Naviga	Mandatory
GL Type Code	DISP	GL Type ID must match Naviga ID found in the menu Setup -> Advertising Setup -> G/L Type	Mandatory
Client Type ID	NAT	If used, must match the ID in the Client Type Setup, found in Setup -> Client Type Setup	Optional
Revenue GL Code	01*00*0002*00*0000	This is the revenue G/L code which must match G/L code in the system to attach to revenue.	Mandatory
Agency Commission GL Code	01*00*0007*00*0000	This is the revenue G/L code which must match G/L code in the system to attach to agency commission.	Mandatory
Cost GL Code	01*20*2500*50*7400	This is the G/L code associated with the cost if using Cost Rates. Must match G/L code already in the system.	Optional
Cost AP GL Code	02*20*2500*50*5050	This is the G/L code associated with the pending AP if using Cost Rates. Must match G/L code already in the system.	Optional
Industry Code	Books	This is the Industry Code to be overridden for the brand/advertiser. It’s a drop-down value to be chosen	Optional
Industry Rev GL Code	01*00*0007*00*0440	This is the industry revenue GL code override for this industry code	Optional
Industry Agency Comm GL Code	01*00*0007*00*0077	This is the agency commission GL code override for this industry code.	Optional

Tax Override

If the Product is Taxable then the Billing process will use the Tax Code on the Clients Record. You can override the Client's Tax Code by setting an override Tax Code for this Product.

Click the Tax Overrides node and in the override tax code field, enter tax information you want to override the tax information in an order. In the bottom section, you can add exclusions. For example, supposed you have tax codes 1, 2, and 3 on various client accounts. But this product you want to always use Tax code 1, except if the client is using tax code 3. You could select tax code 1 as the override, and tax code 3 as an exclusion.