Process Purchase Invoices for Non-Inventory Related Expenses

In GoldFinch, you can manage non-inventory related expenses by either directly using GL Accounts or by using service items to charge expenses. The service items method allows for better control by limiting user access to specific GL Accounts, without exposing the entire Chart of Accounts.

Option 1: Using GL Accounts

For detailed instructions on how to use GL Accounts to process purchase invoices, refer to the guide: Post to GL Accounts Directly on Purchase Invoices or Sales Invoices

Option 2: Using Service Items

Example: Processing a Legal Bill

Let’s say you have a legal expense to process, and the GL Account for legal expenses is 6000-Legal Expenses. By setting up a service item, you can link the expense to this specific account without directly exposing the full Chart of Accounts.

Steps to Set Up and Use a Service Item for Non-Inventory Expenses

Create a New Service Item for the GL Account:

• Set up a new service item that represents the specific GL Account you want to charge:

  • Item No.: Z-6000-Legal Expenses

  • Item Type: Service

• Create an Accounting Posting Setup record for this service item.

• Set the following fields:

  • Account Purchase: 6000-Legal Expenses

  • Account Purchase Return: 6000-Legal Expenses

  • Specify the Company Setup.

• Open the App Launcher and create a new Purchase Invoice.

• Enter the following details in the Purchase Invoice header:

  • Buy-from Vendor: The vendor you are paying.

  • Invoice Date: The date of the vendor’s invoice.

  • Vendor Invoice No.: The vendor’s invoice number.

• In the Purchase Lines, search for the service item either by GL Account No. or Item Name (Z-6000-Legal Expenses).

• Enter Quantity as 1, and set the Unit Price as the total invoice amount (e.g., the legal bill amount).

• Once all the information is entered, save the invoice.

• Finally, Post the Purchase Invoice to complete the transaction.

Benefits of Using Service Items for Non-Inventory Expenses

• Controlled GL Access:
  Service items allow you to control which GL Accounts users can charge expenses to, without exposing the entire Chart of Accounts.

• Consistency:
  By using predefined service items, you ensure consistency in how non-inventory expenses are handled across the organization.

By following these steps, GoldFinch allows you to process non-inventory related expenses efficiently, whether you choose to use direct GL Account posting or the service item method.

Article Process-Purchase-Invoices-for-Non-Inventory-Related-Expenses  ·  Last updated September 29, 2025 · GoldFinch ERP Help Center