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Set up default descriptions for automatic posting

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This article explains how to set up default text that is used to describe accounting entries that are posted automatically to the general ledger. You can set up default description text by using free-form text or by selecting fixed variables.

Note

For some transaction types, you can include text from fields related to those transaction types. For examples of some of the supported transaction types, see the Optional: Add other text to default descriptions section later in this article.

Set up default descriptions

  1. Go to Organization administration > Setup > Default descriptions.

  2. On the Action Pane, select New.

  3. In the Description field, select the type of transaction to create a default description for.

  4. In the Language field, select the language that the description applies to.

  5. In the Text field, enter the default description. You can type text in the field, or you can use one or more of the following free-text variables:

    • %1 – Add the transaction date.
    • %2 – Add an identifier that corresponds to the document type that is being posted to the general ledger. For example, for transaction types that are related to invoices, the %2 variable adds the invoice number.
    • %3 – Add an identifier that is related to the document type that is being posted to the general ledger. For example, for transaction types that are related to invoices, the %3 variable adds the customer account number.

Optional: Add other text to default descriptions

For some transaction types, default descriptions can include text from fields in your data that are related to those transaction types. The following list shows some of the transaction types that can be included.

Transaction types

You can add other text to default descriptions for some transaction types, but not all. Some of the supported transaction types are:

  • Customer invoices
  • Customer credit notes
  • Customer cash payments
  • Vendor payments
  • Sales orders
  • Purchase orders
  • Inventory journals
  • Master planning (MRP)
  • Fixed assets

Add text to default descriptions

After you complete the steps in the Set up default descriptions section earlier in this article, follow these steps to add other text to the default descriptions.

  1. On the Parameters FastTab, select Add.
  2. In the Reference table field, select the database table from which to add parameter data to the description.
  3. In the Reference field field, select the field from which to add parameter data to the description.
  4. Repeat steps 1 through 3 to add more parameters.