Link deferred costs from purchase and journal documents

Trade Management  •  Article  •  8/26/2026  • 

Deferred costs can be linked directly to a general journal line, a purchase order line, or a purchase invoice line, without any manual step in the Deferred Cost Worksheet. Selecting the Deferred Cost Source Lines action on the line opens a page for splitting the line's quantity or amount across one or more deferred cost codes and sources. On posting, the system creates the resulting deferred cost entries automatically.

Prerequisites

Before linking a deferred cost:

  • A deferred cost code is set up. For more information, see Set up deferred costs.
  • The TradeMgtFDW or TradeMgtBasicFDW permission set is assigned to the user.

Check the Deferred Cost Source Lines action

The Deferred Cost Source Lines action is available on the following lines:

PageLine typeAvailable when
General JournalG/L Account linesthe Account No. field value is filled and the Amount (LCY) field value is greater than 0
Purchase OrderItem linesthe Qty. to Receive field value is greater than 0
Purchase InvoiceItem lines or G/L Account linesthe Quantity field value (Item lines) or the Line Amount field value (G/L Account lines) is greater than 0
  1. On a qualifying document line, select the Deferred Cost Source Lines action (shortcut Ctrl+Alt+D).
    The Deferred Cost Source Lines page opens with no rows. The Total Amount to Assign (LCY) or Total Quantity to Assign field value at the bottom of the page shows the total available from the document line.

  2. On a new row, fill in the following fields:

    FieldDescription
    Deferred Cost CodeSpecifies the deferred cost code that this row's cost is allocated under.
    Source No.Specifies the source record — for example, a harvest order number — that this row applies to.
    Date FromSpecifies the start date of the allocation period. Only applicable when the deferred cost code uses a period method.
    Date ToSpecifies the end date of the allocation period. Only applicable when the deferred cost code uses a period method.
    Quantity to AssignSpecifies the quantity to assign from this row. Available on Item-type lines.
    Amount to Assign (LCY)Specifies the amount to assign from this row. Available on G/L Account-type lines.

    Only one of these two fields is shown on a row at a time — Quantity to Assign for rows created from Item-type lines, and Amount to Assign (LCY) for rows created from G/L Account-type lines.

  3. Add more rows to split the line's quantity or amount across additional deferred cost codes or sources, or leave a single row to assign the full amount.
    Each row can use a different deferred cost code.

  4. Close the page.
    If the total quantity or amount entered across all rows exceeds the total available on the document line, an error message is shown and the page cannot be closed.
  5. Post the document.
    For each row on the Deferred Cost Source Lines page, the system creates and immediately processes a deferred cost worksheet line — no manual Assign step is required. For rows created from an item ledger entry, a negative inventory adjustment is also posted automatically. A deferred cost entry is created per row; review it on the Deferred Cost Entries page.
  • Assigning the full line quantity or amount is not required — partial assignment across multiple deferred cost codes and sources is supported.
  • Clearing the Deferred Cost Code field value on a row removes that row from the Deferred Cost Source Lines page.
  • A row is only added to the Deferred Cost Source Lines page once the Deferred Cost Code, Source No., and Quantity to Assign or Amount to Assign (LCY) fields are filled in — a new row cannot be started until the current one is complete.
  • On a purchase invoice line where the Receipt No. field value references a purchase receipt that already has a deferred cost partially assigned, assigning more than the remaining quantity on the invoice line's deferred cost source lines blocks posting with an error, because the total assigned quantity would exceed the quantity available on the source item ledger entry.
  • On a G/L Account line where VAT applies, only the portion of the line amount excluding VAT can be assigned to deferred cost source lines — the VAT portion is not posted to that G/L account. Assigning the full line amount, VAT included, blocks posting with an error that shows the correct assignable amount.

View linked deferred cost sources in the FactBox

A Deferred Cost Source Lines FactBox is available on the General Journal, Purchase Order, and Purchase Invoice pages. It lists every deferred cost source line linked to the currently selected line — one row per source, showing the Deferred Cost Code, Source No., and Quantity to Assign or Amount to Assign (LCY) — without opening the full Deferred Cost Source Lines page. The FactBox is read-only and does not support editing, drill-down, or aggregation.

The Deferred Cost Source Lines FactBox is not shown by default. Turn it on from the Personalize menu on the General Journal, Purchase Order, or Purchase Invoice page.