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Key Concepts and Procedures >
Setting Up Account Numbers
Setting Up Account Numbers
The Order Processing module automatically generates journal entries. The user, however, must first define the account and center numbers that are to be assigned to the system-generated journal entries. The Reference File category 302 is used to store the account and center numbers used in Order Processing. Only some of the accounting generations that ultimately depend on Order Processing functions are created by the Order Processing module. Those transactions affecting inventory and cost of goods sold are created by the Inventory Accounting module. For information concerning these transactions, see the Inventory Accounting User Manual.
The table below shows what information must be entered as a key for each account type within the category. This table will be helpful when initially setting up account number assignments.
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02
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Selling
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blank
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A/R Code
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Accounts Receivable
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06
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Selling
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blank
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Bank Code
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Cash
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11
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Selling
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blank
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blank
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Cash Discounts
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16
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Selling
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blank
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Product Class and Adjustment Code and Order Class and Customer Type
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Sales
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17
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Selling
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blank
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State Tax Code
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State Taxes
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18
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Selling
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blank
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County Tax Code
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County Taxes
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19
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Selling
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blank
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City Tax Code
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City Taxes
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65
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Selling
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blank
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VAT Code
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VAT
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67
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Selling
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blank
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VAT Code
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Intermediate VAT
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Key Information for Account Types
Note: when defining sales accounts, not all portions of the code are required. The full key will be used first, then each code (starting with customer type) will be dropped off, attempting to retrieve a more generic account number. If no matches are found, a type 16 record with no codes will be used.
The following table shows how the Order Processing module determines which accounts to debit/credit for each type of transaction. Refer back to the previous table to determine exactly which accounts/centers are being affected.
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Shipment/Debit Memo
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Accounts Receivable
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02
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Sales
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16
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U.S. Taxes on VAT (if applicable)
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Credit Memo
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Sales
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16
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Accounts Receivable
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02
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Cash Sale
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Cash
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06
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Cash Discount (if applicable)
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11
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Sales
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16
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U.S. Taxes
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Accounts Receivable
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02
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State Tax (if applicable)
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17
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County Tax (if applicable)
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18
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City Tax (if applicable)
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19
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VAT
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Accounts Receivable
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02
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VAT
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65
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Intermediate VAT
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Accounts Receivable
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02
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Intermediate VAT
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67
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Applying Transactions
Note: Reversal transactions will switch which accounts are being debited and credited .
The accounts and centers must be defined on the Account/Center Master file. In addition, the accounts must have the correct account class (as defined on Reference File category 340). The relationship between account classes and account types is illustrated below.
See the Common Features Reference File Categories User Manual for more information on these categories and the validation rules for entering the keys.
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02
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A/R
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06
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Cash
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11
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Discounts
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16
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Sales
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17
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Taxes
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18
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Taxes
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19
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Taxes
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65
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VAT
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67
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Not Required
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Relationship between Account Type and Account
Class