Setting up the program Input descriptions
Use these fields to determine how purchase orders post to General Ledger after the Receipt Register is run.
Setting up the PO to GL Posting F/M
1. Choose the GL distribution, which determines how the distribution should post into the journal file in General Ledger, for instance print only or print and post.
2. Establish which General Ledger journal file the distribution should post, such as the Inventory Journal.
3. Choose the basis. This tells the system where the GL number is to come from. You can establish a default GL, which you specify in this program. Or you can tell the system to pull the GL number from somewhere else in the system, such as the GL Posting Table F/M in Inventory Control. When you tell the system to post to a default GL number in this program, the system posts all inventory transactions, for instance, to the same number. By setting the basis so that FACTS pulls GL numbers from IC GL posting tables, you create a more detailed accounting system since that program enables you to set up multiple tables with multiple GL numbers.
4. Indicate whether you want the system to insert the department and branch numbers into the GL number when applicable. Use the department and branch flags to do this. When entering a receipt or purchase order, you have the opportunity to specify department and branch. If you activate these flags, the system looks at the department and/or branch assigned to each purchase order. Say for example, someone created a purchase order in Department 01, Branch 02. The system is set to post to GL number 415-00-00. Assuming department occupies fourth and fifth digits and branch is sixth and seventh digits, then the system posts to 415-01-02. The system inserts the department and/or branch in the proper place within the GL account number.
5. For each account on this screen, specify a default GL number. These numbers are mandatory even if you don’t intend to use them.
Note: If your company uses freight factoring, the system posts the freight amount to the GL account setup for receipts, regardless of the way the basis is set. If posting by receipts and the basis is set to inventory and you factor freight, the system will not follow the basis setting. It will post to the GL account you have listed for freight.
1. GL Distribution
You can set the PO receipts system to post automatically to General Ledger. You can also set the Receipt Register to print a General Ledger distribution and make a journal posting to GL during the update. Specify 0, 1, 2 or 3 to indicate how PO receipts are tied in with General Ledger. Press Enter to initially default to 0.
0 no GL distribution prints or posts.
1 the GL distribution prints in detail but does not post to GL.
2 the GL distribution prints in detail and posts to GL in detail (posting includes each item contributing to the amount for each account number).
2. Posting Journal
Specify the General Ledger journal to which you want PO receipts to post. The entry must be a valid journal number that you entered in the GL Journal F/M.
3. Inventory
Specify whether to post based on D-default GL number or the Inventory GL numbers in the I-Inventory GL posting table. The program initially defaults to D. If you post to the default, all transactions post to one account number. If you post to the IC GL Table, you can post to multiple GL account numbers, such as Inventory-Dock Equipment or Inventory-Warehouse Equipment, if they have been created.
Indicate whether to insert the department number in the account number when the system posts to General Ledger. The program initially defaults to N.
Indicate whether to insert the branch in the account number when the system posts to General Ledger. The program initially defaults to N.
Specify a default GL account for Inventory transactions. You must specify an account number even if you decide to post to the GL Posting Table F/M in Inventory Control. The number that displays in the GL number fields always refers to the default GL number, even if basis is set to I-Item. The entry must be a valid GL number.
4. Receipts
Specify whether to build distribution based on D-default GL number or I-inventory GL posting table. The program initially defaults to D. If you post to the default, all transactions post to one account number. If you post to the IC GL Table, you can post to multiple GL account numbers, such as Inventory-Dock Equipment or Inventory-Warehouse Equipment, if they have been created.
Indicate whether to insert the department in the account number when the system posts to the General Ledger. The program initially defaults to N.
Indicate whether to insert the branch in the account number when the system posts to General Ledger. The program initially defaults to N.
Specify a default GL account for Receipts. You must specify an account number even if you decide to post to the GL Posting Table F/M in Inventory Control. The number that displays in the GL number fields always refers to the default GL number, even if basis is set to I-Item. The entry must be a valid GL number.
5. Tax
The system always posts to the default GL number entered in this program. You cannot change this input.
Indicate whether to insert the department in the account number when the system posts to General Ledger. The program initially defaults to N.
Indicate whether to insert the branch in the account number when the system posts to General Ledger. The program initially defaults to N.
Specify a default GL account for Receipts. You must specify an account number even if you decide to post to the GL Posting Table F/M in Inventory Control. The number that displays in the GL number fields always refers to the default GL number, even if basis is set to I-Item. The entry must be a valid GL number.
6. Freight
The system always posts to the default GL number entered in this program. You cannot change this input.
Indicate whether to insert the department in the account number when the system posts to General Ledger. The program initially defaults to N.
Indicate whether to insert the branch in the account number when the system posts to General Ledger. The program initially defaults to N.
Specify a default GL account for Freight. You must specify an account number even if you decide to post to the GL Posting Table F/M in Inventory Control. The number that displays in the GL number fields always refers to the default GL number, even if basis is set to I-Item. The entry must be a valid GL number.
7. Nonstock Inventory
The system posts to this GL account number instead of the standard Inventory account number when a there has been a receipt of a nonstocked item. This account behaves the same as Inventory. Nonstocked items are those that were special ordered and are not kept on record in the IC Item F/M. Nonstocked items are only allowed in purchase orders if a special order came in from the Sales Orders module.
Specify whether to post based on D-default G/L number or I-inventory GL posting table. The program initially defaults to D. If you post to the default, all transactions post to one account number. If you post to the IC GL Table, you can post to multiple GL account numbers, such as Inventory-Dock Equipment or Inventory-Warehouse Equipment, if they have been created.
Indicate whether to insert the department in the account number when the system posts to General Ledger. The program initially defaults to N.
Indicate whether to insert the branch in the account number when the system posts to General Ledger. The program initially defaults to N.
Specify a default GL account for Nonstock Inventory. You must specify an account number even if you decide to post to the GL Posting Table F/M in Inventory Control. The number that displays in the GL number fields always refers to the default GL number, even if basis is set to I-Item. The entry must be a valid GL number.
8. Freight Discrepancy
Freight discrepancy is an account set up for holding freight amounts that could not be fully factored between line-items because of rounding errors. The system only posts to the default GL number set in this program. You cannot edit this input.
Indicate whether to insert the department in the account number when the system posts to General Ledger. The program initially defaults to N.
Indicate whether to insert the branch in the account number when the system posts to General Ledger. The program initially defaults to N.
Specify a default GL account for Freight Discrepancy. You must specify an account number even if you decide to post to the GL Posting Table F/M in Inventory Control. The number that displays in the GL number fields always refers to the default GL number, even if basis is set to I-Item. The entry must be a valid GL number.
9. Non Inventory
The system posts to this account number instead of the standard Inventory account when receiving a non-inventory item. This is an item that exists in Item F/M but does not exist in the warehouse for instance, labor and service and repair. Non-inventory items are only allowed in purchase orders if coming from a special order in the Sales Orders module. This entry is set up like the inventory entry.
Specify whether to post based on D-default G/L number or I-inventory GL posting table. Press Enter to initially default to D. If you post to the default, all transactions post to one account number. If you post to the IC GL Table, you can post to multiple GL account numbers, such as Inventory-Dock Equipment or Inventory-Warehouse Equipment, if they have been created.
Indicate whether to insert the department in the account number when the system posts to General Ledger. The program initially defaults to N.
Indicate whether to insert the branch in the account number when the system posts to General Ledger. The program initially defaults to N.
Specify a default GL account for Freight Discrepancy. You must specify an account number even if you decide to post to the GL Posting Table F/M in Inventory Control. The number that displays in the GL number fields always refers to the default GL number, even if basis is set to I-Item. The entry must be a valid GL number.
For more detailed information on file maintenance programs, consult the following topics.
How to use file maintenance programs