The AR Sales to GL Posting F/M program sets up information that the system references when it automatically posts AR sales transactions to General Ledger. AR sales are posted to GL by the AR Sales Register.
You set the GL distribution flag to one of the following: 0-indicating GL distribution is printed or posted; 1-indicating the GL distribution is printed (printing is in detail format) but not posted to GL; 2-indicating the GL distribution is printed (printing is in detail format) and posted to GL in summary (posting includes the total amount posted to each account number); or 3-indicating the GL distribution is printed (printing is in detail format) and posted to GL in detail (posting includes each item contributing to the amount for each account number).
In addition to the GL distribution, you set the GL posting journal flag to determine which GL journal (where in the general ledger journal file) to post transactions from Accounts Receivable for all AR transactions except sales (if at all).
There are standard entries made to general ledger when posting sales. For example, when something is sold, one debits the accounts receivable account and credits the sales account. You must set up where these standard GL account numbers used will come from, what they are and how they are to be used.
The basis is asking where the number is to come from. The system either always uses the same account number or gives a choice to the user as to where the number is pulled from (i.e., customer GL posting table).
The department and branch flags have to do with imbedding the department and branch flags within the GL account number (if applicable). When entering an invoice, the department and branch may be entered. If you imbed the department and/or branch within the GL account number, the system looks at the department and/or branch assigned to each invoice. For example, if the G/L # to post is 415-00-00 (department is fourth and fifth digits, branch is sixth and seventh digits), the department is 01 and the branch is 02, 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.
The following account type information is set up through this program:
ACCOUNTS RECEIVABLE
Basis - determines where the accounts receivable number comes from. You have a choice of always posting to the default accounts receivable G/L # (from this record) or posting to the accounts receivable G/L # assigned in the customer's GL posting table. The system may always post to one AR G/L # or break out accounts receivable to multiple account numbers (example: AR-retail, AR-wholesale).
Branch - determines if the system should insert the branch in the AR G/L #. The AR account may not be departmentalized. The SO and JC posting control records must have the same value for the branch flag as is entered here.
Default GL account number - is used for posting purposes if the basis is set to D-default. If basis is set to C-customer GL posting table, the number is entered but not used for posting purposes.
SALES
Basis - determines where the sales number comes from. You have a choice of always posting to the default sales G/L # (from this record) or posting to the sales G/L # assigned in the customer's GL posting table. The system may always post to one sales G/L # or break out sales to multiple account numbers (example: sales-retail, sales-wholesale).
Department and Branch - determine if the system should insert the department and branch in the sales G/L #.
Default GL account number - is used for posting purposes if the basis is set to D-default. If basis is set to C-customer GL posting table, the number is entered but not used for posting purposes.
TAX
Basis - determines where the sales tax number comes from. You have a choice of always posting to the default sales tax G/L # (from this record) or posting to the sales tax G/L # assigned to each tax code in the Tax Tables F/M. The system may always post sales tax to one sales tax G/L # or break out sales tax to multiple account numbers (example: Georgia sales tax, Fulton County sales tax, City of Atlanta sales tax).
Department and Branch - determine if the system should insert the department and branch in the sales tax G/L #.
Default GL account number - is used for posting purposes if the basis is set to D-default. If basis is set to T-tax code, the number is entered but not used for posting purposes.
FREIGHT, CONTRA COS (COST OF SALES), COST OF SALES
Basis - determines where each account number comes from. The contra COS usually refers to Inventory. The numbers used always come from the default G/L # (from this record).
Department and Branch - determine if the system should insert the department and branch in the GL account number.
Default GL account number - is used for posting purposes because the basis is set to D-default.