Defaulting distributions for Sales Transaction Entry and Payables Transaction Entry

(0) Share

Report

Posted on by Barry McGivern

Within the General Ledger our customer has a separate account for each Creditor and Debtor.

This account has the same name as the Creditor ID or Debtor ID of that customer.

So for example if the Debtor ID was 'MS001' there will also be an account in the General Ledger with a name of 'MS001'.

When a Sales Invoice is entered via the Sales Transaction Entry window if a Debtor ID of 'MS001' is entered our customer would like the appropriate Distribution Reference Account to default to 'MS001'. If the Debtor ID was 'SF005' then the our customer would like the appropriate Distribution Reference Account to default to 'SF005'.

I appreciate that the defaults for these Distribution Accounts are based on the Posting Accounts that are setup within GP but there does not seem to be any way of configuring the setup our customer requires.

How would you recommend we deal with this requirement?

Our customer is not happy that for every sales or purchase invoice they key in that they have to re-key the Distribution account even though it is the exact same text as the Debtor or Creditor ID.

Thanks in advance for any help you can provide,

Barry

*This post is locked for comments

I have the same question (0)

All responses (4)

Answers (2)

Sort by

Ian Grieve 22,784 on at

Like (0)

Report
Copy link

Link copied!

Setup can be done on the Creditor/Debtor record itself (potentially rolled down from the Creditor/Debtor Class) and this will override the default accounts from Posting Accounts.

Was this reply helpful? Yes No
Verified answer

soma 24,410 on at

Like (0)

Report
Copy link

Link copied!

Barry,

While entering transaction for debtors/creditors, the distribution accouts are fetched based on below the 3 places in GP.

1. Debtors/Creditors maintenance.

2. Debtors/Creditors Class ID.

3. Posting Account setup.

If you enter a trasaction for Debtors/Creditors, GP will get distribution accounts from Debtors/Creditors account maintenance. If the Debtors/Creditors account maintenance are empty, then GP will get distribution account from Debtors/Creditors class id. If Debtors/Creditors class id account also empty then finaly GP will get distribution account from Posting Account setup.

You can setup different accounts for diff Debtors/Creditors maintenance window to achieve your scenerio.

Hope this help!

Was this reply helpful? Yes No
Victoria Yudin 22,769 on at

Like (0)

Report
Copy link

Link copied!

Sorry Soma,

This is not correct. The Class ID is never looked at when determining GL distributions at the transaction level. This is true for customers, vendors and items. Classes can be used to default in accounts when a new customer, vendor or item is created and classes can be used to update all customers, vendors or items in a class with new GL accounts. But at the transaction level, only the customer (or vendor or item) setup and the company posting accounts are checked.

Was this reply helpful? Yes No
Verified answer

Victoria Yudin 22,769 on at

Like (0)

Report
Copy link

Link copied!

Barry, in addition to setting up the proper accounts for each customer (debtor), as others have already mentioned, you also want to make sure that your SOP module is set up to take the accounts from the customer (debtor). I think by default it may be set to use the Item GL accounts:

Was this reply helpful? Yes No