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Finance | Project Operations, Human Resources, ...
Suggested Answer

Change of Item groups for Service Items

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Posted on by 137

Hello Community,

We are considering changing the main account configured for the Purchase Accrual posting type in the Item Group setup. We use only service items.

Could you please advise on the potential impact of making this change, especially considering that:

  • A large number of purchase orders are currently in the Received status.
  • Some purchase orders are partially received and partially invoiced.

Is it a recommended practice to change the Item Group posting setup in the middle of ongoing transactions? 

We would like to understand the accounting and operational implications before proceeding.

 

Thank You.

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  • Suggested answer
    Aps10 Profile Picture
    94 on at

    The main risk is that the accrual reversal at invoicing is derived from the posting setup at that moment, not from what was used at receipt. So anything received under the old account and invoiced after the change reverses against the new one — old account keeps a residual that never clears, new account gets an entry with no original behind it. With a large received-not-invoiced population that becomes a reconciliation problem later.

    So I wouldn't call it recommended mid-stream. The safer sequence is to invoice down the outstanding receipts as far as you can, make the change at a period boundary, then reconcile the old account and leave it open rather than blocking it so stragglers can still post.

    Before any of that though — since you're on service items, is purchase accrual actually hitting the GL today? Depending on how those products are configured the product receipt may not post at all. Worth opening a posted product receipt voucher and checking, because it might make this a much smaller decision than it looks.

    Test it in a copy of production with a partially received, partially invoiced PO. That scenario is where this bites.

  • Suggested answer
    Aayush Tiwari Profile Picture
    365 on at

    Hello @LB-03061218-0 

     

    As per my testing if we change the Main account in the inventory posting setup (Purchase order > Purchase, accrual) now for already posted product receipt, if you post the invoice it will just reverse the accounting of product receipt as per old mapping, or in other words it well reverse the product receipt voucher.

     

    The new mapped GL comes into play for new product receipts only.

     

    I would advise you to test multiple scenarios as listed below in a test environment to get all the stockholders aligned:-

    • Partial Product receipt posted before change in configurations.
    • Partial Invoice posted before change in configurations.
    • Old purchase order with no product posted before change in configurations.
    • New Purchase order after change in configurations.

     

    Regards

    Aayush Tiwari

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