Adding System Accounts for Accounts Receivable

Overview

Use this job aid to add system accounts for Accounts Receivable. System account codes for the Agris Accounts Receivable System (ACR) and the Sales and Cost of Sales system account codes for the Agris Inventory Management System (INV) are maintained by using this job aid. System account (transaction) codes defined under Accounts Receivable are indicated on the audit reports of other packages by *R. If none of the optional boxes are specified, the transaction code's source is considered to be "generic". Each transaction is matched with a specific source. Any transaction without a specific source uses the generic source. For example: the generic Accounts Receivable transaction code is usually set to update the ledger account for Trade Receivables, and if used with an invoice type for notes receivable is usually set to update the ledger account for Notes Receivable.

To add system accounts for accounts receivable:

1. From the Toolbar, click SJI for System Journal Interface.

2. Select System Accounts, and then select Accounts Receivable.

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3. In the optional Name Id Type box, click Lookup or type * and press Enter, and then select the name id type, or type the name id type.The name id type is used in conjunction with most transaction codes to direct the G/L distribution to a special ledger account. For example: a name id type for intra-company can be used with the Accounts Receivable transaction code to update intra-company receivables.

4. In the optional Invoice Type box, click Lookup or type * and press Enter, and then select the invoice type, or type the invoice type. The invoice type distinguishes different types of invoice transactions and may be used with most transaction codes to direct the G/L distribution to a particular ledger account. If the Agris Commodity Accounting System is integrated with Accounts Receivable for updating accounts receivable, an invoice type may be specified to indicate the type of commodity. An invoice type is often used with the Accounts Receivable transaction code to identify and update the ledger account for Notes Receivable.

5. In the optional Product Category box, click Lookup or type * and press Enter, and then select the product category code, or type the product category code. The Product Category identifies a classification of products or services in INV. Its use is restricted  to Sales, Cost of Sales, Promotional Pricing, and Promotional Costing. Typically, every product category should have both SL and CS transaction codes assigned. Since inventory and cost of goods sold are not maintained on service items, it is not mandatory to add a CS transaction code for most product categories for service labor. There is an exception to this rule. If a service item is a component of a formula item and if the service item has a value in the Average Cost box, the cost of the service item contributes to the cost of the finished (formula) item and therefore, it is necessary to include the CS transaction code.

6. In the optional State/County box, click Lookup or type * and press Enter, and then select the state/county, or type the state/county. The State and County are used primarily with the transaction codes for taxes to track tax liabilities for different tax reporting districts.

7. Click OK.

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8.  In the Transaction Code box, click Lookup or type * and press Enter, and then select the transaction code associated with the system accounts, or type the transaction code associated with the system accounts Click OK.

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9. In the Account box, click Lookup or type * and press Enter, and then select the general ledger account associated with the transaction code, or type the general ledger code associated with the transaction code.

10. In the Detail Code and Profit Center boxes, type the detail code and profit center associated with the Account box.

11. In the Track Quantity box, type 0 for no tracking, 1 for G/L only, 2 for Execution Id Only, or 3 for Both. Quantity tracking can be specified on certain transaction codes. If used, the quantity is updated to the general ledger and/or execution work file based on the ledger unit of measure for the product category.

12. Click OK.

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13. At the Is This Correct? prompt, click Yes.

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Learn more about System Accounts feature: