Vendor Setup - General Ledger field descriptions

Fields are presented in alphabetical order.

AP Control

This account accumulates the total invoice amount for each invoice generated for this vendor and can be used to confirm outstanding vendor balances.

AP Partner Reimburse

This income statement expense account is used to record voucher amounts that are submitted from Service Management. The voucher amount represents service work performed by a third-party partner or vendor. The account is updated when a voucher is created in Vendor Invoice Center Entry and processed as an expense invoice.

If you do not specify an account for the vendor, the GL account defined on the operator record for the Inbound Message Service Operator is used. The Inbound Message Service Operator is specified in SA Administrator Options-Integration-ION Interface Options.

This field is available when Service Management is integrated with Distribution SX.e. In Service Management, Voucher must be selected for the Partner Reimbursement Method so that approved vouchers can be posted.

AP Warranty Claim

This balance sheet asset account is used to record the total amount paid by the vendor for a warranty claim that is submitted from Service Management. It is used in the default workflow for warranty claim processing. It is also used when warranty claim reconciliation is enabled in SA Administrator Options-Integrations-Service Management, but warranty claim sales accounts are not used.

The claim amount is posted as a miscellaneous credit. The account is updated when a vendor expense invoice is created in Vendor Invoice Center Entry. The account can also be set up as a liability account so that it is close to the Accounts Payable account on the balance sheet.

AP Warranty Claim Adjustment

This income statement expense account is used to record adjustment amounts to warranty claims amounts that are submitted from Service Management during reconciliation. The claim amount that exceeds the amount authorized by the vendor is posted as debit when a vendor expense invoice is created.

This account is used when warranty claim reconciliation is enabled in SA Administrator Options-Integrations-Service Management.

Bank

This account accumulates the total amount of cash paid out to this vendor. It is used during Vendor Invoice Center Entry for manual check entry, invoice payments, and immediate pay invoices.

Discount

The AP Discount is determined at the time the invoice is paid. It is calculated from the terms code specified on the invoice. If the invoice is paid within the number of days specified, the discount is subtracted from the total amount due. The AP Discount account accumulates the discounts taken on all invoices.

Expense/Asset 1-3

These accounts are automatically updated in Vendor Invoice Center Entry. The last two General Ledger account codes apply specifically to expensed addons for expense invoices. If the General Ledger account codes are left blank, Vendor Invoice Center Entry obtains the account codes from SA Table Code Value Setup. If account codes are specified, they override the account code in the SA Table Code Value Setup. If the addon codes are changed in Vendor Setup, the General Ledger account codes must be maintained to match if they were originally manually overridden.

The specified AP Expense/Asset account automatically defaults as the offsetting accounts to the AP Control account.

Note:  The last two lines of the Expense/Asset field are checked first for account codes ONLY for addons to expense invoices and not for addons to PO costed invoices. Account codes for PO costed invoices are pulled from SA Table Code Value Setup. If no codes are set up in SA Table Code Value Setup, codes from the operator defaults are used. Vendor Setup is not checked at all for addons to PO costed invoices.

Supplier Warranty Allowance

If the vendor participates in the Supplier Warranty Allowance program, specify the code for the account that is credited with the vendor allowance amount per product. The allowances accrue in this account and are used to cover the product replacement costs. It is a balance sheet account that is similar to an Allowance for Bad Debt account.

Supplier Warranty Return Expense

If the vendor participates in the Supplier Warranty Allowance program, specify the code for the account that is debited when damaged products are removed from inventory. The account records the full cost that is incurred for replacing damaged products to the customer at no charge.

Warranty Claim Variance

This income statement expense account is used to credit the sales tax and other add-on variance amounts to be paid by the vendor for a warranty claim that is submitted from Service Management.

Note: Sales tax is not typically charged on warranty claims. Sales tax amounts on warranty claims are not posted to GL accounts that are specific to sales taxes or included in tax-related reports. The total tax amount is stored in Service Management, but amounts are not separated by taxing authorities such as federal or state.

This account is used when warranty claim reconciliation and warranty claim sales GL postings are enabled in SA Administrator Options-Integrations-Service Management.