Product GL Distribution Setup field descriptions

Fields are presented in alphabetical order within each section. The fields that display depend on whether you are setting up balance sheet or income statement accounts.

General

Account Type

Indicates the type of account.

Customer Type

Specify the customer type to which the income statement account applies. Customer types are set up in SA Table Code Setup and specified on Customer Setup records.

Product Category

Specify the product category to which the account applies. Product categories are set up in SA Table Code Value Setup and specified on Product Setup records.

Sales Rep

Specify the sales rep to which the income statement account applies.

Warehouse

Specify the warehouse to which the account applies.

Balance Sheet account type

Core Charge

Specify a Core Charge account to track these charges through Sales Order Entry. The Core Charge account is increased with each core charge product. When the core is returned by the customer, the Core Charge account is reduced.

Core Variance

The difference between the market cost and vendor cost when a customer purchases a re-manufactured core product.

Customer Core Due

The associated core charge in case a dirty core is not returned. This account is used in place of the cost of goods sold account for an implied core charges.

Customer Core Liability

Implied core charges incurred when a customer purchases a remanufactured product but does not return the core to you. This is recorded at the selling price of the implied core charge. The core charge is reversed when the customer returns a dirty core.

Direct Order Inventory

The only difference between recording a normal sales transaction and Direct Orders (DO) or line DOs is the account that is credited. If this account is not used, the IC Direct Order account set up in SA Operator Setup-Other Options-General Ledger is updated. This occurs at the line item level to accommodate Line DO transactions.

During Purchase Receipt of Inventory Entry, when an Accumulative (AC) purchase order is received, the goods are posted to the Direct Order account indicated in SA Operator Setup-Other Options-General Ledger. When the Direct Order (DO) is invoiced, the Direct Order account is offset.

IC Cost Adjustment Inventory

The IC Cost Adjustments account is to be used for inventory adjustments where the cost of a product has changed. This account is used when the Post to S/M by option in SA Administrator Options-Products-Costs Cost Type Assignments is Standard or Replacement. It is updated when variances from standard or replacement cost occur in these functions:

  • Purchase Receipt of Inventory Entry
  • Vendor Transaction Entry
  • Product Maintain Costs Entry
  • Product Warehouse Transfer Entry
  • Sales Entry Invoice Processing Report when posting a return, a build-on-demand-kit component, or initiating an immediate warehouse transfer
  • Transfer Exception Receipts Entry

Another use for this account is the stock adjustment transaction that posts to Inventory Control and updates General Ledger. This occurs when the quantity shipped for a product exceeds its net available balance. The IC Physical Adjustment account is credited and IC Cost Adjustment is debited.

Non-Stock Inventory

This account is used by Purchase Order, Warehouse Transfer, and Order Entry to record any non-stock product that is received and sold.

Physical Adjustment

This account is used to record all adjustments made to inventory count discrepancies and is updated by Product Adjustment Entry. When inventory is returned and more inventory is returned to stock than what is currently displayed for the On Hand or Unavailable quantities in Product Warehouse Product Setup-Costs, this account is used to record the difference.

Rebate Due

Rebates can be provided by vendors as actual monetary reimbursements, deductions from the current balance, exchanges for co-op advertising, special purchase allowances, etc. This account is debited for the amount of the rebate and the Inventory account is credited to reflect the rebate.

Note:  Vendor rebates may be posted to a wide range of accounts. For example, a different account may have been set up for each product category. After you receive the vendor's rebate, it may be virtually impossible to reconcile your rebate accounts. You can make the Rebate Due account identical on all Product GL Distribution Setup records or specify one account on the SA Operator Setup-Other Options-General Ledger record.
Tally Variance

Used for any variance between costs when:

  • The actual invoice cost of a purchase order line is different from the received cost
  • The Use the PO Adjustment Factor For Tally Components option in SA Administrator Options-Products-Defaults is not selected
Uninvoiced Inventory

The Uninvoiced Inventory account is a holding account until the products received can be costed. Purchase Receipt of Inventory Entry increases this account, but after the inventory is costed through Vendor Invoice Center Entry, the account is decreased. When a balance sheet is processed and this account shows amounts, they may require research.

Vendor Core Liability

Core charges assessed by the vendor when you purchase a remanufactured product. When you return the dirty cores to the vendor, the core charge is reversed.

Work in Progress Inventory

This balance sheet asset account stores the value of inventory that is being used to create a value add product. It is updated by Purchase Receipt of Inventory Entry, VA Shipping Feedback Entry, VA Receipt of Inventory Entry, VA Order Entry, and VA Internal Labor Time Entry.

Work in Progress Write Off

This balance sheet liability account is used to store the amount of a value add product that is written off. It is updated by Purchase Receipt of Inventory Entry, VA Shipping Feedback Entry, VA Receipt of Inventory Entry, VA Order Entry, and VA Internal Labor Time Entry.

Income Statement account type

Core Conversion

This account is updated for the difference between a core product's market cost and vendor cost when you process incoming inventory in Purchase Receipt of Inventory Entry.

This account is also updated if the replacement cost changes between order creation and when the customer invoice is created in the Sales Entry Invoice Processing Report.

Cost of Goods

The cost of goods sold is the cost of each product sold to the customers within the update selection made in Product GL Distribution Setup.

Cost of Goods Returned

Specify the account to credit with the cost of a product that is returned to inventory. This field is only available when Use Separate COGS Accounts for Returns in SA Administrator Options-Product-Costs is selected.

Cost of Goods Adjustment

This account is updated by Vendor Invoice Center Entry when adjustments must be made to the product or addon cost variance. This keeps your Cost of Goods account 'clean' of incidental adjustments.

Dir Order Cost of Goods

Use this account to track the cost of Direct Orders (DO) and Line DOs entered in Sales Order Entry. You can separate the cost of direct order goods from the regular cost of goods sold to perform profit analysis on the direct order sales.

When a returned line is applied against an invoiced DO or Line DO, this account and the Direct Order Sales account are used by default when the Sales Entry Invoice Processing Report is run. When Allow Direct Order Returns is selected in SA Administrator Options-Documents-Sales Orders-Entry Settings, this account and the Direct Order Returns account are used.

Dir Order Cost of Goods Returned

Specify the account to credit with the cost of a direct order product that is returned to the vendor by the customer. This field is only available when Use Separate COGS Accounts for Returns in SA Administrator Options-Product-Costs is selected.

Direct Order Returns

Specify the account to debit when a product on a direct sales order is returned to the vendor by the customer. This field is only available when Allow Direct Order Returns in SA Administrator Options-Documents-Sales Orders- Entry Settings is selected. When the Direct Order Returns account is not available, direct order returns are posted to the Direct Order Sales account.

Direct Order Sales

The Direct Order Sales account is used to account for Direct Order (DO) and Line DO sales. You can separate gross sales and direct order sales to perform profit analysis on direct orders.

When a returned line has been applied against an invoiced line that was a DO or Line DO, this account and the Dir Order Cost of Goods account are used by default when the Sales Entry Invoice Processing Report is run. When Allow Direct Order Returns is selected in SA Administrator Options-Documents-Sales Orders-Entry Settings, the Direct Order Returns and Dir Order Cost of Goods accounts are used.

Gross Sales

The Inventory account is updated by Product Unavailable Inventory Entry, Purchase Receipt of Inventory Entry, Transfer Shipping Feedback Entry, and the Sales Entry Invoice Processing Report. This account represents the current inventory valuation.

The Gross Sales account represents the gross sales for all customers grouped within the update selection made in SA Administrator Options-Products-Costs. The gross sales are the sales before any line or order discounts are subtracted.

Line Discounts

Line discounts represent the amount of discount given on each line of an order entered in Sales Order Entry. Line discounts may be offered as a customer's standard pricing format, a discount from price rather than a discounted price.

Order Discount

The order discount is calculated at the end of an order and is prorated back to each line during Sales Entry Invoice Processing Report. This account represents all order discounts given to the customers grouped within the update selection made in SA Administrator Options-Products-Costs. Order discounts include whole order discounts and special price type discounts.

Rebate Cost Adjust

Rebates may be used to adjust costs on specific items without adjusting their average cost. If a rebate is based on when an item is sold, this account is updated by the Sales Entry Invoice Processing Report. To lower your cost of goods sold, specify the same account number as your cost of goods sold. If the rebate is based on when you purchased it, the inventory value is adjusted rather than the cost. Therefore, this account would not be affected.

Restock Charge

The restock charge represents the charge for restocking returned merchandise. If restocking charges are to be distributed to a separate account, enter the account number in this field. This account is credited for charges received from customers, and is updated by the Sales Entry Invoice Processing Report.

Sales Returns/Allow

Use this account to track sales order returns. It is updated by the Sales Entry Invoice Processing Report. All returns are recorded in this account except Direct Order (DO) returns. DO returns are posted to the Direct Order Sales account by default. When Allow Direct Order Returns is selected in SA Administrator Options-Documents-Sales Orders-Entry Settings, DO returns are posted to the Direct Order Returns account.

Warranty Claim Sales

Use this asset account to record amounts that are paid by vendors for warranty claims from Service Management. Amounts are recorded per line item. The account reflects revenue that is realized through the warranty claim process when you use the reconciliation workflow.

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

WT Cost Adjustments

This account is updated by Vendor Invoice Center Entry under these conditions:

  • The cost of a warehouse transfer needs to be adjusted
  • The transfer was filled by a purchase order
  • The transfer has already been shipped before the purchase order was costed