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GL Posting Specifications

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This topic provides posting specifications associated with each type of financial transaction made by the system.  Specifications include the cost basis of the transaction, the cost classes involved (where applicable), the accounts that are debited and credited, and any additional information where relevant.

 

Stock Adjustment

Stock Qty Increase

Basis

Trxn Cost

Debit

Inventory (Asset - 12000)

Credit

Adjustments – Inventory (Cost of Sales - 53100) or Adjustments - COGS (Cost of Sales - 53000)

 

Stock Qty Decrease

Basis

Inventory Cost

Debit

Adjustments - Inventory (Cost of Sales - 53100) or Adjustments - COGS (Cost of Sales - 53000)

Credit

Inventory (12000 - Asset)

 

Stock Count

Stock Qty Variance Increase

Basis

Inventory Cost

Debit

Inventory (Asset - 12000)

Credit

Adjustments – Inventory (Cost of Sales - 53100) or Adjustments - COGS (Cost of Sales - 53000)

 

Stock Qty Variance Decrease

Basis

Inventory Cost

Debit

Adjustments - Inventory (Cost of Sales - 53100) or Adjustments - COGS (Cost of Sales - 53000)

Credit

Inventory (12000 - Asset)

 

Change Inventory Cost

There will be a pair of transactions for each item that is updated

 

Stock Qty Decrease at Original Inventory Cost

Basis

Inventory Cost

Debit

Adjustments - Inventory (Cost of Sales - 53100) or Adjustments - COGS (Cost of Sales - 53000)

Credit

Inventory (12000 - Asset)

 

Stock Qty Increase at New Inventory Cost

Basis

Inventory Cost

Debit

Inventory (Asset - 12000)

Credit

Adjustments – Inventory (Cost of Sales - 53100) or Adjustments - COGS (Cost of Sales - 53000)

 

Order Picking

Stock Item

Basis

Inventory Cost

Debit

Picked Not Invoiced (Asset - 12200)

Credit

Inventory (Asset - 12000)

Descriptor

Type

LABOR, MISC, SHIP

Posting

None

 

SO Invoice – Revenue

Line Item Sale

Debit

AR Invoice Transfer (Asset - 11150)

Credit

Sales – Products (Income – 40000 or Item Category Exception)

Line Item Tax

Debit

AR Invoice Transfer (Asset – 11150) Clearing Account

Credit

Sales Tax Payable (Liability - 21100)

Shipping Descriptor / Freeform

Type

SHIP

Debit

AR Invoice Transfer (Asset – 11150)

Credit

Shipping Income (Income - 42000)

 

AR Voucher Process in Outside Accounting Program

Create an invoice for the special non-stock item/not-tax item that you created in your outside accounting system as part of the financial transfer setup.

The non-stock item will be setup to credit the AR Invoice Transfer (Asset - 11150) account instead of a Sales account.  The invoice debit will use your existing Accounts Receivable account.

The debit values to the 11150 AR Invoice Transfer created during the DBA invoice process will be posted to the outside system as part of the GL summary transfer.

The net effect is that the debit to the AR Invoice Transfer from the DBA invoice process will offset the credit for the AR Invoice Transfer voucher in your outside accounting system, thus leaving Accounts Receivable in your outside system for normal payment collection.

Line Item Sale - special non-stock item in outside system

Debit

Accounts Receivable in outside system

Credit

AR Invoice Transfer (Asset - 11150)

 

SO Invoice – Cost of Sales

Stock Item

Basis

Inventory Cost at time of Order Pick

Debit

Cost of Goods Sold (Cost of Sales – 50000 or Item Category Exception)

Credit

Picked Not Invoiced (Asset - 12200)

Descriptor

Type

LABOR

Basis

SO Line Est Cost

Debit

Cost of Goods Sold (Cost of Sales – 50000 or Item Category Exception)

Credit

Accrued Service Labor (Cost of Sales - 51100)

Descriptor

Type

MISC

Basis

SO Line Est Cost

Debit

Cost of Goods Sold (Cost of Sales – 50000 or Item Category Exception)

Credit

Accrued Misc Sales Cost (Cost of Sales - 52200)

Descriptor

Type

SHIP

Basis

SO Line Est Cost

Debit

Cost of Goods Sold (Cost of Sales – 50000 or Item Category Exception)

Credit

Shipping Cost (Income - 42100)

 

Job Issue

Stock Item

Basis

Inventory Cost

Debit

Work in Process (Asset - 12300)

Credit

Inventory (Asset - 12000)

Descriptor

Basis

Estimated Cost

Debit

Work in Process (Asset - 12300)

Credit

Absorbed Misc Job Cost (Cost of Sales - 56000)

 

Job Labor Entry

Labor & Setup

Basis

Work Center Labor/Setup Rate

Debit

Work in Process (Asset - 12300)

Credit

Absorbed Labor        (Cost of Sales - 54000)

 

Mfg Overhead

Basis

Work Center Mfg Overhead Rate

Debit

Work in Process (Asset - 12300)

Credit

Absorbed Mfg Overhead (Cost of Sales - 57000)

 

Job Receipt

Basis

Job Actual Cost or Job Estimated Cost

Debit

Inventory (Asset - 12000)

Credit

Work in Process (Asset - 12300)

         

Job Close

Basis

Job Actual Costs - FINISHED to CLOSED

Output Costs > Input Costs

Debit

Work in Process (Asset - 12300)

Credit

Adjustments – WIP (Cost of Sales - 53400)

 

Output Costs < Input Costs

Debit

Adjustments – WIP (Cost of Sales - 53400)

Credit

Work in Process (Asset - 12300)

         

Job Reopen

Basis        

Reversal of Previous Job Close Postings

 

Output Costs > Input Costs

Debit

Adjustments – WIP (Cost of Sales - 53400)

Credit

Work in Process (Asset - 12300)

 

Output Costs < Input Costs

Debit

Work in Process (Asset - 12300)

Credit

Adjustments – WIP (Cost of Sales - 53400)

 

PO Receipt

Stock Item

Basis

PO Receipt Cost

Debit

Inventory (Asset - 12000)

Credit

Received Not Invoiced (Liability - 20200)

 

Subcontract Freeform Line – with Subcon Job Value

Basis

PO Receipt Cost

Debit

Absorbed Subcontract Cost (Cost of Sales - 55000)

Credit

Received Not Invoiced (Liability - 20200)

-------

A Job Issue transaction occurs immediately following the PO receipt, posted as follows:  

Debit

Work in Process (Asset - 12300)

Credit

Absorbed Subcontract Cost (Cost of Sales - 55000)

Descriptor – Non-Shipping without Subcon Job Value

Type

MISC, LABOR

Basis

PO Receipt Cost

Debit

Misc Purchases (Expense – 61360 or specific Descriptor Exception)

Credit

Received Not Invoiced (Liability - 20200)

Descriptor – Non-Subcontract with Subcon Job Value

Type

MISC, LABOR, SHIP

Basis

PO Receipt Cost

Debit

Absorbed Misc Job Cost (Cost of Sales - 56000)

Credit

Received Not Invoiced (Liability - 20200)

--------

A Job Issue transaction occurs immediately following the PO receipt, posted as follows:  

Debit

Work in Process (Asset - 12300)

Credit

Absorbed Misc Job Cost (Cost of Sales - 56000)

         

Descriptor – Shipping without Subcon Job Value

Type

SHIP

Basis

PO Receipt Cost

Debit

PO Shipping Cost (Cost of Sales - 52500)

Credit

Received Not Invoiced (Liability - 20200)

 

PO Invoice

Matched Line Item

Basis

PO Receipt Cost

Debit

Received Not Invoiced (Liability - 20200)

Credit

AP Invoice Transfer (Liability - 20300)

Line Item Tax

Basis

Matched PO Line Tax

Debit

Purchase Tax (Expense - 61480 or Liability)

Credit

AP Invoice Transfer (Liability - 20300)

SHIP Line Item

Basis

PO Invoice Unit Price

Debit

PO Shipping Cost (Cost of Sales - 52500)

Credit

AP Invoice Transfer (Liability - 20300)

 

AP Voucher Process (Supplier Bill) in Outside Accounting Program

Create a supplier bill for the AP Voucher Invoice Transfer amount in your outside system

The DBA credit values (AP Invoice Transfer - 20300) from the PO Invoice process in DBA will be posted to the outside system as part of the GL summary transfer.

The net effect is that the credit to the AP Invoice Transfer from the DBA PO Invoice process will offset the debit to the AP Invoice Transfer supplier bill entry in your outside accounting system, thus leaving Accounts Payable in your outside system for normal payment processing.

Supplier Bill - created in outside accounting

Debit

AP Invoice Transfer (Liability -20300)

Credit

Accounts Payable in outside system

 -----

At PO line close, the Received Not Invoiced account is reconciled as follows:

Line Item Price Variance – Supplier Price > PO Cost

Basis

Difference between Supplier Invoice Price and PO Receipt Cost

Debit

Adjustments – Recd Not Invoiced (Cost of Sales - 53300)

Credit

Received Not Invoiced (Liability - 20200)

Line Item Price Variance – Supplier Price < PO Cost

Debit

Received Not Invoiced (Liability - 20200)

Credit

Adjustments – Recd Not Invoiced (Cost of Sales - 53300)

 

PO Line Reopen

Basis

Reversal of PO Invoice Price / PO Receipt Cost Variance

 

Supplier Price > PO Cost

Debit

Received Not Invoiced (Liability - 20200)

Credit

Adjustments – Recd Not Invoiced (Cost of Sales - 53300)

 

Supplier Price < PO Cost

Debit

Adjustments – Recd Not Invoiced (Cost of Sales - 53300)

Credit

Received Not Invoiced (Liability - 20200)

 

 

Legacy Financials  

Click this link for GL posting specifications associated with legacy financial modules (AR, AP, Banking).

Tab Legacy Financials Posting Specifications