Usage of Posting Accounts for Invoicing and Sales Order Processing

Issue

How do I know where posting accounts for invoices and Sales Order Process are pulling from in Microsoft Dynamics GP?


Resolution - Usage of Posting Accounts for Invoicing and Sales Order Processing


There will be an option in Invoicing/Sales Order Processing Setup to choose whether the posting accounts that Receivables Management and Inventory have in common (like sales and cost of goods sold) come from theItem cardor theCustomer card.

If an Item or Customer does not have posting accounts defined, the posting accounts will be used from thecorresponding Posting Accounts Setuplist.For example, if you have chosen in Invoicing/Sales Order Processing Setup to Use Posting Accounts From the Itemand your item does not have posting accounts defined, it will use the posting accounts defined for the Inventoryseries in Posting Accounts Setup(similarly for the Customer and Sales series).

As a general rule, the Inventoryand Markdown accounts will always be taken from the item.

The Accounts Receivable, Terms Discount Available, and Terms Discount Taken will always be taken from the customer.

The Trade Discounts, Non-Inventory, Miscellaneous, and Freight accounts will be taken from the Sales series section of Posting Accounts Setup.

The Taxes account will be taken from the setup of the tax details automatically or manually selected for the tax amount.

The Commissions Expense and Commissions Payable account will always be taken from the Sales series section of Posting Accounts Setup.

Before entering any transactions in Invoicing/Sales Order Processing, be sure all posting accounts are set up under Posting Accounts Setup for the Inventory series, and verify that three accounts at the end of the list, Non-Inventoried Items, Deposits Received, and
Drop ShipItems, are set up underPosting Accounts Setup for the Sales series.


Accounts Per ITEM Usage
 

• Inventory - Always used by Invoicing/Sales Order Processing when an invoice is posted. Used by Invoicing/Sales Order Processing for returns to Quantities on Hand.
• Inventory Offset - Used by Inventory as an offset to Inventory for Adjustment Transactions.
• Cost of Goods Sold - Used if Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Item.
• Sales- Used if Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Item.
• Markdown - Always used by Invoicing/Sales Order Processing for markdowns.
• Sales Returns - Used by Invoicing/Sales Order Processing for returns as an offset to Accounts Receivable if Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Item.
• In Use - Used by Invoicing/Sales Order Processing for returns to Quantities In Use.
• In Service - Used by Invoicing/Sales Order Processing for returns to Quantities In Service
• Damaged - Used by Invoicing/Sales Order Processing for returns to Quantities Damaged.
• Variance – Used only by Inventory as an offset to Inventory for Variance Transactions.
• Drop Ship Items - Used by Sales Order Processing to record the cost entered for an inventory item being Drop Shipped to the customer (records a decrease to the account). Also used by Purchase Order Processing to record the cost of an inventory item being Drop Shipped to a customer (records an increase to the account).
• Purchase Price Variance - Used by Purchase Order Processing to record any cost differences between the receipt of the inventory item and the invoice received for that inventory item.
• Inventory Returns - Used by Invoicing/Sales Order Processing for returns to Quantities Returned.
• Assembly Variance - Used by Bill Of Materials to track differences between actual costs and standard or average costs when building a subassembly.

 

Accounts From Posting Accounts Setup-INVENTORY Usage

• Inventory Control - Used if an item does not have an Inventory Account specified.
• Inventory Offset - Used if an item does not have an Inventory Account specified.
• Cost of Goods Sold - Used if an item does not have a Cost of Goods Sold account specified (or it is a non-inventory item) and Invoicing/Sales Order Processing Setup has Use Posting Account From set to Item.
• Sales- Used if an item does not have a Sales account specified (or it is a non-inventory item) and Invoicing/Sales Order Processing Setup has Use Posting Account From set to Item.
• Markdowns - Used if an item does not have a Markdowns account specified (or it is a non-inventory item).
• Sales Returns- Used if an item does not have a Sales Returns account specified. Used by Invoicing/Sales Order Processing for returns as an offset to Accounts Receivable if Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Item.
• In Use - Used if an item does not have an In Use account specified (or it is a non-inventory item).
• In Service - Used if an item does not have an In Service account specified (or it is a non-inventory item).
• Damaged - Used if an item does not have a Damaged account specified (or it is a non-inventory item).
• Variance - Used if an item does not have a Variance account specified.
• Drop Ship Items - Used if an item does not have a Drop ship Items account specified. Used by Sales Order Processing to record the cost entered for an inventory item being Drop Shipped to the customer (records a decrease to the account).Also used by Purchase Order Processing to record the cost of an inventory item being Drop Shipped to a customer (records an increase to the account).
• Purchase Price Variance - Used if an item does not have a Purchase Price Variance account specified.
• Inventory Returns - Used if an item does not have an Inventory Returns account specified (or it is a non-inventory item).
• Assembly Variance - Used if an item does not have an Assembly Variance account specified.

 

Accounts Per CUSTOMER Usage

• Cash- Used if the customer card has Use Cash Account Format set to Customer.
• Accounts Receivable- Always used by Receivables and Invoicing/Sales Order Processing.
• Sales- Used if Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Customer.
• Cost of Sales- Used if Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Customer.Used by Receivables to record the cost amount on an invoice or return.
• Inventory - Used only by Receivables Management to record the cost amount on an invoice or return.
• Terms Discount Taken - Used by Invoicing/Sales Order Processing if a terms discount is taken on a document.
• Terms Discount Available - Used if Receivables Setup has Track Discounts Available in GL marked.
• Finance Charges - Used only by Receivables Management as an offset to Accounts Receivable for finance charge transactions.
• Write-offs - Used only by Receivables Management when a write-off is recorded.

 

Accounts From Posting Account Setup-SALES Usage

• Cash- Used if the customer card has Use Cash Account from set to Customer and a customer does not have a Cash account specified.
• Accounts Receivable - Used if a customer does not have an Accounts Receivable account specified.
• Cost of Goods Sold- Used if a customer does not have a Cost of Goods Sold Account specified and Invoicing/Sales Order Processing has Use Posting Accounts From set to Customer.
• Credit Memos- Used only by Receivables management as an offset to Accounts Receivable for credit memo transactions.
• Debit Memos- Used only by Receivables management as an offset to Accounts Receivable for debit memo transactions.
• Term Discounts Taken- Used if a customer does not have a Term Discount Taken account specified and if a term discount is taken on an Invoicing/Sales Order Processing document.
• Trade Discounts- Always used by Receivables and Invoicing/Sales Order Processing for Trade Discounts.
• Term Discounts Available- Used if a customer does not have a Term Discount Available account specified and Receivables Setup has Track Discounts Available in GL marked.
• Finance Charges- Used in Receivables Management transactions if the customer does not have a Finance Charge account specified.
• Inventory- Used if a customer does not have a Inventory Account specified and Invoicing/Sales Order Processing has Use Posting Accounts From set to Customer.
• NSF Charges- Used only by Receivables Management to record NSF charges.
• Sales- Used if a customer does not have a Sales account specified and Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Customer.
• Sales Returns- Used if a customerdoes not have a Sales Returns account specified. Used by Invoicing/Sales Order Processing for returns as an offset to Accounts Receivable if Invoicing/Sales Order Processing Setup has Use Posting Accounts From set to Customer.
• Services- Used only by Receivables Management as an offset to Accounts Receivable for service transactions.
• Warranties- Used only by Receivables Management to record the amount of a warranty transaction.
• Warranty Expenses- Used only by Receivables Management as an offset to Warranties for Warranty transactions.
• Write-offs- Used by Receivables Management if the customer does not have a Write-off account specified.
• Miscellaneous- Always used by Invoicing/Sales Order Processing for Miscellaneous amounts.
• Freight- Always used by Invoicing/Sales Order Processing for Freight amounts.
• Taxes- Used if no taxes are calculated but a tax amount is manually entered on a document.
• PPS- Used only by Receivables Management for PPS transactions.
• Commissions Payable- Used by Receivables or Invoicing/Sales Order Processing to record the amount of commissions owed to a salesperson.
• Commissions Expense- Used by Receivables or Invoicing/Sales Order Processing to record the expense associated with a commission.
• Non-Inventoried Items- Used by Invoicing/Sales Order Processing as an offset to Cost of Goods Sold when a cost is entered for a non-inventoried item on a document.
• Deposits Received- Used by Sales Order Processing as an offset to Cash when Deposits are placed on Order or Back Order documents.
• Drop Ship Items- Used by Sales Order Processing to record the cost entered for a non-inventoried item being Drop Shipped to a customer (records a decrease to the account).Also used by Purchase Order Processing to record the cost of a non-inventoried item being drop shipped to a customer (records an increase to the account).

This article was TechKnowledge Document ID:18232