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Location Accounts - Categories

This tab is used to set up accounts for each department, category, group. When sales and stock information is passed to the accounts package, the information has to be stored in accounts. For example, sales account for liquor might be '5-1000' while food might be '5-1100'. If you do not set up this information correctly then the extracted accounts information will not be loaded correctly.

On the left side of the screen is a treeview of the existing D/C/G/SG hierarchy. On the right side is the accounts associated with the highlighted D/C/G/SG. You can enter accounts at any level of the hierarchy. If you enter accounts at the department level, they will apply to all categories, groups and subgroups under that department. If you then enter accounts at a group level within that department, that will override the department accounts for that group and subgroups.

A green dot next to a code in the treeview indicates there are accounts defined against that code. A red arrow indicates that there are codes defined under the current code and you should expand the treelist to see them.

Figure: Example Location Accounts Screen

Sales A/c

The Account in which sales of items in the department, category, group will be recorded in. When this account is adjusted, a balancing entry will either be made to the debtors account or to the account associated with the method of payment.

COGS A/c

The Account in which cost of goods sold for the items in the department, category, group will be recorded in. When this account is adjusted, a balancing entry is made to the Stock A/c.

Stock A/c

The Account in which basic stock movements of items in the department, category, group will be recorded in. These records will be generated when an invoice is accepted, when sales are made and when a stock take is done.

Stock Adj A/c

The Account in which stocktake adjustments for the items in the department, category, group will be recorded in. When this account is adjusted, a balancing record is made to Stock A/c.

Transfer A/c

The Account in which transfers for the items in the department, category, group will be recorded in. When this account is adjusted, a balancing record is made to Stock A/c.

Return A/c

The Account in which returns of items in the department, category, group will be recorded in. When this account is adjusted, a balancing entry will either be made to the debtors account or to the account associated with the method of payment. If this is not set the returns will be recorded in the Sales A/c.

Exchange A/c

The Account in which exchanges of items in the department, category, group will be recorded in. When this account is adjusted, a balancing entry will either be made to the debtors account or to the account associated with the method of payment. If this is not set the exchanges will be recorded in the Sales A/c.

Default Discount A/c

This will be the default discount account used if you don't enter accounts for specific discounts (on the Discounts tab).

Intransit A/c

The account that is used to record the value of stock while it is intransit.

Consignment A/c

The Account which tracks items that are sold on consignment.

Warehouse Fee Income A/c

This is the account that will record any fees the warehouse charges when doing a transfer to a store.

Warehouse Charges A/c

This is the account that will record any fees the store was charged by a warehouse.

Cost Adjust A/c

If stock goes into negative and then positive again, this can have an impact on average cost, resulting in losses or gains in the stock account. This account will record those loses/gains. See here for further information.

Card Sales A/c

The SAP interface extract uses the GL code specified in this field when extracting details of credit card sales.

The Copy button can be used to copy details to other departments. Highlight a row in the grid and press the Copy button. A popup window will ask for a department, category, group and subgroup. The accounts recorded on the highlighted row will be copied to all matching codes. You don't need to enter all the details. If you only enter a department, the accounts will be copied to all categories, groups and subgroups in that department.

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