General Ledger > Maintenance > G/L Posting Code
This screen is used to setup and configure posting accounts used for the generation of general ledger distributions for Inventory Management and/or Purchasing Accruals.
Upon save any master records (i.e. Inventory Items and/or Vendors) associated with the Posting Code will be updated with the new G/L Account overlay unless the accounts were manually assigned.
Type in up to 60 characters to identify the Posting Code. Once a 'System Posting Code' is defined on the General Ledger System Setting tab it cannot be removed and this value cannot be modified. The message '*This posting code is defined as the system posting code and cannot be removed or posting code id modified.' will be displayed in red as an indicator when the record is opened. For new WorkPlace installations, the System Posting Code will automatically be added and assigned with a Posting Code of 'System'.
Type in up to 128 characters to further describe the Posting Code.
When Intercompany is licensed, each company will be listed in the navigation pane below an option for "ALL". Select the specific Inter-Company ID to view and edit the associated posting accounts. Posting account overlays assigned for "ALL" will be applied for transaction lines with no company (blank) specified.
Displays the description of the posting type for the overlay.
Enter a valid GL account overlay or select through the GL Account zoom for the posting type. The value entered for the overlay will be validated against the chart of accounts upon save.
The account used to record any rounding differences caused by calculating functional currency amounts from the originating amounts based on the exchange rate at the time of transaction entry.
The account used when WorkPlace Payments and Multi-Currency are licensed to record any gain/loss amounts based on exchange rate differences between when a payable transaction was recorded and posted compared to the posting date of the payment when the 'Enable Payment Processing G/L Journals' System Setting is enabled.
The accounts payable balance sheet account that reflects the total payable for the vendor. This account will be updated upon process of a Receipt/Match Invoice when accrual accounting has been enabled in System Settings.
The default G/L expense account that will be used when purchasing goods or services from the Vendor.
The accounts payable balance sheet account that reflects purchases received but not yet invoice matched. This account will be credited at the time of receiving and debited at invoice match when accrual accounting has been enabled in System Settings.
The G/L Account expense account used to create WorkPlace General Ledger Journal entry distributions for line level Freight amounts when accrual accounting has been enabled and Freight has not been marked to include in Landed Costs in System Settings.
The G/L expense account used to create WorkPlace General Ledger Journal entry distributions for line level Miscellaneous amounts when accrual accounting has been enabled and Miscellaneous has not been marked to include in Landed Costs in System Settings.
The G/L expense account used to create WorkPlace General Ledger Journal entry distributions for line level Tax amounts when accrual accounting has been enabled and Tax has not been marked to include in Landed Costs in System Settings.
The G/L expense account used to create WorkPlace General Ledger Journal entry distributions for line level Discount amounts when accrual accounting has been enabled and Discount has not been marked to include in Landed Costs in System Settings.
The G/L account that reflects the total released Purchase Order amount been (encumbered or committed) to Vendors that have not been received. This account will be credited at the time of Purchase Order release and debited upon Change Order or Receipt when creating WorkPlace Encumbrance journal entries. This account will only be required when both Encumbrance and Accrual accounting have been enabled in System Settings.
The account used when WorkPlace Payments is licensed to record amounts paid when Payments are processed. This account is typically a cash account when payments are integrated with a supported payment provider or equivalent balance sheet reconciliation account to track the amount of money paid against Check Requests, Invoices or Employee Expense payable transactions when the 'Enable Payment Processing G/L Journals' System Setting is enabled.
The account used when WorkPlace Payments is licensed to record any discount amounts recognized at the time of payment based on the Payment Terms for the original payable transaction when the 'Enable Payment Processing G/L Journals' System Setting is enabled.
The following posting types are available when Inventory Management is registered
The inventory balance sheet account that reflects the total cost of the associated inventory. This account will be updated with any increase or decrease to the on hand inventory cost throughout WorkPlace.
The default expense account that will record the cost of inventory decrease adjustments based on the valuation method for the Item(s).
The expense account used to record cost layer adjustments for associated inventory that is no longer in stock.
The inventory balance sheet account that reflects the total cost of the associated inventory in transit. This account will be updated when Transfer Requests are shipped and received.
The accounts used when posting transactions within WorkPlace are displayed on the Accounts tab of Item Maintenance for inventory transactions and Vendor Maintenance for purchasing transactions.
The accounts used when posting Inventory transactions within WorkPlace are displayed on the Accounts tab of Item Maintenance. These accounts can either be specified manually or derived from the Posting Codes assigned in the following locations based on the order in the following hierarchy:
Central > Maintenance > System Settings > General Ledger Tab
A Posting Code can be assigned at the system level and applicable throughout WorkPlace.
Inventory > Maintenance > Item Group
A Posting Code can be assigned at the Item Group level and applicable for all Items assigned to the group.
Inventory > Maintenance > Item
A Posting Code can be assigned to the Item or GL Account Overlays assigned manually to an Item per location for each account type.
Inventory > Maintenance > Location
A Posting Code can be assigned or GL Account Overlays assigned manually to Locations. The accounts displayed on the location accounts tab will be applicable for all Items transacted to and from the location.
Each account assigned to the Item / Location is built based on posting accounts assigned at each level of the hierarchy in the order above. At each step of this building process, the specified overlay values will be applied. Only the final result will be validated to ensure the resulting full account string is valid and exists in the chart of accounts and assigned to the Item for the location(s).
Example: The following example displays the account overlays assigned at each level that resulted in a valid account of 500-9701-800-02-4050 assigned to the Item for the location:
Posting Code Level |
G/L Account or Overlay |
Account Building Progression |
Valid Account |
System |
500-1203-333-44-5555 |
500-1203-333-44-5555 |
Yes |
Item Group |
???-8701-???-??-???? |
500-8701-333-44-5555 |
No |
Item |
???-????-800-02-1000 |
500-8701-800-02-1000 |
Yes |
Location |
???-9???-???-??-4050 |
500-9701-800-02-4050 |
Yes |
If 500-9701-800-02-4050 was not a valid active account, there would be no account assigned for the Item Location combination.
The accounts used when posting Purchasing transactions within WorkPlace are displayed on the Accounts tab for each Vendor. These accounts can either be specified manually or derived from the Posting Codes assigned in the following locations based on the order in the following hierarchy:
Central > Maintenance > System Settings > General Ledger Tab
A Posting Code can be assigned at the system level and applicable throughout WorkPlace.
Accounts Payable > Maintenance > Vendor Class
A Posting Code can be assigned at the Vendor Class level and applicable for all Vendors assigned to the class.
Accounts Payable > Maintenance > Vendor
A Posting Code can be assigned to the Vendor or GL Account Overlays assigned manually to a Vendor per location for each account type.
Inventory > Maintenance > Location
A Posting Code can be assigned or GL Account Overlays assigned manually to Locations. The accounts displayed on the location accounts tab will be applicable for all transactions for that location.
Each account assigned to the Vendor / Location is built based on posting accounts assigned at each level of the hierarchy in the order above. At each step of this building process, the specified overlay values will be applied. Only the final result will be validated to ensure the resulting full account string is valid and exists in the chart of accounts and assigned to the Vendor for the location(s).
Example: The following example displays the account overlays assigned at each level that resulted in a valid account of 100-9701-100-25-5555 assigned to the Vendor for the location:
Posting Code Level |
G/L Account or Overlay |
Account Building Progression |
Valid Account |
System |
000-5700-100-99-5555 |
000-5700-100-99-5555 |
Yes |
Vendor Class |
???-????-???-25-???? |
000-5700-100-25-5555 |
Yes |
Vendor |
100-????-???-??-???? |
100-5700-100-25-5555 |
No |
Location |
???-9701-???-??-???? |
100-9701-100-25-5555 |
Yes |
If 100-9701-100-25-5555 was not a valid active account, there would be no account assigned for the Vendor Location combination.