Creating sale account definition

This page allows you to define sale accounts. Tell me more

Select the “Create Sale Account Definition” link at the bottom of the “Set Sales Parameter” page.

The “Create Sale Account Definition” page appears.

Enter the following fields:

Finance Book	Use the drop-down list box to select the code identifying the finance book to which the financial transactions are posted. All the posting finance books of the company to which the login organization unit has been mapped, are available for selection in ascending order. The system displays the first finance book in the list by default on launch of the page.
Effective From Date	The date from which transactions can be posted to the sale account (Date Format). The date entered here must be the start date of the financial year or the financial period.
Part Account Group	Use the drop-down list box to select the code identifying the part account group based on which the sale account is defined. The system loads all the part account groups mapped to the login organization unit for selection The system leaves this field blank by default on launch of the page.

Note: The system retrieves the part account groups only if the “Sales Account Based on Part ” field is set to ”Yes” in the “Set Function Defaults” activity of this business component.

The system displays the following:

Description

The description pertaining to the part account group.

Enter the following field:

Part #	The code identifying the part (Alphanumeric, 32). The value entered here must have been defined in the “Item Administration” business component.
	Help facility available.

Note: This field should not be left blank if there is a necessity to define account codes for parts that are not mapped to any Part Account Group.

Enter the following fields in the “Applicable Events” group box:

Direct Invoice	Check this box to define sale account for supplier direct invoice.
Credit Note	Check this box to define sale account for supplier credit note.
COGS Events	Check the box to define the cost of sales account for the cost of goods sold on par with the sales account.

Note: Atleast one of the “Applicable Events” must be checked and also if “Direct invoice” has been checked, then “COGS Events” must also be checked.

Enter the following fields in the “Account Definition Details” group box:

Note: The fields in this group box can be entered for defining sale account or COGS account without any parameters.

Sales Account	The code identifying the account (Alphanumeric, 32).
	Help facility available.
Sales Return Account	The code identifying the sales return account (Alphanumeric, 32).
	Help facility available.
COGS Account	The code identifying the cost of goods sold account (Alphanumeric, 32).
	Help facility available.

Note: The account codes entered in these fields must have been defined in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.

If the sale account has been defined for an item group, then the COGS account can also be defined only at that level.

Click the “Create” pushbutton to create the sale or the COGS account definition.

The system defines the sale account for the combination of finance book and the event.

Enter the following fields in the multiline:

Note: Data must be entered in the fields of the multiline to define sale accounts based on parameters.

Sale Type

Use the drop-down list box to select the type of sale based on which the transactions are posted to the sale account. Sale types must have been defined in the "Category" business component and must be in "Active" status. The system leaves the field blank by default on launch of the page.

Note: The system lists the sale types in this field for selection only if the “Sale Type” parameter has been set to “Yes”.

Delivery Area #

Use the drop-down list box to select the code identifying the location at which the goods are delivered. All the delivery area codes that have been defined in the “Delivery Area” business component will be available for selection. The system leaves the field blank by default on launch of the page.

Note: The system lists the delivery area codes in this field for selection only if the “Delivery Area #” parameter has been set to “Yes”.

Customer Group #	The code identifying the customer group based on which sale account is defined (Alphanumeric, 6). The customer account group must have been defined in the “Create Customer Group” activity of the “Customer Group” business component.
	Help facility available.

Note: This field must not be left blank if the “Customer Group #” parameter has been set to “Yes”.

Sale Purpose

Use the drop-down list box to select the sale purpose based on which the sale account is being defined. All the sale purposes in “Active” status that have been defined for the login organization unit in the “Category” business unit will be available for selection. The system leaves the field blank by default on launch of the page.

Note: The system lists the sale purposes in this field for selection only if the “Sale Purpose” parameter has been set to “Yes”.

Receipt Type

Use the drop-down list box to select the type in which the payment can be received. You can select from "Cash" or "Credit". The system leaves the field blank by default at the launch of the page.

Note: The “Receipt Type” must be left blank if the event selected is “Order Based Invoice”.

Reason #

The code identifying the reason behind creating a sale account (Alphanumeric, 5). The value entered here must have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component.

Note: This field must not be left blank if the “Reason # parameter has been set to “Yes”.

Sales Account	The code identifying the sales account (Alphanumeric, 32). This field must not be left blank if the “Reason Code” has been entered.
	Help facility available.

Note: The sales account must be mapped to the finance book in the “Accounting Setup” business component and can have any account currency.

The sales account must be defined under the account group “Revenue” in the “Accounting Setup” business component.

Sales Return Account	The code identifying the sales return account (Alphanumeric, 32). The sale return account could be in any permitted currency.
	Help facility available.
COGS Account	The code identifying the cost of goods sold account (Alphanumeric, 32). The COGS account must necessarily in the base currency of the company.
	Help facility available.

Note: If the sale account has been defined for a part group, then the COGS account must also be defined at that level.

The COGS account must be defined under the account group “Expense” in the “Accounting Setup” business component.

Effective From Date

The date from which the account definition details are effective (Date Format). Mandatory. This date must be the start date of the financial year or the financial period.

Note: The following things must be taken care while entering the effective from date.

If for the part account group “PAG1” and an account code “PAG123” as sale account has already been defined and deleted with date range of 1^st April 2001 to 31^st March 2002, then the effective from date for the same combination must start from 1^st April 2002.

If the account “PAG123” has already been mapped to a combination from 1^st Apr 2001, has to be mapped to a different account “PAG456” with the same effective date, then the mapping with the account “PAG123” can be deleted and a new mapping can be done to the account “PAG456”.

Note: The effective from date must be greater than or equal to the start date of the account code defined in the “Accounting Setup” business component. And the date must be less than or equal to the end date of the account code defined in the “Accounting Setup” business component.

Click the “Create” pushbutton to create the sale account definition.

The system creates the sale account, sales return account and the COGS account based on the parameters and also updates the login ID of the user and the system date along.

To proceed, carry out the following

Select the “Create TCD Account Definition” link at the bottom of the page to create the TCD account definition.

Select the “View Sale Account Definition” link at the bottom of the page to view the sale account definition.

Creating sale account definition – An overview

You can define sale accounts, sales return accounts and COGS accounts with or without parameters. While defining a sale account without parameters, the definition must be based on a combination of finance book and an applicable event. The applicable events are: direct invoice, credit note and COGS events. Note that the event credit note is relevant to sale returns and hence data entry in the field “Sale Return Account #” becomes mandatory. Also the reason behind sale return account definition in the “Reason #” field must also be specified. You can also specify the date from which the account definition is effective. The different ways of defining sale accounts are:

Company level – To define sale accounts at the company level, set all the applicable parameters to “No” and the parameter “Sale account based on Item” to “No” in the “Set Function Defaults” activity of this business component.

Part Account Group or the Part – To define sale accounts based on part account group or a part, set all the applicable parameters to “No” and the parameter “Sale account based on Item” to “Yes” in the “Set Function Defaults” activity of this business component.

Part Account Group and Parameters – To define sale accounts based on parameters and a part account group, set all the applicable parameters to “Yes” and the parameter “Sale account based on Item” to “Yes” in the “Set Function Defaults” activity of this business component.

Parameters – To define sale accounts based on parameters, set all the applicable parameters to “Yes” and the parameter “Sale account based on Item” to “No” in the “Set Function Defaults” activity of this business component.

Some of the parameters based on which sale accounts can be defined are: the sale type, the delivery area, the customer group, the sale purpose, receipt type and the reason code for the sale. The system creates the sale account, sales return account and the COGS account based on the parameters and also updates the login ID of the user and the system date along.

What you can do in this page

Applicable events for sale account definition

Check the “Direct Invoice” box to default the accounts while raising the direct invoice.

Check the “Credit Note” box to default the accounts while raising the credit note.

Check the “COGS Events” box to default the accounts while raising the cost of goods sold.