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inconsistent COGS account posting due to site assignment

  • 1.  inconsistent COGS account posting due to site assignment

    Posted Feb 07, 2019 04:30 PM
    ​​ I have a hard issue that I have been working on.

     

    We have an issue where there are some inconsistent account posting occurring during the invoice post process. 

     

    Site 001-fg-di has the segment 3 default set to 930.  According to GP research, this should default all accounts to end in 930.
    ***This is not occurring for are other sites***
    We do want it to work this way for inventory account assignment…we just want it to break out the COGS accounts.

    Item 130, when we assign it to an order/invoice with site 001-FG-DI, final GL the account distribution will allocate the inventory to 001-1200-930 and COGS to 001-5000-930

    Item 262, when we assign it to an order/invoice with site 001-FG-DI, final GL the account distribution will allocate the inventory to 001-1200-930 and COGS to 001-5000-930

     

    **This was working before but somehow it was lost during our last update.  We want only the COGS account to grab the account information from the item setup accounts. Item 130 is setup as 001-5000-002 and Item 262 is setup as 001-5000-001.

     

    So we would want:

    Item 130, when we assign it to an order/invoice with site 001-FG-DI, final GL the account distribution will allocate the inventory to 001-1200-930 and COGS to 001-5000-002

    Item 262, when we assign it to an order/invoice with site 001-FG-DI, final GL the account distribution will allocate the inventory to 001-1200-930 and COGS to 001-5000-001

     

    In our testing, if we use the other sites like 002-FG-INT or 003-FG-INT, these allocate the way we want them to.

    If we change the segment 3 value in the site to anything other than 930…it works the way we want it to.

     

    This is seriously one of the strangest things I have seen in GP.



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    Mackenzie Platten
    Winston Products
    Solon OH
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  • 2.  RE: inconsistent COGS account posting due to site assignment

    TOP CONTRIBUTOR
    Posted Feb 07, 2019 04:58 PM
    I have never seen this done so am commenting just to get alerted to the answer.

    ------------------------------
    Kindest Regards,
    Jo deRuiter , MCP, DCP
    "That GP Red Head"
    AISLING DYNAMICS CONSULTING, LLC
    WEBSITE: https://aislingdynamics.com/
    BLOG: https://community.dynamics.com/gp/b/gplife
    GPUG Academy Instructor
    Dynamics GP Credentialing Council-Vice Chair
    770-906-4504 (Cell)

    ------------------------------



  • 3.  RE: inconsistent COGS account posting due to site assignment

    TOP CONTRIBUTOR
    Posted Feb 08, 2019 10:10 AM
    For IV Site Segment overrides to do what you want there are two things to watch:

    1. Timing: The Site Segment Override (930) must be on the Site Card BEFORE any lines are added to the SOP Orders or SOP Invoices. A change here does not "roll down" to existing Lines. If you have Open Orders or Invoices, you must go to the Sales Item Detail Entry window and change the Site ID back and forth to force the Account Indexes on the Lines to be updated. You can then see that they are updated in the Sales Line Item Distributions. They will update on a Transfer from Order to Invoice, but the Open invoices must be updated manually by refreshing the Site ID or in  SQL to the correct account before posting.

    If you refresh and you have the 930 account on more than just the IV Account then 2.:

    2. Accounts: The IV Segment override rule is "Override Account Segment for Inventory, COGS, and Sales Accounts if GL Override Account exists, else use Default Inventory COGS and Sales accounts from (Item or Customer - SOP Setup Choice).

    Do not fill in IV, COGS or Sales accounts in the Master Posting -Posting Accounts setups. Leave these blank else they will get used if the Item Card account is missing.

    They key word is EXISTS, so if you want the 930 segment to override the Item IV Account only, but not the Item COGS or Item Sales Accounts then the Account permutations for COGS and Sales cannot exist in the GL. They cannot exist and be inactive either. So if either the Sales or COGS account with the 930 exists it will get used. To stop this and override only IV-930, you will need to merge/combine and eliminate these COGS-930 and SALES-930 accounts so that only the IV-930 account exists.

    The IV Site segment override function does not warn you "Account does not exist", it just uses the default instead. So the only way to override IV but not Sales or COGs is to ensure that the Sales and COGs permutations do not exist in the GL.

    PA has similar segment override functionality but you can pick which distribution types get the Override by check marking  COGS, SALES, WIP and so on. Much nicer, but in SOP you cannot pick and chose the distribution type. You must just make sure the extended 930 account does not exist for the types you do not want to override. Then it won't get used.

    Hope this helps.

    ------------------------------
    Thaddeus Suter
    Retus, Inc
    HELOTES TX
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  • 4.  RE: inconsistent COGS account posting due to site assignment

    Posted Feb 08, 2019 01:03 PM
    Thank you for you reply!  Both are true.  We have tested the process with brand new orders so any information on the site card would be applied to all line items.  We also do not have COGS accounts ending in 930.  Any other ideas?

    ------------------------------
    Mackenzie Platten
    Winston Products
    Solon OH
    ------------------------------



  • 5.  RE: inconsistent COGS account posting due to site assignment

    TOP CONTRIBUTOR
    Posted Feb 08, 2019 01:21 PM
    If you do not have a COGS account ending in 930, then the site segment override (930) will not create one for COGS. It will use the default COGS based on your setups - normally from Item. The account must exist for the override to replace the default account with the override account.

    ------------------------------
    Thaddeus Suter
    Retus, Inc
    HELOTES TX
    ------------------------------



  • 6.  RE: inconsistent COGS account posting due to site assignment

    Posted Feb 08, 2019 04:46 PM
    A HUGE THANK YOU goes out to Thad Suter who took time out of his busy day to assist me with this problem.

    Thad asked me to check the Posting Accounts for the Item and Site.  We found that they were all setup correctly.  We double checked to make sure that 001-5000-930 wasn't setup in our Accounts list.

    We did a sample invoice together to view how the accounts were being allocated.  He had me click on the line item and then click on the blue arrow to open the Sales Item Detail Entry window.  I then reviewed the distributions list.  The COGS account was 001-5000-930 (still not what we wanted).  Thad asked me to click on the blue underlined Cost of Sales.  This opened the FIXED ALLOCATION Account window.  Thad explained that even though the account did not appear in the Cards  - Financial account list, it had been setup as a Fixed Allocation account.  He said that this should be deleted if it wasn't being used because this is what was causing the allocations to be incorrectly assigning the 001-5000-930 account.

    Before the account could be deleted, we had to find what journal transactions had this account. We went to the SmartList - Financial - Account Transactions, filtered were the Document Status = Work and sorted by account.  We were able to identify all journal entries that have to be modified to remove the invalid account.  After the transactions were cleaned up, we deleted the account from the Fixed Allocation list and tested the invoice account distribution again.  This time the process worked the way we wanted it to and assigned the 001-5000-002!

    Thanks again Thad!


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    Mackenzie Platten
    Winston Products
    Solon OH
    ------------------------------



  • 7.  RE: inconsistent COGS account posting due to site assignment

    TOP CONTRIBUTOR
    Posted Feb 08, 2019 04:57 PM
    This was truly a little sneaky because it was a Fixed Allocation Account ending in 930 for COGS, thus it was being selected as the COGS override for Site Segment 930 on Order and Invoice lines and did not show up when looking at normal GL Posting Accounts.

    So all be aware, even though there was no GL Posting Account 930, you must also check your Fixed and Variable Allocation accounts as the override will find those as well and want to post to them until they get deleted

    The solution was much better than a corrupt half deleted GL Account done in SQL leaving orphans! We would have chased that next.

    ------------------------------
    Thaddeus Suter
    Retus, Inc
    HELOTES TX
    ------------------------------



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