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Analytical Accounting and Sales Invoices

  • 1.  Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 12-27-2017 12:02 PM
    ​Good Morning!

    We recently discovered that a problem with our financial statements is rooted in our sales invoices and splitting AA between two or more codes. The Sales Invoice only allows one code at 100%, so anytime there is a need to split the AA codes the sales invoice is posted, and then the Edit Analysis function is used to post the split. Our partner is reaching out to Microsoft, but I can't believe we are the only people splitting AA codes on a sales invoice, so I'm tapping into the expertise of this forum too. Is anyone splitting AA codes on sales invoices? If so, what is your process, and, does splitting the AA codes cause issues with your net income and how it reports on the Balance Sheet?

    Thanks!

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------


  • 2.  RE: Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 01-06-2018 09:10 PM
    Hey  @Shari Bruno
    I've been wanted to reach out on this for about a week, but I blew up my test company and just had time to rebuild it. :)
    The thing that caught my attention was only being able to code to one AA code on a Sales Transaction.  You should be able to code to multiple codes.  On the main Sales Trx Entry window, if you go to Additional\Analytical Transactions, are you not able to change the percentage in the top half of the screen?  In my shots below, you'll notice I have 2 lines in the top 1/2 at 50% each.  Clicking each of the 2 lines, shows a different code in the bottom half.  So I'm distributing to the same Trx Dim, but to 2 different Trx Codes.  Does your system not allow this to happen?



    ------------------------------
    Windi Epperson
    President/GP Senior Consultant
    Advanced Integrators, Inc.
    Norman OK
    405-946-1774 Ext 102
    ------------------------------



  • 3.  RE: Analytical Accounting and Sales Invoices

    Posted 01-11-2018 06:30 PM
    ​Good evening Shari

    We often wonder if we are the only ones using AA in such a detailed manner. Well, now I know I am not alone

    We use AA in our sales invoices and we can attribute the amounts affected per GL account, to different variations of AA codifications.

    However this is done per GL account on the general SOP page and not per item line.

    We do it once all our items are entered and access it either from the distribution button or the top menu leading to AA transaction

    This approach creates no problem whatsoever with our Financial statements

    Hope it helps

    PS

    We use GP 2016 ( before 2010 R2) in French, but you should be able to replicate easily




    ------------------------------
    Serge Tessier
    Directeur et analyste principal, Service de l'administration
    APCHQ
    Anjou QC
    ------------------------------



  • 4.  RE: Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 01-12-2018 09:51 AM
    @Windi Epperson and @Serge Tessier

    Thanks so much for your input!​​ What the two of you can do that we cannot is assign a percentage other than 100 to one AA code, and the remainder, or remainders, to another on the sales invoice. The section of our Analytical Sales Transaction Entry window with the originating amount is grayed out. All we can do in that window is assign the AA codes.

    Something else on your windows that is not on ours is that your Originating Amount is populated with a dollar amount - ours records $0. This is due to the FIFO layering of our inventory. Until the sales invoice is posted the exact value of the inventory is not known. Microsoft was on a GoTo meeting with us at the beginning of the month viewing our screens as we went through the process and they did not comment on the $0 value which makes me think this is not a problem. Still, I am curious as to why both of you have a value, and if this value changes once the Sales Order is posted and the inventory is removed.

    Microsoft is looking into this but a fix may not be available until the next GP update. On our end we have found that there is not an issue with the net income on the Balance Sheet flowing properly to the Income Statement unless the Originating Debit/Credit columns are being accessed, which would happen in our companies where USD is not their functional currency. So I am monitoring the reports anytime the Edit Analysis window is accessed for any reason, in any of our companies, to see if we can isolate the issue.

    I would appreciate any additional insight that the two of you have on this issue.

    Thanks!

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



  • 5.  RE: Analytical Accounting and Sales Invoices

    Posted 01-12-2018 09:56 AM
    ​Good morning Shari

    At this point I must admit I do not have more insight.

    We invoice inventory items, but those are not linked to Gl accounts so I cannot compare that typ of transaction.

    We use GP2016

    Let us know if they have an answer.

    I am curious to know what the solution is

    ------------------------------
    Serge Tessier
    Directeur et analyste principal, Service de l'administration
    APCHQ
    Anjou QC
    ------------------------------



  • 6.  RE: Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 01-12-2018 01:23 PM
    ​Thanks @Serge Tessier

    We upgraded to GP2016R2 last year, but the issue with the reports was happening prior to the upgrade​ when we were on GP2015.

    I'm curious about this statement you made:
    We invoice inventory items, but those are not linked to Gl accounts so I cannot compare that typ of transaction.
    Serge Tessier,  01-12-2018 09:55 AM
    Does that mean that your inventory items are not linked to an expense account? Or are not linked to any account, not even an asset account?

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



  • 7.  RE: Analytical Accounting and Sales Invoices

    Posted 01-12-2018 01:27 PM
    ​I have skipped a few words... Sorry

    I meant  that the inventory items we are selling anv invoicing are linked to GL accounts that do not use analytical accounting, therefore I cannot replicate your problem.

    The items we invoice that are linked with Gl accounts using analytical accounting are service items


    ------------------------------
    Serge Tessier
    Directeur et analyste principal, Service de l'administration
    APCHQ
    Anjou QC
    ------------------------------



  • 8.  RE: Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 01-12-2018 01:30 PM
    @Serge Tessier

    This may explain why you get a dollar value in your Originating Amount, a service item would not have FIFO layering.

    @Windi Epperson

    Is this true for the items that you assign AA codes to as well?​​

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



  • 9.  RE: Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 01-12-2018 03:09 PM
    @Shari Bruno
    Looks like you're on the right track with inventory items.  I can change the originating amt for the sales distribution, but not for the COGS distribution.



    Help says:
    In an invoice, you can enter analysis information for the Cost of Goods Sold (COGS) and Inventory accounts of the relevant item numbers entered in the invoice, if such accounts are linked to an account class even though these accounts are not displayed in the Sales Distribution Entry window. However, you cannot create assignments for such accounts as the amount that updates these accounts can be determined only after the invoice is posted.

    But, I was able to fool it a bit - just not sure if this option would work in the real world.  In the AA Acct Class setup, I set 2 different dimensions to be optional for the class.  Once I did this, both dimensions were available to code to in the AA coding window.



    Not sure if it's feasible for you to setup 2 dimensions that track the same thing but thought I'd show the option.
    Thanks
    Windi​

    ------------------------------
    Windi Epperson
    President/GP Senior Consultant
    Advanced Integrators, Inc.
    Norman OK
    405-946-1774 Ext 102
    ------------------------------



  • 10.  RE: Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 01-12-2018 04:00 PM
    Thanks for the confirmation @Windi Epperson

    We already have two dimensions that are optional for the same class as we track two different items in AA - Programs and Projects,which are each connected to another - every Program has a Project.


    At times we don't need to split beyond 100% and in that case the AA coding can be added on the sales invoice. But when we do split the percentages are not even numbers, as seen below, because they are based on the number of items that are being used for a particular program-project, and not a specific dollar amount.



    So maybe we are using AA in a way that most people don't. Wouldn't surprise me actually. We have  a lot of unique reporting needs that I had not encountered in the Finance positions I held before I came here.

    Thanks Windi and @Serge Tessier. I'm open to any other suggestions, so if either of you come up with anything else I'm game to listen.​

    ------------------------------
    Shari Bruno
    Accounting Operations Manager
    Bible League International
    Crete, IL
    ------------------------------



  • 11.  RE: Analytical Accounting and Sales Invoices

    TOP CONTRIBUTOR
    Posted 01-12-2018 04:07 PM
    If I get some spare time I might play around a bit more, but let us know what Microsoft comes back with.  I understand the idea that cost isn't set until you post, but I don't see why they can't still let you allocate to codes.

    ------------------------------
    Windi Epperson
    President/GP Senior Consultant
    Advanced Integrators, Inc.
    Norman OK
    405-946-1774 Ext 102
    ------------------------------