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Evo-ERP and DBA Classic >> Accounting >> AP-C... how do I get expense to income statement?
http://www.istechforum.com/YaBB.pl?num=1432321991

Message started by Laura Oliver on 05/22/15 at 12:13:11

Title: AP-C... how do I get expense to income statement?
Post by Laura Oliver on 05/22/15 at 12:13:11

I am trying to fix it so that we can use AP-C. I have played with all the defaults with no success.
I can not get the expense account to go to the GL. All I get is a debit to 21900-999 POs Red'c not invoiced. I am sure it has something to do with how I set DBA up in 1997.

Below is how it looks if I use AP-C

trans date   cus/vnd code   reference description GL acct dept dept description debit amt credit amt
5/22/15 ACEHARD ch#3675 hammer 22000 000 accounts payable trade 5.00
    ch#3675 Ace Hardware 10200 000 Wachovia Bank 5.00

5/22/15 ACEHARD 53467 Ace Hardware    22000 000 accounts payable trade 5.00
53467 RNI/Invoiced 219000 999    PO's Rec'd not invoiced   5.00

But this is how I want it to look or at least how I am use to it looking:

trans date   cus/vnd code   reference description GL acct dept dept description debit amt credit amt
5/22/15 ACEHARD ch#3675 hammer 22000 000 accounts payable trade 5.00
    ch#3675 Ace Hardware 10200 000 Wachovia Bank 5.00

5/22/15 ACEHARD 53467 hammer 22000 000 accounts payable tade 5.00
53467 hammer 70700   200       tools 5.00

[

Title: Re: AP-C... how do I get expense to income stateme
Post by Kelloggs on 05/22/15 at 16:02:30

Laura,

The Expense Account gets debited when you Receive the Purchase Order.
What Account? that depends of your settings. Could be your Item Class or the GL Account on your PO.

::)

Kelloggs

Title: Re: AP-C... how do I get expense to income stateme
Post by David Waldmann on 05/27/15 at 04:43:51

Laura,

Kellogs is right*, but I'll give a little more detail.

To figure out what's happening and why, go into IN-A or IN-B and see what Class is assigned to the item. Then go to SM-C and click the Item Class GLs at the bottom of the screen. Now select the Class you found for that item and Edit it. Here, the first line - Inventory Asset/Exp - will show you what GL is being debited when you receive the PO. Note that if you have something in the first column it will override the Default in the right column.

You may find that you need to set up some new Item Classes and then update the Item Classes for your Items. Once everything is set up it works great.

The other thing Kellogs alluded to is that when entering the PO (if enabled in SD-C) you can manually enter a GL account per PO.

*except that when a PO is received it is not necessarily to an Expense account. Inventory items should go into an Asset account...

Title: Re: AP-C... how do I get expense to income stateme
Post by Laura Oliver on 06/02/15 at 12:13:20

It looks like that on EVO each line item on the Purchase Order can have its on unique GL Account. But it appears that on DBA every line must have the account number that was entered on the PO header screen.

I want to use DBA and have the option for each PO line item to have its on unique GL account. I viewed defaults SD-Q and I already had B (both) as the default for editing GL.

I then changed the default so that different part types would allow for GL account editing on the individual PO line. This didnt work either.

What do I do/change to be able to edit each individual line on a PO in DBA like one can in EVO?

Thanks
Laura

Title: Re: AP-C... how do I get expense to income stateme
Post by David Waldmann on 06/02/15 at 13:42:31

Sounds like you may not be able to.

However, as mentioned, you can specify the GL account by Class, and set the Class of each Item accordingly. A little more work, but that way there is no room for error as long as the items and classes are correctly set up.

Title: Re: AP-C... how do I get expense to income stateme
Post by Lynn_Pantic on 06/02/15 at 17:47:42

David is correct, you have to use multiple item classes in DBA, there is no place to enter a GL Account anyplace on the PO, either header or line item. You can only edit the GL Account by line item in Evo, not DBA.

Title: Re: AP-C... how do I get expense to income stateme
Post by Laura Oliver on 07/10/15 at 14:25:55

I have entered POs in EVO and am able to give each PO line its own Gl Account. I save the PO with that GL account, but after I pay it and go to GL-O there is no expense. The amount that should have gone to the respective GL account is going to RNI/Invoiced 21900-999 POs not received.

To fix this I am going into GL-P and manually changing the 21900-999 to the correct GL.

What am I doing wrong? How do I get the expense to go GL-O?

Thanks
Laura

Title: Re: AP-C... how do I get expense to income stateme
Post by Lynn_Pantic on 07/10/15 at 14:43:51

PO Receiving is what posts to the inventory or expense account, not AP-C. PO-C Receiving debits the expense or inventory account per the PO or Item Class and credits PO/RNI. Then when the invoice is entered at AP-C, the liability is moved from PO/RNI tp AP. It sounds like you may not have the PO Receipt GL Posting turned on in AD-A. Also keep in mind that the receiving (and booking of the expense or inventory) and invoice entry in AP-C may be days apart. They do not happen at the same time so you won't see the transactions together.

Title: Re: AP-C... how do I get expense to income stateme
Post by Laura Oliver on 07/10/15 at 16:13:33

Thanks Lynn, I guess I just WANT the activity in GL-O to look like what I have been seeing when we use AP-B.

I get an item class gl error list when I save AD-A in DBA, but when I save it in EVO there is no list of item class errors?

Thanks
Laura