Categories are used to help select and report on products. Use the Categories screens to set up the categories your company would like to track.
Categories
- Categories belong to groups and are composed of sub-categories
- The product index for eCommerce modules is based on the hierarchy of group, category, and sub-category
- The category description will be displayed on the product index in eCommerce modules; however, categories can be exempted from web display
- A separate general ledger account or department number can be assigned to a category for purposes of posting journals to the general ledger
- General ledger accounts and/or department numbers for the category take precedence over those set up by warehouse. In order entry, the default department will be based on the product category department, if one exists. If not, it will be based on the warehouse. The default entry can be overwritten by the user, if needed.
- Minimum sales gross margin can also be determined by category. Sales of an item can be restricted during order entry if the gross margin is too low. The percentage defined for the category will override the warehouse gross margin and the global gross margin. (The global gross margin is in effect if category and warehouse margins are not set up. The default global gross margin percentage must be set up in the system configurations.)
- G0 to Settings > Value Lists > Product Only Lists > Categories to see a list of categories, edit a category, or create a new category
Category Fields
| Buttons and Functions | Description |
| Active check box | To view an inactive account, see Active and Inactive Records. |
| Category Code | Three number code that identifies the category in Accolent. An entry in this field is required. |
| Description | Description identifying the category. An entry in this field is required. |
| Sales GL Account | General Ledger account associated with this category. Click the look up button to bring up a list of GL accounts from which you can select and return the desired GL account. |
| COGS GL Account | A separate GL account assigned to a category for purposes of posting COGS to the general ledger. A janitorial supply distributor may want to split sales of equipment vs. sales of consumables. Consumables could use the default GL account based on the warehouse the product is sold from and equipment categories could have a single alternate GL account assigned. You may choose not to have a GL account or department number defined for a category so all products will post to COGS based on GL accounts set up by warehouse. |
| Inventory GL Account | An optional GL account assigned to a category for purposes of posting to the GL. As products are sold, this GL account will decrease. |
| Margin % | Gross margin percentage by category used to restrict sales of an item in order entry. Gross margin restrictions by category take precedence over the restriction by warehouse and the global company setting. In other words, you can require a greater or lesser margin by category. |
| Group | Group associated with the Category. A Group can include many Categories. Categories can include many Sub-Categories. Groups are used to organize products in some reports and to create the product index in the eCommerce modules |
| Sales Department | Sales department associated with the Category that posts to the sales journal. If a department number is not defined here, sales will post to the department number defined in the GL set up unless another department is chosen in order entry. |
| COGS Department | COGS department associated with the Category. The department number defined here will be used to post to cost of goods sold. |
| Inventory Department | Inventory department associated with the Category. The department number defined here will be used to post to the GL. |
| Web | Should products in this Category be displayed in the eCommerce modules? |
| Checkbook by Exploded GL Account for Period Specified | The GL transaction for checks written to vendors is credit cash (asset) and debit accounts payable (liability) |