Accolent ERP posts transactions to the General Ledger (GL) through the following Accounting Journals: Sales Journal (SJ), Payment Receipts Journal (PR), PO Receipts/Manual Inventory Adjustments Journal (PO), Accounts Payable Journal (AP), Voucher Adjustments Journal (VA), Cash Disbursements Journal (CD) and the General Journal (GJ). The Accounting Journals are automatically posted to the GL immediately upon completion of the underlying transaction. The GL Postings are summarized below.
Sales Journal
| Functional Area | Action | GL Posting Happens | GL Transaction Date | GL Account Debited | GL Account Credited | GL Accounts Set On | Notes |
| Order | Create a Sales Order | N/A | N/A | N/A | N/A | N/A | No posting |
| Order | Move Sales Order to shipping | N/A | N/A | N/A | N/A | N/A | No posting |
| Invoice | Ship confirm Order to Invoice; or Create Immediate Invoice |
After Invoice creation | Invoice date | Accounts Receivable COGS |
Sales Sales Tax Payable Freight Labor Inventory |
Warehouse GL Defaults | Each Invoice is associated with a Warehouse; Warehouse GL Defaults set the GL Acct No and the GL Dept No GL postings are by Invoice line item |
| Invoice | Ship confirm Order to Invoice; or Create Immediate Invoice (With Category specified) |
After Invoice creation | Invoice date | Accounts Receivable COGS (Category) |
Sales (Category) Sales Tax Payable Freight Labor Inventory (Category) |
Category GL Accts and Warehouse GL Defaults |
GL Acct Nos specified by Category for Sales, COGS, Inventory will override Warehouse GL Defaults |
| Invoice | Unconfirm an Invoice | Unconfirming automatically unposts from the GL | Invoice date | Remove original Invoice posting | Remove original Invoice posting | Warehouse GL Defaults | When an invoice is unconfirmed, the system automatically unposts it from the GL |
| Credit Memo | Issue a Credit Memo | After saving Credit Memo | Credit Memo date | Reversal of Invoice posting | Reversal of Invoice posting Other Income |
Warehouse GL Defaults | Can only create a Credit Memo from an existing Invoice Creates a new negative posting to offset all or part of the original Invoice posting Creates Other Income for Restocking Fees |
| Rental Order | Create a Rental Order | N/A | N/A | N/A | N/A | N/A | No posting |
| Rental Order | Move Rental Order to shipping | N/A | N/A | N/A | N/A | N/A | No posting |
| Rental Invoice | Move Rental Order to Invoice; or Create Immediate Invoice |
After Invoice creation | Invoice date | Accounts Receivable | Rental Income Sales Tax Payable Freight Labor |
Warehouse GL Defaults | Rental Invoices post to Rental Income No COGS posting Will be depreciated as Fixed Assets Use Depreciation button and comment on Serial Master |
Payment Receipts Journal
| Functional Area | Action | GL Posting Happens | GL Transaction Date | GL Account Debited | GL Account Credited | GL Accounts Set On | Notes |
| Deposits | Take a deposit on a Sales Order | After saving Sales Order | Receipt date | Undeposited Cash | Accounts Receivable | Warehouse GL Defaults | Recorded as Unapplied Cash |
| Payments | Take payment for an Immediate Invoice | After saving Invoice | Receipt date (same as Invoice date) | Undeposited Cash | Accounts Receivable | Warehouse GL Defaults | Posts as a payment on the Invoice |
| Payments | Take payment for a COD Invoice | After saving receipt | Receipt date | Undeposited Cash | Accounts Receivable | Warehouse GL Defaults | Recorded as a payment on the Invoice |
| Payments | Receive payment on account and allow cash discounts or take write-offs | After saving receipt | Receipt date | Undeposited Cash | Accounts Receivable Interest Income Discounts Given Write-Offs |
Warehouse GL Defaults User selects GL Acct No for write-offs |
Payment can be allocated to one or more unpaid Invoices Allow cash discounts only on Invoices paid in full Allow write-offs only on Invoices paid in full Record interest income only on Invoices paid in full |
| Bank Deposit | Make a bank deposit | After saving deposit | Deposit date | Cash in Bank | Undeposited Cash | User selects GL Acct No | Creates deposit record for selected bank |
| Void Cash Receipt | Void a Cash Receipt | After saving void record | Void date | Reversal of Cash Receipt posting | Reversal of Cash Receipt posting | Warehouse GL Defaults | Can only be done if Payment Receipt is not yet deposited Does not require GL to be unposted Creates a negative posting offsetting the original Payment Receipt posting |
| Bounced Check | Record a bounced check | After saving record | Void date | Accounts Receivable | Cash in Bank | Warehouse GL Defaults | Can only be done if Payment Receipt is deposited Does not require GL to be unposted Creates a new negative posting to offset the original posting Creates a new Manual Invoice for the amount of the Bank Charge |
PO Receipts and Inventory Adjustment Journal
| Functional Area | Action | GL Posting Happens | GL Transaction Date | GL Account Debited | GL Account Credited | GL Accounts Set On | Notes |
| Create POs | Create a PO | N/A | None | N/A | N/A | N/A | No posting |
| PO Receipts | Receive a PO (including Landed Costs) | After saving PO Receipt | PO receipt date | Inventory | Unconfirmed AP | Vendor master (with Inventory Vendor flag on) Warehouse GL Defaults |
GL postings are by PO line item Landed Cost items will be allocated to the products and posted to inventory as direct product costs (GAAP) |
| PO Receipts | Receive a PO (including Landed Costs) (With Category specified) |
After saving PO Receipt | PO receipt date | Inventory (Category) | Unconfirmed AP | Category and Warehouse GL Defaults |
GL Acct Nos specified by Category for Sales, COGS, Inventory will override Vendor or Warehouse GL Defaults |
| PO Receipts | Receive a PO for Non-Inventory items (e.g., Rental products) | N/A | None | N/A | N/A | N/A | No posting Will be posted at the time of entering the voucher for payment |
| Payments | Enter Voucher to pay an Inventory Vendor | After saving Voucher | Voucher date | Unconfirmed AP Inventory Variances |
Accounts Payable | Vendor master (with Inventory Vendor flag on) Warehouse GL Defaults |
Applies to Inventory Vendors only Each Voucher requires a receipt; default amount of receipt in Unconfirmed AP, any differences go to Inventory Variances (period expense) Each Landed Cost item on the PO needs its own Receipt |
| PO Receipts | Adjust a PO Receipt by creating a new PO Receipt Adjustment to correct for receiving error entries | No requirement to unpost GL Posting; new PO Receipt Adjustment posts a negative entry to GL as of date of Adjustment | PO Receipt Adjustment date | Adjust original PO Receipt posting | Adjust original PO Receipt posting | Vendor master (with Inventory Vendor flag on) Warehouse GL Defaults |
Allows PO Receiving only of Open POs PO Receipt Adjustment allows import of an already received PO Enter adjustment and Save; e.g., PO Qty=10, Qty Rec’d=10 but was actually 9, enter an adjustment of -1 which is taken to Avg Cost calculation |
| Inventory Adjustment | Adjust Inventory | After save of Adjustment | Adjustment date | Inventory | Inventory Variances | Warehouse GL Defaults User can select the GL Accounts |
Adjustment equal to Qty * Average Cost |
| Inventory Adjustment | Adjust Average Cost | After save of Adjustment | Adjustment date | Inventory | Inventory Variances | Warehouse GL Defaults User can select the GL Accounts |
Adjustment equal to QOH * Average Cost Adjustment |
Accounts Payable Journal
| Functional Area | Action | GL Posting Happens | GL Transaction Date | GL Account Debited | GL Account Credited | GL Accounts Set On | Notes |
| Vouchers | Create a Voucher to pay a Non-Inventory Vendor | After saving Voucher | Voucher date | Specified Expense or Prepaid Asset GL acct | Accounts Payable | Vendor master | Defaults GL Accounts from Vendor master, but user can edit |
| Vouchers | Create a Voucher to pay a Vendor for Non-Inventory Items (e.g., Rental products) | After saving Voucher | Voucher date | Specified Asset (e.g., Rental Products), Expense or Prepaid Asset GL acct | Accounts Payable | Vendor master | Defaults GL Accounts from Vendor master, but user can edit |
Voucher Adjustment Journal
| Functional Area | Action | GL Posting Happens | GL Transaction Date | GL Account Debited | GL Account Credited | GL Accounts Set On | Notes |
| Voucher Adjustments | Enter a Voucher Adjustment to modify an existing Voucher | After saving Voucher Adjustment | Voucher Adjustment date | Accounts Payable | Specified Expense or Prepaid Asset GL acct | User selects GL Acct No | Creates a negative entry to modify original Voucher GL posting |
Cash Disbursements Journal
| Functional Area | Action | GL Posting Happens | GL Transaction Date | GL Account Debited | GL Account Credited | GL Accounts Set On | Notes |
| Checks | Create a Check to pay one or more Vouchers | After saving Check | Check date | Accounts Payable | Cash in Bank Discounts Taken |
Warehouse GL Defaults | Select one or more Vouchers to pay on the Check Posting requires confirmation that check has been printed |
| Manual Checks | Create a Manual Check to pay one or more Vouchers | After saving Check | Check date | Accounts Payable | Cash in Bank Discounts Taken |
Warehouse GL Defaults | Select one or more Vouchers to pay on the Check Posting requires confirmation that check has been printed |
| Void Check | Void a Check | After creating Void Check | Check date | Cash in Bank Discounts Taken |
Accounts Payable | Warehouse GL Defaults | Creates a negative entry to modify original Check GL posting |
| Refund Checks | Create Customer Refund Check | After saving Check | Check date | User specifies GL Account No | User specifies GL Account No | User selects GL Acct No | Allows selection from a list of Unapplied cash items, Credit Memos or Invoices with negative balances |
General Journal
| Functional Area | Action | Ready for GL Posting | GL Transaction Date | GL Account Debited | GL Account Credited | GL Accounts Set On | Notes |
| Standard | Standard GL Adjustment | After saving Standard GL Adjustment | GL Adjustment date | User specifies GL Account No | User specifies GL Account No | User selects GL Acct No | Standard one-time adjustment |
| Recurring | Recurring GL Adjustment | After saving Recurring GL Adjustment | GL Adjustment date | User specifies GL Account No | User specifies GL Account No | User selects GL Acct No | Recurring GL adjustment that repeats based on user specification of number of recurrences and periodicity |
| Auto-Reverse | Auto-Reverse GL Adjustment | After saving Auto-Reverse GL Adjustment | GL Adjustment date | User specifies GL Account No | User specifies GL Account No | User selects GL Acct No | GL adjustment that reverses itself in the following month |