Accounting Options

Options for accounting configurations

Changing Cost Modes

At the uppermost level, changing Deacom from Standard Cost Mode to FIFO Cost Mode or Average Cost Mode, or the reverse, is simply done. Accounting > Options > Costing tab has a setting for which mode the system should operate in. After changing the setting, the next transaction is done based on the new setting. There is, however, no conversion of existing data inherent in the changing of the setting. Yesterday’s transactions remain exactly as posted. The chart of accounts and item masters remain unchanged. Certain transactions, particularly finishing items on jobs, will not be able to be completed until new GL codes exist and are referenced by the finished goods item masters. Existing financial reports will need to be reviewed, as old GL accounts will stop getting transactions which will now post to different, possibly new, accounts.

FIFO or Average to Standard

Add to Chart of Accounts and Item Masters - Variance accounts.

  • Purchase Cost Variance - added for all items that are purchased

Add to Chart of Accounts and Item Masters - Job Finishing Cost Component Accounts - these expense accounts take the labor and burden components of standard cost, if present on an item, to balance the posting of finished goods to inventory. They must be set up on each item which is finished on a job.

  • Job Labor Standard - if item master has Accounting Standard Labor cost to post
  • Job Burden Standard - if item master has Accounting Standard Burden cost to post

Standard to FIFO or Average

Stop Using - Variance accounts - can be zeroed on item masters and system/options, but can be left as is. Will no longer be used by transactions.

  • Purchase Cost Variance

Stop Using - Job Finishing Cost Component Accounts - can be zeroed on item masters and system/options, but can be left as is. Will no longer be used by transactions.

  • Job Labor Standard
  • Job Burden Standard

General

Field/Flag

Description

Supervisor NPB

Before this date, accounting supervisors are not allowed to make transactions which will affect the general ledger.

  • Accounting supervisors are identified through User/User Group security via the security setting of "Accounting -- supervisor". This setting allows those users identified as accounting supervisors to continue to work in a prior period that is closed to normal users by the "No Posting Before" setting to do month-end Journal Entries and other work to finalize the monthly data.
  • Changing the date in the No Posting Before field will initially cause the date in this field to be updated with the same date. Changes can be made as necessary.

No Posting After

After this date, no users are allowed to make transactions which will affect the general ledger.

  • Setting this date prevents users from accidentally making GL entries in the future through errors in setting dates.

No Posting Before

Before this date, users are not allowed to make transactions which will affect the general ledger.

  • Forbidden transactions include shipping and invoicing Sales Orders, receiving and invoicing Purchase Orders, printing or receiving checks, and issuing materials to and finishing materials off of production Jobs, all of which can otherwise be backdated.

Days A/R & A/P Calc

Defines the number of days of Sales Orders to use as the basis for the calculation of "Days AR/AP Outstanding" in the Customers Credit tab.

Employer Tax ID

Defines the company Tax ID Number, which prints on 1099 Forms.

VAT Tax ID

Defines the company VAT ID, optional field. Required for EU users.

Balances

Pick list used to determine if account balances display as of the Transaction date or End date of the report being run. Options are:

  • End Date - Float currency conversions on balances to the end date of the report or the current date if no end date is specified.
  • Transaction Date - Show the balances as of the date that the transaction occurred.

Applies to the GL Detail, GL Summary, Trial Balance, and Financial Statements.

The Accounting Reporting pre-filter also contains a "Balances" field, which will override this selection.

Journal Descrip Type

Combo box that is used to determine how Journal Entry descriptions from the header are applied to the various lines. Options are:

  • New Lines - Default. Will apply the description from the header only to new lines that are added.
  • All Lines - Overwrites all line descriptions that have the description set at the header.
  • Prepend - Prepends the description from the header into each of the descriptions entered for the individual lines.
    • This functionality works for both posting the entry as well as saving it as a temp.
    • The maximum length allowed is 120 characters. Users will be prompted if the description, when using the Prepend option, exceeds this length.

Currency Decimals

Controls the number of decimal digits for the "Curr. Conversion" field on the Sales Order Entry and Purchase Order Entry General tabs, and beginning in version 17.02.007, the Edit Currency History form.

  • Allowed range is 0-7

Currency Rate Bank

Defines the bank that will be used by Deacom to contact (via API) for currency conversions. Current options are: Bank of Canada and European Central Bank.

Currency Update

Allows a company to control the time their own Currency rates in the Deacom system are updated.

Currency Gain/Loss

Expense account used when selling or purchasing in alternate Currencies that contains the difference in the currency exchange rate between the time the order was processed and the time the payment was received.

Costing

Field/Flag

Description

Inventory Costing

Pick list used to set the system-wide mode for posting inventory transactions to the General Ledger. Options are:

  • Average Cost - Each Lot of material is added to inventory at actual cost and all Lots present are re-valued at the new Average Cost.
    • The system calculates average cost as: SUM (ABS (inventory balance as seen in the Inventory Management "On Hand" report * fi_invcost)) / SUM (ABS (inventory balance as seen in the Inventory Management "On Hand" report)), where ABS means absolute and fi_invcost is the current Average Cost (or Average Cost of old Lots at the time they were used).
    • In Average Cost mode, the fi_invcost field changes each time a new Lot is created. Each existing Lot (excluding those in WIP and Reserved) is re-averaged.
    • The posting behavior from a general ledger perspective when running in Average Cost is the same as when running in FIFO / Actual.
    • Please review this option with a Deacom accounting specialist before moving to it in a live environment.
  • FIFO Cost / Actual Cost - Each Lot of material is added to inventory at actual cost, and retains its Lot value until it is relieved from inventory.
  • Standard Cost - Each Lot of material is added to inventory at standard cost, variances are generated for purchasing differences from standard and any difference between the total value of material relieved and total value of material produced is placed in a variance account, and each Lot retains its Lot value until it is relieved from inventory.
    • Beginning in version 17.02.011, the "actunitcost" and "actmatcost" variables have been added to the Sales - Lots Shipped, Inventory Lots, Lot Summary/User Lot, Lot Summary/System Lot, and Lot Summary/Attributes reports. These variables allow companies to track/report on the actual cost per lot even when running in Standard Cost mode. The actual costs calculate the same way as if running in Actual Cost mode.

Freight In

Expense account to which freight charged on Vendor invoices is debited.

  • This is the default for the "Freight Acct" on the Enter Invoice Received form.

Inventory Adj.

Default Expense account to which inventory adjustments/variances are debited, often referred to as "shrink".

  • This is the default for the "Inv. Adjustments" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.

Std Inv Gain/Loss

Default Expense account to which the offset/variance is booked when re-valuing Lots in Standard Cost mode.

  • This is the default "Std Inven. Gain/Loss" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.

Negative Inv Var.

Expense account charged when necessary to balance GL transactions with small amounts due to rounding differences.

  • Also used in FIFO / Actual Inventory Costing mode when replacing negative Lots, valued at "Last Cost", with new receipts, valued at the Purchase Order price.
  • In situations where there is a rounding issue while invoicing leading to a GL posting imbalance, an offset amount will be posted to this account.

Depreciation Expense

Expense account to which Work Center or Container depreciation expenses will be debited.

  • The corresponding account for this posting is the "Account" specified on the Work Center or Container Fixed Assets tab.

Job Materials Std

Default Expense account to be credited with the materials portion of the cost of Finished Goods, when finishing a Job in all Inventory Costing modes.

  • In Standard Cost mode, this cost is the accounting standard cost.
  • In FIFO / Actual or Average modes, this cost is the actual cost of materials relieved.
  • This is the default "Job Finish Material" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.
  • Can be the same as "Material Expense" account if operating in Actual Cost mode.

Material Expense

Default Expense account to which materials relieved from Jobs are debited.

  • This is the default for the "Material Expense" field when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.
  • Offsets the Item Master "Job Finish Material" account, but can be the same if operating in FIFO / Actual Inventory Costing mode.
  • Best Practice: We recommend different accounts for Material Expense and Job Finish Material in order to compare actual job relief costs (Material Expense) versus finished good costs (Job Finish Material)

WIP Materials

Asset account to which materials issued to production jobs in process are debited, and materials relieved from production jobs are credited.

  • This account should be marked as an asset account in the chart of accounts, and not as an inventory account, to prevent inventory transactions, other than material issuing, from putting inventory into this account.
  • The WIP materials account should not be selected as a Purchase to account on an item master.

WIP Purchases

Asset account to which services purchased directly to production Jobs in process are debited, and purchases relieved from production Jobs are credited.

  • The GL postings associated with these purchases will not be displayed until after the Job has been closed.

WIP Mtc. Materials

Asset account to which materials issued to maintenance Jobs in process are debited, and materials relieved from maintenance Jobs are credited.

  • This account should be created with a "Type" of "Assets", as opposed to "Inventory", to prevent inventory transactions other than material issuing from putting inventory into this account.
  • This account is used when a Job is created with a "Job Type" of "Maintenance".

WIP Mtc. Purchases

Asset account to which services purchased directly to maintenance Jobs in process are debited, and purchases relieved from maintenance Jobs are credited.

  • This account is used when a Job is created with a "Job Type" of "Maintenance".
  • Specifically, when a Purchase Order for a non-stock or non-inventory item is received to an open, active maintenance Job that allows WIP, the cost is posted to this account and, if applicable, will use the Facility GL Override and the Work Center GL Override from the first Routing sequence on the job.
  • The appropriate override accounts must be set in the Chart of Accounts for the overrides to work correctly.
  • The GL postings associated with these purchases will not be displayed until after the Job has been closed.
  • Items purchased directly to maintenance Jobs will be issued to the Job when the Purchase Order is received.

Job Cost Allocation

Pick list used to define how Job costs are allocated to Finished Goods in FIFO / Actual or Average Inventory Costing modes. Options are:

  • Quantity - The cost of each item produced is the total cost of all material being relieved divided by the total quantity of items produced.
    • Can produce undesirable Lot values when producing material of different "Item Types" at the same time.
  • Standard Cost - The cost of each item produced is the total cost of all material being relieved, multiplied by the standard cost of the item produced, and divided by the standard cost of all materials being produced.
    • Requires that Accounting Standard Cost fields (those that begin with "Acct.") be populated on the Item Master Costs tab, even though they would not otherwise be used in Average or FIFO / Actual Inventory Costing modes.
    • Job costs are not allocated in "Standard Cost" mode, as all items are valued at standard cost at the time of production.
  • Volume - The cost of each item produced is the total cost of all material being relieved, multiplied by the Unit Volume of the item produced, and divided by the total volume of all materials being produced.
    • Requires that the "Unit Volume" field be populated on the Item Master Calcs tab.
  • Weight - The cost of each item produced is the total cost of all material being relieved, multiplied by the Unit Weight of the item produced, and divided by the total weight of all materials being produced.
    • Requires that the "Unit Weight" field be populated on the Item Master Calcs tab.

By-Product Costing

Pick list used to define how Job costs are allocated to By-Products in FIFO / Actual or Average Inventory Costing modes. Options are: 

  • Standard Cost - By-Products go into stock at their standard cost, leaving the remaining cost to be attached to the main product.
  • Use Job Cost Allocation - Job costs are allocated between the By-Products and the main product in proportion to their standard costs and quantities produced.

Labor / Burden

Field/Flag

Description

Job Labor Std

Default Expense account to be credited with the accounting labor standard cost of Finished Goods, when finishing a Job in Standard Cost mode, or in FIFO / Actual or Average modes with the Accounting > Options > Labor/Burden tab "Use Standard Labor and Burden in Actual Cost Mode" flag checked.

  • This is the default "Job Finish Labor" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.

Job Burden Std

Default Expense account to be credited with the accounting burden standard cost of Finished Goods, when finishing a Job in Standard Cost mode, or in FIFO / Actual or Average modes with the Accounting > Options > Labor/Burden tab "Use Standard Labor and Burden in Actual Cost Mode" flag checked.

  • This is the default "Job Finish Burden" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.

WIP Labor

Asset account to which labor posted to production Jobs in process is debited, and labor relieved from production Jobs are credited.

WIP Burden

Asset account to which burden costs associated with production Jobs in process is debited, and burden relived from production Jobs is credited.

WIP Mtc. Labor

Asset account to which labor posted to maintenance Jobs in process is debited, and labor relieved from maintenance Jobs are credited.

  • This account is used when a Job is created with a "Job Type" of "Maintenance".

WIP Mtc. Burden

Asset account to which burden costs associated with maintenance Jobs in process is debited, and burden relived from maintenance Jobs is credited.

  • This account is used when a Job is created with a "Job Type" of "Maintenance".

Split Payroll Time

If checked, job labor records will be split when adding overlapping labor records. If unchecked, job labor records will not be split for overlapping labor records.

Restrict Log On To Single Job

If checked, workers are only allowed to be signed into/logged on to one job at a time.

  • In the main app, while the user is logged into another job, the "Add" button will be disabled until the currently selected job is deleted/completed.
  • In WMS, if the user tries to sign on to another job when they are currently signed in to one, the current job is automatically removed and is replaced with the one they are attempting to log on to.

Limit Log On To Assigned Jobs

If checked, workers will only be allowed to log on to jobs, via Production > Payroll Entry, that they are assigned to per job routings.

  • When this field is checked, the "Shift" field on the Payroll Entry form will be required and the "Job Number" field on the Edit Log On/Off Job form in the main application will only display jobs where the worker is assigned on the job routing.

Use Standard Labor And Burden In Actual Cost Mode

If checked, the standard labor and standard burden for the item finished will be posted to the "Job Labor Std" and "Job Burden Std" accounts while the actual cost of materials will be posted to the "Job Materials Std" account, in FIFO / Actual and Average Inventory Costing modes.

  • The accounts mentioned are defined via the Accounting > Options > Labor/Burden tab.
  • The value of the Lot posted is calculated as the sum of actual materials, standard labor, and standard burden.
  • The "Recalc Batch Std. Labor and Burden by Planned Quantity" flag on the Edit Routing form may be set to work in connection with this flag.

Labor Expense

Expense account to which labor costs are booked when posting job labor from Payroll Reporting.

  • When labor entries are posted, they credit the "Accrued Payroll" account defined in Accounting > Options > Labor/Burden tab, and either debit the "WIP Labor" account (if the Job is still open) or the "Labor Expense" accounts from the Operations (if the Job is already closed)..

Labor OT Expense

Expense account to which labor overtime costs are booked when posting job labor from Payroll Reporting.

  • If specified, the Labor OT Expense account on the Labor Group is used instead of this account.

Accrued Payroll

Liability account credited when posting payroll, and debited when paying payroll.

Accrued Burden

Liability account credited for machinery, such as overhead costs, involved in the production or maintenance process.

Material Burden

Default Expense account to which the material burden is credited when receiving a Purchase Order in Standard Cost mode.

  • Represents any additional cost that should be added to a purchased good.
  • This is the default "Material Burden" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.

OT Expense

Pick list used to determine how overtime hours will be posted, at job closing, to the labor expense and labor overtime expense accounts. Options are Labor + OT (default) and OT.

  • Example: Worker works 10 Hours, has 1.5 overtime factor and an hourly rate of 10.00.
    • If using Labor + OT:
    • Labor Expense: 8 hrs. * 10.00 = 80.00
    • OT Expense: 2 hrs. * 1.5 * 10.00 = 30.00
    • If using OT:
    • Labor Expense: 10 hrs. * 10.00 = 100.00
    • OT Expense: 2 hrs. * .5 = 10.00

Overtime Expression

Memo field used to store an expression that will be used to calculate Worker Overtime rate.

  • The fields available to this text are:
    • df_otstartofweek, dmwork, dmlab, Worker User Fields
    • Break Hours Today - SUM (pb_breakout - pb_breakin) for the current date group by pb_ptid, return grouped by pt_woid
    • Break Hours This Week - SUM (pb_breakout - pb_breakin) group by pb_ptid, return grouped by pt_woid
    • Time Hours Today - SUM (pt_timeout - pt_timein) - SUM(pb_breakout - pb_breakin) for the current date, grouped by pt_woid
    • Time Hours This Week - SUM (pt_timeout - pt_timein) - SUM(pb_breakout - pb_breakin) grouped by pt_woid
    • Accounts for worker shifts that stretch overnight.
  • Example: IIF(wo_state = 'CA' AND Time Hours This Week > 8, 1.5, IIF(wo_state = 'CA' AND time hours today > 12,2,15))

Burden Posting Type

Defines which rates are used for burden calculations when posting payroll via the "Post to G/L" button in Payroll Reporting. Options are All, Operation, and Worker.

  • Calculations are:
    • All: ((Worker Burden Rate + Operation Burden Rate) * Actual Hours)
    • Operation: Operation Burden Rate * Actual Hours
    • Worker: Worker Burden Rate * Actual Hours

Accounts Payable

Field/Flag

Description

Purchase Terms

Search field used to select the default Terms that will be assigned when a new Vendor is created.

Cash Payments

Default Cash account from which Vendor payments are credited when posted.

  • Can be the same as "Cash Receipts".

A/P

Liability account to which Purchase Order receipts are credited and payments to Vendors are debited.

  • This is the default for the "AP Account" field when new Vendors are created.

A/P Suspense

Liability account to which Purchase Order receipts are credited (rather than the "AP" account).

  • Entering a Vendor invoice moves the liability by crediting the AP account and debiting AP Suspense on the invoice posting date.
  • Entering a Vendor invoice with adjustments debits the Adjustment accounts and credits the AP account for the adjustment amounts on the invoice posting date.
  • Purchase Orders created prior to selecting an account in this field will continue to post to the default "AP" account.
  • This account was added to provide separate accounting for received not invoiced orders and also to allow freight and adjustment charges to post on a different date from the receipt date.
  • This account is typically used if there will be a lot of adjustments on Purchase Orders.

A/P Adjustments

Default Expense account to which inventory adjustments are debited when processing vendor invoices.

  • This account can be left blank and selected at the time of invoicing.  If using  Standard Cost, users may wish to use the “Purchase Cost Var.” account and change as needed for expense itesms.

PO Payment On Acct

 Asset account to which the purchase order payment is debited and cash is credited.

  • Payments on account represent any payment of an amount that is not matched to a specific invoice.
  • Must be different from the "AP" account.

PO Pre-Payments

Asset account to which Vendor payments are debited, when paid in advance of receipt.

  • Automatically credited for the prepaid amount when the order is received.

Purchase Discount

Expense account to which Vendor payment terms discounts are credited.

  • Vendor GL Overrides take precedence over Facility GL Overrides and this account for Purchase discounts.
  • Should be different from "Sales Discount" account to determine the amount saved by paying within Terms.

Purchase Cost Var.

Default Expense account to which purchasing variations from standard cost are posted when operating in Standard Cost mode.

  • This is the default "Purchase Cost Var." account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.
  • This account will also be used to handle rounding variances from Unit of Measure conversions.

PO Tax Account

Liability account to which purchasing tax amounts will be posted.

  • When using VAT, this field can be overridden by Purchase VAT Account in VAT.

Maximum Check Details

Indicates the number of check detail records (remittance information) to print when printing checks which pay multiple invoices via a check run or via manual checks.

  • Allowed companies to print the full check detail/remittance information and not the summarized details available via the Check Detail Report.
  • The default value is 14. The maximum value is 999.
  • When the number of detail records goes over the number specified in this field, the user will be prompted, as before, asking if they want to print the Check Detail Report for those checks.

Accounts Receivable

Field/Flag

Description

Sales Terms

Sets the default payment Terms that populate on the Credit tab when new Bill-to Companies are added. 

Cash Receipts

Default Cash account to which customer payments are debited when received.

  • This is the default for the "Cash Account" field when new Payment Types are created.
  • Can be the same as "Cash Payments".

A/R

Asset account to which customer invoices are debited and customer payments are credited.

  • This is the default for the "AR Account" field when new Bill-to Companies are created.

SO Pre-Payments

Liability account to which customer payments are credited, when paid in advance of shipment.

  • Automatically debited for the prepaid amount when the order is invoiced.
  • Must be different from "AR" account.

Pre-Payment Part

Sets the Part that is added to a Sales Order created by the Payment On Account function in Cash Receipts (formerly Sales Order Payments).

Pre-Pay / Credit Term

Sets the default Terms for receipts on account and credit memos, which are potentially different from the normal Terms for the customer.

Payment on Acct

Liability account to which customer payments that are made in advance are credited and cash is debited.

  • Payments on account represent any payment of an amount that is not matched to a specific invoice.
  • Must be different from "AR" account.

POA Cash

Default cash clearing account to which customer payments on account are debited.

  • This account is used instead of the regular cash account when clearing an existing payment on account against an invoice.
  • Account is only visible on the Payment Detail form when using the "Payments" button on the sales order view detail screen and on the "Modify Amount" form when entering Cash Receipts (formerly Sales Order Payments).

Sales Discount

Expense account to which customer payment Terms discounts are debited when applying payments.

  • Should be different from "Purchase Discount" account to determine the amount being given to customers paying within Terms.

Sales Tax Account

Liability account to which sales tax amounts will be posted when using the TaxJar sales tax calculation integration with Deacom.

  • This account is required if companies will use TaxJar.

Sales Tax Based On

Pick list used to determine the point in the sales process when sales tax is collected. Options are:

  • Invoice Date - Indicates tax will be collected when the Sales Order is invoiced.
  • Pay Date - Indicates tax will be collected when payment is received from the customer.
  • Ship Date - Indicates tax will be collected when the Sales Order is shipped.

Facility Elimination

Asset account charged to balance transactions between divisions/companies, when divisional GL is to remain balanced.

  • A net credit in the account indicates that the division is owed by other divisions.
  • A net debit in the account indicates that the division owes other divisions.
  • An Inter-Company Transfer, for example, debits inventory and credits this account in the sending Facility, while crediting inventory and debiting this account in the receiving Facility.
  • Also used when paying one division's payables with another division's cash, or receiving cash in one division while clearing another division's receivables.
  • If not concerned with keeping divisional GL balanced, leave this field empty.
  • The Facility Relationships table offers the ability to specify Facility-specific elimination credit and debit accounts.

COGS Variance

Expense account to which variances will be credited or debited based on the outcome/results of using the Shipped Orders - COGS Delta and Lot costs update options via Inventory > Cost Updates.

  • The purpose of this account is to allow companies to update the cost of Lots and shipped Lots based on the actual price of items that may be priced after Sale Orders are shipped.

Prog. Bill. COGS

Asset account to which the COGS of Sales Orders attached to Progress Billings are debited.

Prog Bill Gain / Loss

Expense account to which Progress Billing gains, the difference between progress payments and shipment revenues, is debited.

In-Transit

Default Asset account to which material in-transit via Inter-Company Transfers will be booked.

  • This is the default for the "In-Transit" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.

Transfer Markup

Default account, usually an Expense account, to be credited on Inter-Company Transfers when the receiving Facility gives a markup on the transferred inventory to the sending Facility.

  • This is the default for the "Transfer Markup" account when new Parts are created
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.
  • Markups are generally included to cover the expected cost of the transfer.

Transfer Variance

Default Expense account to which discrepancies are posted during the Inter-Company Transfer process.

  • Upon receipt, the full cost of shipped material leaves the "In-Transit" account, the cost of received material enters the receiving facility’s inventory, and the difference goes to this account.
  • For Inter-Company Transfers, if the exact quantity shipped is not received, the difference is booked to this account.
  • This is the default "Transfer Variance" account when new Parts are created.
  • Each Part or group of Parts (Category, Sub-Category, Item Search 1-5 option, etc.) may have their own account.

Cross-Facility Markup

Default account, usually a Revenue account, to be credited on Cross-Facility Sales Orders when the invoicing Facility gives a markup on the inventory shipped from the shipping Facility.

  • This is the default for the "Cross-Facility Markup" account when new Parts are created.

POS Gain / Loss

Expense account to be charged when POS reconciliation is unable to balance the amounts posted to the bank with the starting and ending drawer balances.

POS Paid In / Out

Expense account credited when disbursing petty cash from the cash drawer, or debited when receiving miscellaneous petty cash.

Print Invoice To

Pick list used to set the default value for the field of the same name on the General tab when new Bill-to Companies are added.

Print Statement To

Pick list used to set the default value for the field of the same name on the General tab when new Bill-to Companies are added.

Interest Part

Sets the Part that is added to a Sales Order when a Term code with an "Interest %" defined is selected.

  • Only Terms that are flagged as "Multi-Payment Terms" can have interest percentages defined.

Service Part

Sets the Part that represents service charges that is added to a Sales Order created by the Service Charges function.

Service Terms

Sets the default Terms for service invoices, which are potentially different from the normal Terms for the customer.

Sales Rep Accrual

Expense account to which the total commissionable amount from a Sales Order will be posted when using the "Accrued Commissions By Product Option".

  • Process information is available via Accruing for and Paying Sales Representative Commissions.
  • A Part must be flagged as "Commissionable" on the Item Master Properties tab if accruing for and paying Commissions.

Broker Comm Accrual

Separate expense account to which the total commissionable amount from a Sales Order will be posted for a Broker.

  • When both a Sales Rep and Broker have a commission being accrued, the debit to the commission expense account is the sum of the rules. The credit for the broker rules will be sent to this account.

Commission Expense

Default Expense account to which Commission expenses will be debited during invoicing when accruing Commissions by product.

  • Process information is available via Calculating Sales Representative Commissions.
  • This is the default "Commission Expense" account when new Parts are created.
  • A Part must be flagged as "Commissionable" on the Item Master Properties tab if accruing for and paying Commissions.

Commission Date

Pick list used to set the default when creating new Commission and Rebate rules via Sales > Maintenance > Commissions and Rebates.

Options are:

  • Invoiced - Calculates Commissions when the order is invoiced.
  • Ordered - Calculates Commissions based on the "Ordered" date defined on the Dates tab of the Sales Order.
  • Paid - Calculates Commissions only when the order is paid in full.
  • Payment Received - Calculates Commissions on partial payments.
  • Shipped - Calculates Commissions based on the date used to ship the order.

Note: The Commission Date set on the individual Commission and Rebate rule defines the point in the sales process at which Commissions are calculated and paid, not the option set in this field.

Pay Based On

Pick list used to determine the Sales Order amount on which Commissions are based. Options are:

  • Billing Amount - Indicates Commissions will be based on the invoiced amount.
  • Payment Amount - Indicates Commissions will be based on the invoice amount paid.

Default Credit Limit

Sets the default value that populates as the "Credit Limit" on the Credit tab when new Bill-to Companies are added.

  • Represents the dollar amount of open orders and unpaid shipments permitted before new Sales Orders are put on credit hold.
  • A value of zero indicates the customer is permitted no credit.
  • There is security to allow certain Users or User Groups to exceed this limit.

Credit Check Days

Set the default value that populates as the "Past Due Days" on the Credit tab when new Bill-to Companies are added.

  • Represents the number of days that an invoice is allowed to be overdue before a credit hold is suggested for a new order.

Accept Order Days

Deacom contains an option to allow credit approval for orders for a specified number of days so that orders may be shipped. The number of days in which approval is authorized is determined by the number specified in this field.

  • The "Use Credit Limit For Order Entry" and "Use Credit Limits When Shipping" flags on the Accounting > Options > Accounts Receivable tab must be checked when using this field.
  • Useful for situations in which a user attempting to ship an order will not be given permanent access to override a credit hold but may need a certain number of days to ship orders on credit hold.
  • The scenario when using this feature would be to have a specified user approve the order first. Then, when shipping the orders, shipping personnel will not be prompted for credit acceptance.

Min $ Past Due

Defines the default value for the field of the same name in the Service Charges form.

  • Represents the minimum amount of Currency a customer account must be to generate Service Charges.

Min Days Past Due

Defines the default value for the field of the same name in the Service Charges form.

  • Represents the minimum amount of days an invoice must be past due to generate Service Charges.

Use Credit Limits For Order Entry

If checked, credit checking is enabled during Sales Order entry based on the credit limit settings on Billing Groups and the Credit tab of Customer records.

Prompt For Credit Override User

Controls how users will be prompted when clicking the "Accept Order" button during sales order credit checking and the customer has exceeded their credit limit, but still are under their never exceed limit.

  • If the user has the "Sales orders -- exceed credit limit" security set to yes, the order will be saved and the user will not be prompted, as before.
  • If the user does not have the "Sales orders -- exceed credit limit" security set to "Yes", the system will check this field (Prompt For Credit Override User).
    • If the field is checked, the system will prompt for a user with this security to enter their credentials on the "Enter credit override user credentials" form.
    • If the field is unchecked, the system will display a prompt indicating the user needs the "Sales orders -- exceed credit limit" security to proceed.
  • Supports better user messaging and flexibility when using OKTA authentication. Note: This field is checked by default when upgrading.

Include Non-Shipped Orders In Credit Check

If checked, non-shipped Sales Orders are included in the calculation when checking customer credit.

  • If not checked, only shipped, unpaid Sales Orders are included.

Use Credit Limits When Shipping

If checked, credit checking is enabled during Sales Order shipping based on the credit limit settings on Billing Groups and the Credit tab of Customer records.

Exclude Cash Sales From Credit Calculations

If checked, Accounting Reporting "Cash Receipts" reports do not show cash received for cash orders.

Include Ship and Hold ICT's In Credit Calculations

If checked, Ship and Hold orders will also appear in the credit check. Defaults to false.

Recognize Revenue On Cross-Facility Transfer

If checked, the shipping Facility on Sales Orders with an "Order Type" of "Cross-Facility" will be credited for the cost of goods sold plus the (1) "IC Trans. Markup %" defined on the Item Master General 2 tab and the (2) combination of the "IC Xfer Markup Type" selection and "Markup Factor" on the selling Facility Sales tab.

Recognize Revenue On Inter-Co Xfer

If checked, the shipping Facility on Sales Orders with an "Order Type" of "Inter-Company Transfer" will be credited for the cost of goods sold plus the (1) "IC Trans. Markup %" defined on the Item Master General 2 tab and the (2) combination of the "IC Xfer Markup Type" selection and "Markup Factor" on the selling Facility Sales tab.

  • The "Rev On Inter-Co Xfer" field, located on the Edit Facility Relationship form, may be used to establish revenue recognition on a Facility by Facility level and not just this system wide setting.

Apply Taxes On Inter-Company Transfers

If checked, the system will utilize the existing tax logic to look for Tax Regions and zip codes with Tax Regions in order to apply them to Inter-Company Transfers in the same way taxes would be applied to standard sales orders.

  • The Deacom tax APIs, Avalara and TaxJar, will also add taxes to Inter-Company Transfers if this field is checked.
  • Use Case - Canadian companies are required to apply taxes to all sales. A common practice for contract manufacturers is the requirement to invoice before shipping. At the point of invoicing the AR needs to be posted and the inventory needs to be removed from the books. This process is accomplished by processing intercompany transfer sales order to a ship and hold facility. Any Ship to that has tax set up should process taxes for the ICT sales order.