Setting Up Inventory as a General Ledger Source

This section explains how to set up inventory as a general ledger source.

Topics include the following:

• Understanding Inventory Transaction Types
• Mapping Inventory General Ledger Accounts
• Setting Up Financial Group Exceptions

Understanding Inventory Transaction Types

The following table lists which inventory transaction types are mapped to the debit and credit categories in the general ledger.

Inventory Transaction Type	Debit Account Type	Credit Account Type	Notes
Receive From Vendor	Inventory	Purchases Clearing
Return To Vendor	Purchases Clearing	Inventory	This debit and credit are a reversal of a vendor receipt.
Stock Order Transfer		Inventory	This credit is paired with the “Stock Order in Transit” transaction type. The credit is logged under the sending location.
Stock Order in Transit	Inventory In Transit		This debit is paired with the “Stock Order in Transit” transaction type. The debit is logged under the receiving location.
Receive Transfer	Inventory	InventoryIn Transit	Indicates a receipt of a Stock Transfer.
Adjustment	Inventory	Inventory Adjustment (by adjustment reason)	The debit and credit are reversed for a negative adjustment.
Sale	COGS	Inventory Committed	The Inventory Committed credit is eventually paired with the Deliver transaction type.
Pick for Order	WIP	Inventory	Depending on the frame’s source, this debit and credit are posted from POS or the DC.
Ship For Order		WIP	This credit is paired with the “Order In Transit” transaction type. The credit is logged under the sending location.
Order In Transit	WIPInTransit		This debit is paired with the “Ship For Order” transaction type. The debit is logged under the receiving location.
Receive For Order	WIP	WIPInTransit	Indicates that the POS inventory was received from POS at the DC or lab. The DC receives “enclosed” frames.
Deliver	Inventory Committed	WIP	The POS inventory was delivered to the patient.
Return to Stock	Inventory	WIP
Lost in Transit	Inventory Adjustment	WIPInTransit
Receipt for Stock Order	Inventory	InventoryIn Transit
Manual Stock Receipt	Inventory	Purchases Clearing	This is a receipt of stock without first being sent. (The item has not yet been removed from an “In Transit” transaction type, for example, Stock Transfer In Transit.)
Manual Vendor Receipt	Inventory	Purchases Clearing	This is a receipt of stock without placing it “On Order” from a Vendor Order (as is done with the Receive From Vendor transaction type).
Stock Transfer		Inventory	This credit is paired with the “Stock Transfer In Transit” transaction. The credit logged from the sending location.
Stock Transfer In Transit	InventoryIn Transit		This debit is paired with the “Stock Transfer” transaction. The debit is logged from the receiving location.
Undo Deliver	WIP	Inventory Committed	This is a reversal of a Deliver transaction.
Merchandise Drop	Inventory	WIP	Returns a work-in-process frame to inventory. A user can reverse this transaction by selecting Actions > Reinstate Drop on the POS Orders tab. The system then posts a Merchandise drop with a quantity of -1.
Undo Receive	WIPInTransit	WIP	This transaction type reverses a Receive for Order transaction type.
OTC Sale	COGS	Inventory	This debit and credit are for Misc/Accessories only.
Return	Inventory	COGS
Hold Order	WIP		This transaction type posts at POS when a release order is placed on hold. This debit is paired with the Withdraw WIP-In-Transit transaction type.
Withdraw WIP-In-Transit		WIPInTransit	This transaction type posts for the office location if the order was sent to an “outside” lab. The transaction type posts for the lab location if the order was sent to an “inside” lab. This credit is paired with the Hold Order transaction type.
Receive From Outside Lab	WIP	Purchases Clearing
Negative Balance Cost Adjustment	Inventory	COGS	This transaction type posts when receiving quantity when prior on-hand inventory was negative at a different cost. Debit/Credit may be reversed.
COGS Adjustment	COGS	Inventory Committed	When using average cost for inventory valuation, this transaction type posts to adjust the cost of an order when the cost of goods sold (COGS) for an item at the office location is different than the average cost for the item when it is picked at the distribution center.

Mapping Inventory General Ledger Accounts

You can map inventory general ledger accounts and post inventory transactions that reflect the current inventory on hand, work in progress, and inventory in-transit quantities. These mappings include credits and debits for each inventory transaction type. See Understanding Inventory Transaction Types.

To map inventory general ledger accounts

1. In AcuityLogic Admin, click Company and select Company Setup.
2. In the Company Information window, click the GL Setup link.
3. In the GL Setup window, from the Source drop-down list, select Inventory.
4. To export the general ledger inventory transaction types, item type mapping details, and financial group exceptions and view them in a Microsoft Excel spreadsheet, click Export.
5. Click Edit next to an inventory transaction type.
   If no inventory transactions are displayed, contact AcuityLogic Customer Care to add the default general ledger mappings to your company.
6. To map a transaction type by an account and record a general ledger account number:
   1. From the Account Mapping column drop-down list, select Account.

      This option uses the same general ledger account number for all item types with no exceptions by item type or financial group.

   2. From the GL Account Number column drop-down list, select a general ledger account number for the transaction type.
      The general ledger account numbers are maintained in the General Ledger Account window. See Setting Up Account Numbers and Names.
   3. Click Update.
7. To map an Inventory, InventoryInTransit, WIP, or COGS account type by an item type and record a general ledger account number:
   1. From the Account Mapping column drop-down list, select Item Type.

      This option allows for different general ledger account numbers to be used for each item type.

   2. Click Map Item Types.

      The GL Setup by Item Type window opens.

   3. To assign the same general ledger account number to all item types associated with the account type, select a general ledger account number from the Inventory Account Number drop-down list and click Apply to all Item Types.
   4. To select a different general ledger account number for an inventory item type, click Edit next to the item type in the table, select a new general ledger account number from the Inventory GL Account Number column drop-down list, and click Update.
      • You can set up financial group exceptions for each item type. See Setting Up Financial Group Exceptions.
      • The account and financial group exceptions selected for a transaction type mapped by item type will apply for all other transaction types using the same account type. For example, if you configure the Receive From Vendor transaction type to map by item type, the account and financial group exceptions selected will apply to all other transaction types using the Inventory account type, including the Pick for Order and Return To Vendor transaction types.
   5. Click Return to close the GL Setup by Item Type window.
   6. Click Update in the GL Setup window
8. To map an Inventory Adjustment transaction type by a reason and record a general ledger account for the transaction type:
   1. From the Account Mapping column drop-down list, select Reason.
   2. Click Map Reasons.

      The GL Setup by Reason window opens.

      The reasons are maintained in the Inventory Adjustment Reasons window. Click Master Data Admin, select Inventory, and click the Inventory Adjustment Reasons link.
   3. To assign the same general ledger account number to all inventory adjustment reasons, select a general ledger account number from the Adjustment Reason Account drop-down list and click Apply to all Reasons.
   4. To select a different general ledger account number for an inventory adjustment reason, click Edit next to the reason in the table, select a new general ledger account number from the GL Account Number column drop-down list, and click Update.
   5. Click Return to close the GL Setup by Reason window.
   6. Click Update in the GL Setup window.
9. To determine the general ledger account number that will be used when exporting these inventory general ledger transactions, from the Center Mapping column drop-down list, select one of the following options and click Update:
   • Select Office to use the office’s general ledger center code. This option allows you to post to different general ledger subaccounts at different office locations.
   • Select Company to use the company’s general ledger center code.
10. Click Return to close the GL Setup window.

Setting Up Financial Group Exceptions

You can set up financial group exceptions for inventory transaction types mapped by item type. Using financial groups exceptions, you can post inventory transactions for items assigned to specific financial groups to different general ledger accounts. Before setting up financial groups exceptions, you need to set up financial groups. See Maintaining Financial Groups.

To set up financial group exceptions

1. In AcuityLogic Admin, click Company and select Company Setup.
2. In the Company Information window, click the GL Setup link.
3. In the GL Setup window, from the Source drop-down list, select Inventory.
4. Click Edit next to an inventory transaction type mapped by item type.
5. Click Map Item Types.
6. Click Add Financial Group Exceptions next to an item type.
7. In the Setup by Financial Group window, click Add Setup.
8. In the Financial Group drop-down list, select the financial group that you want assigned to a different general account.
9. In the Account Number drop-down list, select the account you want to assign.
10. Click Insert.
11. Click Return to close the Setup by Financial Group window.

Related Topics

• Setting Up the General Ledger Interface
• Setting Up and Using the General Ledger Interface
• AcuityLogic Admin