Creating sale account definition

This page allows you to define sale accounts. Tell me more.

Select the “Create Sale Account Definition” link at the bottom of the “Set Sales Parameter” page.

The “Create Sale Account Definition” page appears.

Enter the following fields:

Finance Book	Use the drop-down list box to select the code identifying the finance book to which the financial transactions are posted. All the finance books of the company to which the login organization unit has been mapped, are available for selection in ascending order. The system displays the first finance book in the list by default on launch of the page.
Effective From Date	The date from which transactions can be posted to the sale account (Date Format). The date entered here must be the start date of the financial year or the financial period.
Item Account Group	Use the drop-down list box to select the code identifying the item account group based on which the sale account has been defined. The system loads all the item account groups (to which items have been mapped for the company) for selection. The system leaves this field blank by default on launch of the page.

Note: The system retrieves the item account groups only if the “Sales Account Based on Item” field is set to ”Yes” in the “Set Function Defaults” activity of this business component.

The system displays the following:

Desc.

The description pertaining to the item account group.

Enter the following field:

Item Code	The code identifying the item (Alphanumeric, 32). The value entered here must have been defined in the “Item Administration” business component.
	Help facility available.

Note: This field should not be left blank if there is a necessity to define account codes for items that are not mapped to any Item Account Group.

Enter the following fields in the “Applicable Events” group box:

Order Based Invoice	Check this box to define sale account based on a customer order based invoice.
Direct Invoice	Check this box to define sale account based on a customer direct invoice.
Credit Note	Check this box to define sale account based on a customer credit note.
COGS Events	Check the box to define the sale account for the cost of goods sold on par with the sales account.

Note: Atleast one of the “Applicable Events” must be checked.

Enter the following fields in the “Account Definition Details” group box:

Note: The fields in this group box can be entered for defining sale account or COGS account without any parameters.

Sales Account	The code identifying the sales account (Alphanumeric, 32).
	Help facility available.
Sales Return Account	The code identifying the sales return account (Alphanumeric, 32).
	Help facility available.
COGS Account	The code identifying the cost of goods sold account (Alphanumeric, 32).
	Help facility available.

Note: The account codes entered in these fields must have been defined in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.

If the sale account has been defined for an item group, then the COGS account can also be defined only at that level.

Click the “Create” pushbutton to create the sale or the COGS account definition.

The system defines the sale account for the combination of finance book and the event.

Enter the following fields in the multiline:

Note: Data must be entered in the fields of the multiline to define sale accounts based on parameters.

The “Sale Order Type” field can be left blank if the “Applicable Event” checked is “Direct Invoice”.

Sale Order Type	Use the drop-down list box to select the type of the sale order. The system loads the sale order type if the “Sale Order Type” parameter has been set to “Yes”. You can select from “Normal” or “Consignment”. The system leaves the field blank by default on launch of the page.
Sale Type	Use the drop-down list box to select the type of sale based on which the transactions are posted to the sale account. You can select from "Internal", "External" or "Domestic". Sale types must have been defined in the "Create Category" activity of the "Category" business component and must be in "Active" status. The system leaves the field blank by default on launch of the page.
Sales Channel	Use the drop-down list box to select code identifying the sales channel based on which the sale account has been defined. All the sales channels that has been defined for the login company will be available for selection. The system leaves the field blank by default on launch of the page.

Note: The system lists the sale types in this field for selection only if the “Sale Type” parameter has been set to “Yes”.

Delivery Area Code

Use the drop-down list box to select the code identifying the location at which the goods are delivered. All the delivery area codes that have been defined in the “Delivery Area” business component will be available for selection. The system leaves the field blank by default on launch of the page.

Note: The system lists the delivery area codes in this field for selection only if the “Delivery Area Code” parameter has been set to “Yes”.

Customer Group Code	The code identifying the customer group based on which sale account is defined (Alphanumeric, 6). The customer account group must have been defined in the “Create Customer Group” activity of the “Customer Group” business component.
	Help facility available.

Note: This field must not be left blank if the “Customer Group Code” parameter has been set to “Yes”.

Sale Purpose

Use the drop-down list box to select the sale purpose based on which the sale account is being defined. All the sale purposes in “Active” status that have been defined for the login organization unit in the “Category” business unit will be available for selection. The system leaves the field blank by default on launch of the page.

Note: The system lists the sale purposes in this field for selection only if the “Sale Purpose” parameter has been set to “Yes”.

Promotion Id.

The code identifying the sales promotion (Alphanumeric, 16). The promotion ID must have been defined in the “Create Promotion” activity of the “Pricing – Promotions, Deals / Rules Mapping” business component. This field is mandatory if the “Promotion ID” parameter has been set to “Yes”.

Note: The promotion IDs in this field will be available for selection only if the Promotion ID parameter has been set to “Yes”.

Receipt Type

Use the drop-down list box to select the type in which the payment can be received. You can select from "Cash" or "Credit". The system leaves the field blank by default at the launch of the page.

Note: The “Receipt Type” must be left blank if the event selected is “Order Based Invoice”.

Processing Action	Use the drop-down list box to select the processing action. You can select from “Make”, “Buy” or “Dropship”. The system leaves the blank by default on launch of the page.
Reason Code	The code identifying the reason behind creating a sale account (Alphanumeric, 5). The value entered here must have been defined in the “Maintain Reason Information” activity of the “Reason Definition” business component.

Note: This field must not be left blank if the “Reason Code” parameter has been set to “Yes”.

Sales Account	The code identifying the sales account (Alphanumeric, 32). This field must not be left blank if the “Reason Code” has been entered.
	Help facility available.

Note: The sales account must be mapped to the finance book in the “Accounting Setup” business component.

The sales account must be defined under the account group “Revenue” in the “Accounting Setup” business component.

Sales Return Account	The code identifying the sales return account (Alphanumeric, 32).
	Help facility available.
COGS Account	The code identifying the cost of goods sold account (Alphanumeric, 32).
	Help facility available.

Note: If the sale account has been defined for a item account group, then the COGS account must also be defined at that level.

The COGS account must be defined under the account group “Expense” in the “Accounting Setup” business component.

Sales Account cannot be defined for both the events Order Based Invoice and Direct Invoice together, if the “Sale Order Type” and the “Receipt Type” has been specified. This is because Receipt Type is not valid parameter for Order Based Invoice and Sale Order Type is not valid parameter for Direct Invoice.

Effective From Date

The date from which the account definition details are effective (Date Format). Mandatory. This date must be the start date of the financial year or the financial period.

Note: The following things must be taken care while entering the effective from date.

If for the item account group “IAG1” and an account code “IAG123” as sale account has already been defined and deleted with date range of 1^st April 2001 to 31^st March 2002, then the effective from date for the same combination must start from 1^st April 2002.
If the account “IAG123” has already been mapped to a combination from 1^st Apr 2001, has to be mapped to a different account “IAG456” with the same effective date, then the mapping with the account “IAG123” can be deleted and a new mapping can be done to the account “IAG456”.

Note: The effective from date must be greater than or equal to the start date of the account code defined in the “Accounting Setup” business component. And the date must be less than or equal to the end date of the account code defined in the “Accounting Setup” business component.

Click the “Create” pushbutton to create the sale account definition.

The system creates the sale account, sales return account and the COGS account based on the parameters and also updates the login ID of the user and the system date along.

To proceed, carry out the following

Select the “Create TCD Account Definition” link at the bottom of the page to create the TCD account definition.
Select the “View Sale Account Definition” link at the bottom of the page to view the sale account definition.

Creating sale account definition – An overview

You can define sale accounts, sales return accounts and COGS accounts with or without parameters. While defining a sale account without parameters, the definition must be based on a combination of finance book and an applicable event. The applicable events are: order based invoice, direct invoice, credit note and COGS events. You can also specify the date from which the account definition is effective. The different ways of defining sale accounts are:

Company level – To define sale accounts at the company level, set all the applicable parameters to “No” and the parameter “Sale account based on Item” to “No” in the “Set Function Defaults” activity of this business component.
Item Account Group or the Item – To define sale accounts based on item account group or an item, set all the applicable parameters to “No” and the parameter “Sale account based on Item” to “Yes” in the “Set Function Defaults” activity of this business component.
Item Account Group and Parameters – To define sale accounts based on parameters and a item account group, set all the applicable parameters to “Yes” and the parameter “Sale account based on Item” to “Yes” in the “Set Function Defaults” activity of this business component.
Parameters – To define sale accounts based on parameters, set all the applicable parameters to “Yes” and the parameter “Sale account based on Item” to “No” in the “Set Function Defaults” activity of this business component.

Some of the parameters based on which sale accounts can be defined are: the sale order type, the sale type, sales channel, the delivery area, the customer group, the sale purpose, the promotion ID, receipt type, processing action and the reason for the sale. The system creates the sale account, sales return account and the COGS account based on the parameters and also updates the login ID of the user and the system date along.

What you can do in this page

Applicable events for sale account definition

Check the “Order Based Invoice” box to default the accounts while raising the order based invoice.
Check the “Direct Invoice” box to default the accounts while raising the direct invoice.
Check the “Credit Note” box to default the accounts while raising the credit note.
Check the “COGS Events” box to default the accounts while raising the cost of goods sold.