GL Category Maintenance

Use GL Category Maintenance to maintain the General Ledger categories that are used when posting inventory cost information to the General Ledger during the Transaction Post and the Physical Inventory Work File Post routines.  GL Categories control which GL Accounts are updated when inventory transactions are posted.  GL Categories can be attached to items during Item Master Maintenance and can be attached to Inventory during Inventory Master Maintenance.  GL Categories can be different for different kinds of inventory, allowing the cost data to be routed to the appropriate sales, inventory, cost of goods sold and inventory overage accounts.

Notes:

• The Inventory to General Ledger interface must be configured for GL Categories to be used during the inventory posting routines.  

• If the General Ledger interface is active, the following message displays to alert you:
  
  
  

• If the General Ledger interface is not configured correctly, the following message displays to alert you.  For more information, please contact NDS Support.
  
  
  

• For more information about working with data in fields, see the Data Entry Guidelines.

Directions:

To see directions for...

• Opening GL Category Maintenance, click More.

   

  1.  Click File Maintenance Menu from the Menu.

  2.  Click GL Category Maintenance.

   

  GL Category Maintenance Window Example:

  

   

• Creating a New GL Category, click More.

   

  To create a new record, enter the new GL Category ID and click Retrieve , or press [ENTER].

  Tip:  To indicate that you are building a new GL Category, New!  displays near the GL Category ID.  Default entries display and the first field is highlighted to let you know you can begin entering information.

   

  GL Category Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  GL Category ID	Enter the unique identifier for this GL Category.  (up to 10 characters) Required
  	To update the new or changed information, click Save or press [ENTER].
  	CAUTION To avoid losing data, you must save new or changed records.
  	To view all of the existing GL Categories, click Search.  From the Search list you can select the record to change or delete.
  	To display an existing GL Category, enter the GL Category ID and click Retrieve, or press [ENTER].
  Description	Enter a detailed description of the GL Category that includes a reference to inventory and any information that is specific to the GL Category.  The description should define the breakdown represented by this particular GL Category.  Some companies have only one set of accounts, in which case the description can be simply Inventory for Sales, Inventory and Cost of Goods Sold.  (up to 100 characters)
  Sales Account	Enter the valid GL Account number of the sales account that should be credited when an inventory item from this GL Category is sold.  (up to 45 characters) Note:  To search for the appropriate GL Account number, click Search .
  Inventory Account	Enter the valid GL Account number for inventory transactions.  This GL Account number will be debited (increased) when inventory is received and credited (decreased) when inventory from this GL Category is sold or committed to a job.  (up to 45 characters) Note:  To search for the appropriate GL Account number, click Search .
  COGS Account (Non-Job)	Enter the valid GL Account number for non-job related Cost of Goods Sold (COGS).  This GL Account will be debited as cost of goods sold for non-job related sales.  For example, several florescent bulbs were used in your office as replacements.  Since it is for your company's own use, a separate general administrative expense GL Account is needed.  (up to 45 characters) Note:  To search for the appropriate GL Account number, click Search .
  COGS Account (Job)	Enter the valid GL Account number for job related Cost of Goods Sold (COGS).  (up to 45 characters) Note:  To search for the appropriate GL Account number, click Search .
  J/C Markup Account	Note:  This field is reserved for future use.  Please leave blank.
  Overage/Shrink Account	Note:  This field is reserved for future use.  Please leave blank.

   

• Editing an Existing GL Category, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the GL Category ID and click Retrieve , or press [ENTER].
  
  Tip:  If you do not know the GL Category ID, you can click Search  to see a list of GL Categories.

  2.  To position the pointer at the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].