Setting Up Account Number Categories

The Accounts Payable module automatically generates journal entries. The user, however, must first define the account and center numbers that are to be assigned to these system-generated journal entries. The Reference File categories 202, 451 and 452 are used to store the account and center numbers used in Accounts Payable.

Table 1 shows what information must be entered as a key for each account type within the category. This table will be helpful when initially setting up account number assignments.

Table 2 shows how the Accounts Payable module determines which accounts to debit/credit for each type of transaction. Refer back to Table 1 to determine exactly which accounts/centers are being affected.

The accounts and centers must be defined on the Account/Center Master File.

See the Common Features: Reference File Categories manual for more information on these categories and the validation rules for entering the keys.

Note: If you are using the MAC-PAC General Ledger module and the management reporting option, please review Management Reporting in the Key Concepts section of the General Ledger User Manual before defining or assigning your account numbers. With management reporting, only accounts with the same reporting class as the Accounts Payable subsystem can be used in the subsystem.

Table 1

Category 202

Type	Co./Loc.	Co./Loc.	Code	Account Type

01	Invoice	blank	A/P Code	Accounts Payable
02	Payment	blank	A/P Code (optional)	On-Account Payments
05	Payment	blank	Bank Code (required) and Payment Type (optional)	Cash
10	Payment	blank	blank	Discounts Taken
15	Payment	blank	blank	Discounts Lost
17	Payment	blank	Tax Code	Taxes Paid
20	Payment	blank	A/P Code	Drafts Payable Account
25	Payment	Invoice	blank	Intercompany Receivables
30	Invoice	Payment	blank	Intercompany Payables
40	Payment	blank	blank	Freight Paid
45	Payment	blank	blank	Duty Paid
50	Payment	blank	blank	Other Charges Paid
60	Payment	blank	blank	Exchange Rate Gain
61	Payment	blank	blank	Exchange Rate Loss
65	Invoice	blank	VAT/GST Code	VAT/GST Declarable
67	Invoice	blank	VAT/GST Code	VAT/GST Intermediate
68	Invoice	blank	VAT Code	Intermediate Postponed VAT
69	Invoice	blank	VAT Code	Postponed VAT
99	Payment	blank	blank	1099 Withholding

Category 451

Type	Co./Loc.	Co./Loc.	Code	Account Type
08	Invoice	blank	A/P Code	Accrued Purchase Receipts Variances
09	Invoice	blank	A/P Code	Accrued Purchase Receipts
10	Invoice	blank	A/P Code	Accrued Purchase Receipts

Category 452

Type	Co./Loc.	Co./Loc.	Code	Account Type
50	Invoice	blank	Purchasing Group Code	Quantity Variance
55	Invoice	blank	Purchasing Group Code	Purchase Price Variance (PPV)
60	Invoice	blank	Purchasing Group Code	Exchange Rate Gain (invoicing)
61	Invoice	blank	Purchasing Group Code	Exchange Rate Loss (invoicing)

Table 2

Transaction Type/Account	Debit		Credit
	Cat	Type	Cat	Type
Invoice/Credit Memo Entry
User entered Account	--	--
Freight (if applicable)	202	40
U.S. Tax (if applicable)	202	17
Duty (if applicable)	202	45
VAT/GST (if applicable)	202	65
Intermediate VAT (if applicable)	202	67
Postponed VAT (if applicable)	202	69	202	69
Intermediate Postponed VAT (if applicable)	202	68	202	68
Other Charges (if applicable)	202	50
Accounts Payable			202	01
Debit Memo Entry
Accounts Payable	202	01
User entered account			--	--
Freight, tax, etc. are credited to accounts listed above, if applicable.
Invoice Entry (matching)
Accrued Purchase Receipts	451	10**
Accounts Payable			202	01
Quantity Variance (if applicable)*	452	50
Purchase Price Variance (if applicable)*	452	55
Exchange Rate Gain (if applicable)			452	60
Exchange Rate Loss (if applicable)	452	61
Payment Creation
Accounts Payable	202	01
Cash (if applicable)			202	05
Drafts Payable (if applicable)			202	20
Exchange Rate Gain (if applicable)			202	60
Exchange Rate Loss (if applicable)	202	61
Withhold 1099 (if applicable)			202	99
Make On-Account Payment
On Account Payments	202	02
Cash			202	05

*Debit entry assumes payable is greater than purchase receipt. If quantity or price on receipt is greater than amount invoiced, credit the corresponding account.

**Refer to the "Accrual and Matching in a Management Accounting Environment" key concept in the Accounts Payable User Manual.

Table 2 (continued)

Transaction Type/Account	Debit		Credit
Apply On-Account Payment
Accounts Payable	202	01
On Account Payments			202	02
Void Payment
Cash (if applicable)	202	05
AP			202	01
Drafts Payable (if applicable)	202	20
Clearing Transaction (debit memo)	202	01
Clearing Transaction (credit memo)			202	01

Note: Reversal transactions will switch which accounts are being debited and credited.

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Setting Up Account Number Categories