Setting Up Account Number Categories

The Accounts Receivable module automatically generates journal entries. You, however, must first define the account and center numbers that are to be assigned to the system-generated journal entries. Reference File category 302 is used to store the account and center numbers used in Accounts Receivable.

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

Table 2 shows how the Accounts Receivable 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. In addition, the accounts must have the correct account class (as defined on Reference File category 340). The relationship between account classes and account types is illustrated in Table 3.

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.

Type	Co/Loc	Co/Loc	Code	Account Type
02	Transaction	blank	A/R Code	Accounts Receivable
06	Payment	Blank	Bank Code and Payment Type	Cash
07	Payment	Blank	Payment Type/AR Code	Drafts Receivable/ Payments Awaiting Remittance
08	Payment	Blank	Bank Code, Payment Type Code, Remittance Type	Drafts in Transit
09	Payment	Blank	Remittance Type	Risk
11	Payment	blank	blank	Cash Discounts
12	Payment	blank	AR Code	Write-Off Account
21	Payment	blank	AR Code	On-Account Account
22	Payment/ Document	blank	blank	Clearing Account
25	Document	Payment	blank	Intercompany Receivables
30	Payment	Document	blank	Intercompany Payables
40	Payment	Blank	Unpaid/ Claimed Code, AR Code	Unpaid/Claimed Back Draft
41	Payment	Blank	Bank Code	Unpaid/Claimed Back Draft Expenses
60	Payment	blank	blank	Exchange Gain
61	Payment	blank	blank	Exchange Loss
65	Document	blank	VAT Code	VAT
67	Document	blank	VAT Code	Intermediate VAT
70	Document	blank	blank	Finance Charges

TABLE 1

Transaction Type/Account	Debit Type	Credit Type
Invoice/Debit Memo Entry
Accounts Receivable	02
VAT (if applicable)	65
Intermediate VAT (if applicable)	67
User entered account		--
Credit Memo Entry
User entered account	--
Accounts Receivable		02
Payment Entry
Cash	06
Cash Discount (if applicable)	11
Exch. Rate Loss (if applicable)	61
Exch. Rate Gain (if applicable)		60
Accounts Receivable		02
Payment Entry-Placed on Account
Cash	06
On Account		21
Payment Applications(from on-account)
On Account	21
Accounts Receivable		02
Payment Entry - Intercompany Paying Co/Loc
Cash	06
Intercompany Payables		30
Payment Entry - Intercompany Document Co/Loc
Intercompany Receivables	25
Accounts Receivable		02
Write-Off
Write-Off Account	12
Accounts Receivable		02
Finance Charge
Accounts Receivable	02
Finance Charges		70
Clearing Transaction (credit memo)
Accounts Receivable	02
Clearing Account		22
Clearing Transaction (debit memo or invoice)
Clearing Account	22
Accounts Receivable		02

Remittance
Cash	06
Drafts in Transit (if applicable)	08
Risk (if applicable)	09

Drafts Receivable/Payments Awaiting Remittance		07
Drafts in Transit (if applicable)		08
Risk (if applicable)		09

Unpaid/Claimed Back Entry

Accounts Receivable	02
Unpaid/Claimed Back Draft (if applicable)		40
Unpaid/Claimed Back Expenses		41
Cash (if applicable)		06

TABLE 2

Account Type	Account Class	Account Type
02	A/R	Asset (1)
06	Cash	Asset (1)
11	Discounts	Revenue (4)/Expense (5)
12	Doubtful Accounts	Expense (5)/Contra-Asset (1)
21	Unapplied Cash	Asset (1)
22	Clearing	Asset (1)
25	Interco Rec	Asset (1)
30	Interco Pay	Liability (2)
60	Exchange Gain	Revenue (4)/Expense (5)
61	Exchange Loss	Expense (5)/Revenue (4)
65	VAT	Liability (2)
67	not required	Liability (2)
70	Other Income	Revenue (4)/Expense (5)

TABLE 3

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Setting Up Account Number Categories