CSCM - General Ledger Links General Ledger Links Delivery Notes Setup In order to use the Delivery notes functionality, one has to create General Ledger accounts and setup GL Links and Company profile settings. General Ledger Accounts You will need to create two new accounts Creditors Delivery Note Current Liability Account Price Variance Cost of Sales Account Creditors Delivery note setup Price Variance General Ledger account setup General Ledger Links Setup We will now setup the General Ledger links which is found under System Configuration Module> General Ledger Links > GL Links Setup. These only have to be setup once per company. There are three GL Links which need to be setup. 1 Delivery Note Journal 2 Delivery Note GRV 3 Delivery Note Correction Each section of the GL Links will need to be setup for each Link namely: 1 Links Tab 2 Groups Tab 3 Group Links Tab Delivery Note Journal Setup Link Group Linking Link to Group under Group Links Delivery Note GRV Setup Link Group Linking Link to Group under Group Links Delivery Note Correction Setup Link NOTE: Note that this Link has only one account and has a tick activated on Delivery Notes.  It is the only link to have this ticked.   Should this tick not be ticked and another ledger account is selected it will cause the posting to the books to be out of balance. Group Linking Link to Group under Group Links NOTE: If you select the incorrect ledger account under Delivery Note GRV Correction it will stop you as you have to have the correct link with the tick activated. This message will appear if you have not selected the correct account with the tick activated for Delivery note for Delivery Note Correction. Company Profile settings You will need to select the General Ledger Links under the company profile, should you have multiple branches you will need to set them up as well. Go to System Configuration > Administration > Company Profiles.  Amend your head office branch and then click on the More Options button Click on the second tab called General Ledger Links and select the three Links.  Once you have select the accounts, click on Save and Close, then Save button and Close button on the next screen.  Log out of the system and log back in for the settings to take affect. This needs to be done for each branch. General Ledger Links Menu Group System Configuration> General Ledger Links Video training manual 2016 - Click Here   GL Links Setup System Configuration> General Ledger Links> GL Links Setup   The system is governed by the General Ledger Link rules. These are the areas that affect the posting 1 Company Setup and Branch setup 2 General Ledger Links Setup 3 Inventory service and custom items 4 Inventory group codes 5 Additional General Ledger properties found in GL, Debtors and Creditors Company Setup and Branch Setup Go to System Config >Administrator >Company Profiles > Edit > Advanced settings > General Ledger Links This controls what happens to processing in the system for that branch. A user has a primary branch and is governed by these rules. Let’s look at the Invoice – the drop down indicates Invoice, go to GL links to see what happens.   General Ledger Links Setup Go to System Config> General Ledger Links > GL Links Setup Starting backwards we go to the Group Links, find the Invoice label that was selected in the company profile setup.   Now go to the Links tab to see what the ledger accounts are, in the case of an invoice there are two links, so you will have to look at both to see what ledger accounts affect the transaction. The first transaction is the Debtors Invoice, note the debit and credit accounts.   The second link affects the stock. Now stock has other rules which will override the stock ledger account or cost of sales. Check the Service and Custom stock override.   Inventory service and custom items The first place a service and custom item gets it’s ledger account when first setting one up is from the branch / company profile setup. After that the user will have to manually change the ledger account on each service or custom item. Go to System Config > Administrator > Company Profiles> Amend Branch> Defaults Tab   Go to Inventory Module> Configuration> Inventory setup This setup replaces the Stock Ledger account when processing an invoice.   Inventory group codes Go to Inventory Module > Configuration > Group Code setup The group codes will override the General Ledger Links rules. This allows an inventory item to get posted to a sales and or cost of sales accounts.   Additional General Ledger properties found in GL, Debtors and Creditors This is found in General Ledger, Debtors and Creditors setups. This rule overrides the group codes on an invoice as well as the general ledger links. This rule allows a user to assign Sales and Cost of Sales accounts based on a combination of Division, Region and Invoice group.               GL Links Setup System Configuration> General Ledger Links> GL Links Setup The system is governed by the General Ledger Link rules. The way to check where things are been processed are as follows:   These are the areas that affect the posting 1 Company Setup and Branch setup 2 General Ledger Links Setup 3 Inventory service and custom items 4 Inventory group codes 5 Additional General Ledger properties found in GL, Debtors and Creditors Company Setup and Branch Setup   Go to System Config> Administrator> Company Profiles> Edit> Advanced settings> General Ledger Links   This controls what happens to processing in the system for that branch. A user has a primary branch and is governed by these rules. Let’s look at the Invoice – the drop down indicates Invoice, go to GL links to see what happens. General Ledger Links Setup Go to System Config> General Ledger Links > GL Links Setup Starting backwards we go to the Group Links, find the Invoice label that was selected in the company profile setup Now go to the Links tab to see what the ledger accounts are, in the case of an invoice there are two links, so you will have to look at both to see what ledger accounts affect the transaction. The first transaction is the Debtors Invoice, note the debit and credit accounts. The second link affects the stock. Now stock has other rules which will override the stock ledger account or cost of sales. Check the Service and Custom stock override. Inventory service and custom items   The first place a service and custom item gets it’s ledger account when first setting one up is from the branch / company profile setup. After that the user will have to manually change the ledger account on each service or custom item.   Go to System Config >Administrator >Company Profiles > Amend Branch> Defaults Tab Go to Inventory Module > Configuration > Inventory setup   This setup replaces the Stock Ledger account when processing an invoice. Inventory group codes Go to Inventory Module > Configuration > Group Code setup   The group codes will override the General Ledger Links rules. This allows an inventory item to get posted to a sales and or cost of sales accounts. Additional General Ledger properties found in GL, Debtors and Creditors   This is found in General Ledger, Debtors and Creditors setups.   This rule overrides the group codes on an invoice as well as the general ledger links. This rule allows a user to assign Sales and Cost of Sales accounts based on a combination of Division, Region and Invoice group. Function Setups Setting up certain Links in the system. 1. Job Recovered Costs Job Recovered Costs Setup Job Recovered costs for Job Costing Module This recovered cost function and GL link is used with Stock requests and job costing. When the Job line is Locked (from reopened), invoiced or quantity is not enough to return then the job recover option will be used. Setup the settings for this to work. Create a Custom item called Job Recovered Costs     Create a Cost of Sales General Ledger account called Job Recovered costs     Ledger account created     Create a GL Link rule     Create a GL Link Group rule     Link the Group and Link together     Setup the default custom item to be used in the stock request return to job     Link the rule to the branch