Using Location Group Accounts

Using Location Group Accounts

Although groups of like items share the same account, your agency may want to post to different centers and/or companies for each warehouse location. A location group account can be established for each warehouse location with a specific company/center or just center distribution to be used for transactions involving that warehouse. For that warehouses transactions, the accounts indicated by the group account on the item file will always be used, but the company and center designated for the warehouse location will override the default group company and group center. In other words, a location group account helps to maintain accounting information by item per warehouse.

Instead of A (asset) or E (expense) group types, location group accounts use the L (location) group type. For example, refer again to the Receipt transaction in the Accounting Activities Table. You can see that event IDs affected by a receipt are A/L 010, A/L 020 and A/L 090. In other words, the system will first locate the accounting distributions associated with event IDs A010, A020 and A090. The system will then use the companies and centers associated with the L group type to override the companies and centers from A010, A020 and A090.

For a location group account, the group account identifier is the same as the warehouse identifier. For example, the default group account used for automobile parts is XXAUTO. However, your warehouses company and center differs from the default company and center used in XXAUTO. Therefore, you establish a location group account for your warehouse. Your warehouses location group account identifier is XXTRN3 which is also your warehouse identifier. In other words, the companies and centers associated with location group account XXTRN3 will override the companies and centers associated with group account XXAUTO.

The following screens are used to establish and maintain location group accounts:

Location group accounts are also established on the Group Account Entry (GAE) screen.
The Group Account Delete (GAD) screen is also used to delete location group accounts.
The Group Account Inquiry (GAI) screen is also used to inquire on location group accounts.
For location group accounts, only the EVENT DESCRIPTION field on the Group Account Update (GAU) screen can be updated. To update the accounting distribution for an L type account, use the Warehouse Account Change (WAC) screen.

If the accounting distribution is updated on the Warehouse Account Change (WAC) screen, accounting entries are generated during the next nightly offline procedure to transfer the inventory asset balance for all items in the specified warehouse from the old GL distribution to the new one. (Refer to the Warehouse Account Change transaction in the Accounting Activities Table.) The process of updating the inventory asset balances to account for the change in accounting distribution occurs at the end of average cost processing during the nightly offline procedure. In other words, changes on the Warehouse Account Change (WAC) screen are not processed real-time. The changes will not be seen on the Group Account Update (GAU) or the Group Account Delete (GAD) screens until the next day.

Details of the inventory record changes that resulted in the correcting entries to GL are printed on the Warehouse Account Change Report (RWACG), which can be run on request by OSC Client Support. Location group account changes transactions also appear on the Valued Transaction Register by Warehouse Report (RVTRW), which is run nightly.

The Valued Transaction Register by Warehouse Report (RVTRW) is located in RMDS in the report group IN261-1. For mor information on accessing RMDS reports, refer to Viewing and Printing RMDS Reports Step-by-Step.

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