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New Level Addresses

When changing level addresses on GL20 or AC10 make sure to specify all the level addresses, not just the ones that might have changed.

When you create the file for uploading, make sure to have the first level first, the second level next and so on until all levels are rebuilt.  If you try to change an address to one which has upper levels that did not exist in the old system, you will get errors.

Just like building the level addresses, you start with level 1, add a level 2 to an existing level 1 and so on.  Same thing when you rebuild the addresses – make sure to rebuild level by level.

Chart of Accounts when using Activities

The Chart of accounts is recommended to be consistent for GL and Activities.  The Activity field, when populated, already differentiates the JE entry line from one to the same account without an activity specified.  This allows for easily determining how much was booked to a specific account and also split the bookings to a specific account into project related or not.

Account Categories in the AC module also allow you to have a separate chart of accounts, if desired, from your GL Chart of Accounts.

Since an account category is required when an activity is entered, it allows for a separation of the GL and AC charts if separation is desired.

Many users default in the Account Category so this value doesn’t have to be specified on each transaction that uses an activity throughout the system.  The defaulting could occur on GL20 instead of GL00 if the accounting unit used in the transaction would alter the way you would account for the project/activity posting.

Creating a “Bursted” Income Statement

To create an income statement for some accounting units, create an Accounting Unit list on MX10 that includes the companies and accounting units that you want to include in the report. Specify that list when running the GL293 and presto – an Income Statement with just those company-accounting unit combinations desired.

This can also be done by creating company groups if the “bursting” should be done by different companies.

A Level group can also be used which is great if one of your Accounting Unit levels signifies a reporting level.  As with the MX10 list, using RW70 level groups can also create a “bursting” effect to the GL293 Income Statement report.

Of course, creating different RW100 reports can also create the same effect and can be run together as a whole on RW100 by specifying a Report Group for example.  Use the same Format for all of the reports, and create different Row definitions that allow you to “burst” the income statement into different accounting groups.

How to automatically deduct a percentage from an invoice

Lawson allows you to use distribution codes that allow for percentages to be negative which would create a deduction. Book the invoice at normal 100% for the expense account and use the distribution code to book the discounts to the proper GL accounts. The amount of the invoice will need to be adjusted to reflect the deductions taken.

If there is a vendor who always gets the same deductions, you can add the distribution code to their AP10 Vendor Record and it will always default onto invoices for that vendor.

Can’t assign a printer in a RECDEF job?

Can’t assign a printer in a RECDEF job? Make sure you have a Printer assigned to you.  Although the rest of the job can be setup, if you do not have a printer assigned to you, then you won’t be able to assign a printer to a step in RECDEF.  For more information see KB 1206370.

How to find accounting information on PO lines

There are two places where GL distribution information resides. One is in MMDIST. If the item is a special item or not setup on IC12, then MMDIST is where you will find the GL distribution information.

Keep in mind that a PO line might have started as a requisition and the GL Distributions were added then. When you are looking for PO line distributions,  make sure you look for the document type of PO and specify the company and the document number that matches the PO you are looking for.

 

If the item is on IC12 it is either an inventory item or a non-stock item that is found at an IC location. All items that are setup on IC12 will have a GL Category assigned to them and that is where the GL distribution information can be found for these items. The key fields here are the Company – IC Location – Item. You will be able to find the GL distribution information for these items using these key fields on the GL Category table.

 

Need to deduct a percentage or a flat amount from a vendor’s invoice? Here’s how…

Need to deduct a percentage or a flat amount from a vendor’s invoice?  Here’s how:

  1. Setup a distribution code on AP05.3 as a percentage and indicate the account that the amount should go to. You can actually setup two or more different percentages to distribute to two different accounts. Make the percentage a negative percentage when deducting an amount from the invoice.
  2. On the vendor’s AP10 record on the Default Tab add the distribution code. It will default onto the invoices and automatically deduct the percent or percentages specified on the AP05.3 form for the distribution code.

  1. You may have to adjust the invoice total amount to reflect the deduction(s) to be in balance.

Can you have a single BL & AR company and have transactions post to more than one GL company?

The short answer is no.

However, there are some creative ways to accomplish having a single BL & AR company and still booking information to various GL Companies.

Option 1: Using allocations and getting creative with your Process Levels and possibly accounting units, you can move the amounts to various companies using the allocation module.

The AR process Level setup has a default accounting unit that allows you to book all transactions for this process level to the various accounting units and then setting up an allocation to transfer those amounts at the end of each period would allow you to see the AR amounts on your various GL companies in the financial statements.  I would make these allocations auto reversing so that you can show what you need to for financial reporting only.

Option 2: Setup the various AR and BL companies and use the National Account relationship for your processing.  This option will allow everything to book in the correct company, and still allow you to process payments and adjustments, produce various reports, create consolidated aging reports and all other AR reports.

So as often is the case, you can get what you want, you just need to think it through and see if it will work for your needs.

Are you thinking about integrating an external project system to your ERP?

There are several things that you need to take into consideration:

  1. What are the accounting needs?
  2. When do the commitments need to be booked in the GL?
  3. Budgets:
    • Do you want a budget to be tracked in your external Project tracking system?
    • Do you want a total not to exceed budget in your ERP to make sure someone is notified when the budget is exceeded?
    • Do you want a detailed budget in both places?
  4. If there is retention from supplier invoices to be paid at the end of the project, when does the retention need to be booked?
  5. Where is the project initially setup? In the external project tracking system or the ERP?
  6. What are the touch points that need to be considered when determining what the interface points are?
  7. How will your ERP know when the project is complete so it can be marked as closed?