Chapter 2: Working with G/L Accounts (WGLA) | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 4: Working with Chart of Accounts (WCA) |
Chapter 3: Working with Divisions (WDIV)
Purpose: You can use the Divisions function to:
• add or maintain divisions and their descriptions
• assign a division to an entity
• indicate the General Ledger account numbers to which money associated with sales, returns, freight, taxes, and additional charges for a division post
Divisions are an important component of the CWDirect sales reporting hierarchy. Divisions can represent groups within business units (for example, winter, spring, summer, fall, and holiday within a business unit called Mail Order). If you are interested in grouping sales within an entity, create divisions. You must create at least one division per entity.
Related system control values: See each of the following system control values for additional information:
• Default Division for Inventory Transactions (C17)
• Post Sales G/L Using Division at Order Line Source Code (F17)
• Division to Exclude from General Ledger Download File (F68)
• Post Inventory G/L Transactions Using Source Code Associated with Order (F81)
• Division for Source Code Download (H66)
• A/P Invoice Upload Division (H70)
In this chapter:
• Work with Division G/L # Screen
• General Ledger Accounts Defined in the Division G/L File
• Display Division History Screen
Example: Within a business unit called Mail Order, you want to keep sales information separate for employees and each of your 5 seasons. Set up 6 divisions: 1 division for employees and 5 divisions to represent each of your seasons.
How to display this screen: Enter WDIV in the Fast Path field or select Work with Divisions from a menu.
MSR0073 DISPLAY Work with Divisions 3/29/00 16:32:14 EZK Mail Order
Opt Div Description $ Sales Today $ Sales LTD
Type options, press Enter. 2=Change 4=Delete 5=Display 7=GL Numbers 8=History 98=User Field 01 DIVISION 1 71344.98 92104.58 1A SALES DIVISION 14977.60 318140.00 11 ITALIAN DIVISION 4155.41 4155.41
F3=Exit F6=Create F12=Cancel F21=Print list F24=Select company |
Field |
Description |
Div (Division) |
A code that represents a division. Alphanumeric, 2 positions; optional. |
Description |
The description of the division code. Alphanumeric, 30 positions; optional. |
Screen Option |
Procedure |
Create a new division code |
Press F6 to advance to the Create Division Screen. |
Change division information |
Enter 2 next to a division to advance to the Change Division Screen. |
Delete a division |
Enter 4 next to a division to delete it. |
Display a division |
Enter 5 next to a division to advance to the Display Division Screen. |
Work with division G/L numbers |
Enter 7 next to a division to advance to the Work with Division G/L # Screen. |
Review division history |
Enter 8 next to a division to advance to the Display Division History Screen. |
Work with user defined fields |
Enter 98 next to a division to advance to the Work with User Fields Screen |
Purpose: Use this screen to create a division for an entity in your company.
How to display this screen: At the Work with Divisions Screen, press F6.
MSR0074 ENTER Create Division 4/13/99 16:43:18 EZK Mail Order
Division . . . . . . Description . . . . . Entity . . . . . . . Bank Code . . . . . .
F3=Exit F12=Cancel |
Field |
Description |
Division |
A code that represents a division. Alphanumeric, 2 positions. Create screen: required. Change screen: display-only. |
Description |
The description of the division. Alphanumeric, 30 positions; required. |
Entity |
The entity code to which this division is assigned. Validated against the Entity file; see Chapter 1: Working with Entities (WENT). Numeric, 3 positions; required. |
Bank code |
The bank code used by this division. The system uses this bank code when it creates refund records. If you process orders in multiple currencies, each currency is associated with a unique bank; as a result, you must be sure to associate each division with a bank of the correct currency. See Chapter 10: Working with Currency (WCUR), for a discussion on how to use the bank code when setting up your company for multi-currency orders. Alphanumeric, 3 positions; required. |
To change: Enter 2 next to a division code at the Work with Divisions Screen to advance to the Change Division screen. At this screen you can change any information except the division code. See Create Division Screen for field descriptions.
To display: Enter 5 next to a division code at the Work with Divisions Screen to advance to the Display Division screen. You cannot change any information on this screen. See Create Division Screen for field descriptions.
Press F7 to advance to the Display Division History Screen.
Work with Division G/L # Screen
Purpose: Use this screen to define, display or change division general ledger numbers.
How to display this screen: Enter 7 next to a division at the Work with Divisions Screen.
GLR0042 DISPLAY Work with Division G/L# 9/24/07 14:40:47 EZK Mail Order
Division 01 DIVISION 1
Opt Type G/L Acct#
Type options, press Enter. 2=Change
Additional Charges 20008 Additional Freight 0 A/P 20011 A/R 40001 Pre-billed Merchandise 25 Cash 301 Currency Fluctuation 20014 Add'l Chgs Returns 10010006 Add'l Freight Returns 0 Drop Ship C.O.G. 302 +
F3=Exit F12=Cancel |
Field |
Description |
Division |
The code representing a division of your business. Alphanumeric, 2 positions; display-only. |
Description (Unlabeled field to the right of the division code) |
The description associated with the division. Alphanumeric, 30 positions; display-only. |
Type (General ledger description) |
The description of the general ledger number, indicating what information posts to this account. Alphanumeric, 22 positions; display-only. |
G/L acct # (General ledger account number) |
The general ledger account to which information posts in this division. Numeric, 8 positions; display-only. |
Purpose: Use this screen to add, change, or delete a G/L number.
How to display this screen: Enter 2 next to a division at the Work with Division G/L # Screen.
GLR0043 CHANGE Change Division G/L 4/13/99 16:48:40 EZK Mail Order
A/P G/L Account# . . 20011
F3=Exit F12=Cancel |
General Ledger Accounts Defined in the Division G/L File
G/L Account Number |
Used for posting... |
Additional charges |
additional charges when an order is billed. The Account # specified for the additional charge code, if any, overrides this value. |
Additional freight |
additional freight when an order is billed. |
accounts payable invoices. The value in this field defaults into the G/L account number field on the A/P Invoice Header screen. |
|
A/R |
accounts receivable cash receipts. |
Pre-billed merchandise |
the pre-bill amount for items subject to pre-billing. This account is credited when you pre-bill the item, and debited when you generate the pick slip or purchase order for the item. See the Pre Billed Amount Item (J72) system control value for a discussion. |
Cash |
This field is not currently implemented. |
Currency fluctuation |
the net difference in value caused by changes in currency valuation on orders in foreign currencies. This fluctuation is caused by changes in the exchange rate between the time you enter an order and bill the order. The system uses the account number only if you process orders in multiple currencies. See Chapter 10: Working with Currency (WCUR). |
Additional charges returns |
additional charges when an order is returned. The Account # specified for the Default Additional Charge Code (C45), if any, overrides this value. |
Additional freight returns |
additional freight when an order is returned. |
Drop ship cost of goods sold |
item cost when a drop shipment is billed. This is the debit posting, which uses the Item/Inventory Offset journal source. Note: This posting occurs only if the Create Item Transaction History for Non-Inventory Items (E39) system control value is set to Y. Also, if the item is assigned to an item class, the system uses the Cost of goods sold G/L # for the item class, if defined. |
Drop ship cost of goods sold offset |
item cost when a drop shipment is billed. This is the credit posting, which uses the Item/Inventory Value journal source. Note: This posting occurs only if the Create Item Transaction History for Non-Inventory Items (E39) system control value is set to Y. |
Discount returns |
merchandise discounts when an order is returned. If a Discount G/L # is defined for the Item Class, it will override this value. |
Duty |
duty charges on international orders. The system adds duty to orders based on matching harmonize codes in the Country and Item files. See Setting Up the Country File (WCTY) for more information on defining duty charges for a country. |
Forfeiture fee |
the amount forfeited when the customer returns or cancels a pre-billable item, but the pre-billed amount is not refunded. The forfeiture amount is credited when you process the return or cancellation, and debited if you then process a refund of the pre-billed amount. See Pre Billed Amount Item (J72) for a discussion. |
Freight |
freight when an order is billed. |
GST returns |
the Canadian Goods and Services Tax when an order is returned. |
GST |
the Canadian Goods and Services Tax when an order is billed. |
Handling |
handling charges when an order is billed. The Account # specified for the additional charge code, if any, overrides this value. |
Hidden freight |
hidden freight when an order is billed. You can define hidden freight for an item/offer. See Working with Freight Exempt Items (WFEI). |
Handling returns |
handling when an order is returned. The Account # specified for the additional charge code, if any, overrides this value. |
Item to item transfer |
item to item transfers, where you transfer inventory for an item to a different item code (inventory transaction code = G). You might use item to item transfers if you are discontinuing offering an item under a particular item code, and offering it as a discount or grab bag item instead. See Working with Inventory Transactions in Batch Mode (WITB) for more information on processing inventory transactions. |
Merchandise discount |
merchandise discounts. |
Membership deferred liability |
prepayments received against a customer membership. |
Merchandise returns |
merchandise returns. If a G/L number is defined in the Item Class file, it will override this value. The system posts net returns to the Merchandise returns G/L number unless you also define a Discount returns G/L number. |
Merchandise sales |
merchandise sales when an order is billed. If a G/L number is defined in the Item Class file, it will override this value. The system posts net sales to the Merchandise sales G/L number unless you also define a Merchandise discount G/L number. |
Non-inventory cost of goods sold |
item cost when a noninventory shipment is billed. This is the debit posting, which uses the Item/Inventory Offset journal source. Note: This posting occurs only if the Create Item Transaction History for Non-Inventory Items (E39) system control value is set to Y. Also, if the item is assigned to an item class, the system uses the Cost of goods sold G/L # for the item class, if defined. |
Non-inventory cost of goods sold offset |
item cost when a noninventory shipment is billed. This is the credit posting, which uses the Item/Inventory Value journal source. Note: This posting occurs only if the Create Item Transaction History for Non-Inventory Items (E39) system control value is set to Y. |
Delivery Confirmation |
when the item on an order line has been delivered to the customer. This is the credit posting; the system uses the Merchandise Sales # in the Item Class file or Division file as the debit posting. You can flag an order line as delivered through the: • Order Line History In Message (CWORDLNHSTIN) • Manual Delivery Confirmation (MIDC) menu option When you flag an order line as delivered, the system creates an Order Line History record with an activity code of V (Delivered). In addition, if a delivery confirmation general ledger number is defined, the system also posts the delivery confirmation to the general ledger; see Posting Delivery Confirmation. |
PST returns |
posting the Canadian Provincial Services Tax when an order is returned. |
PST |
the Canadian Provincial Services Tax when an order is billed. |
Purchase unit variance |
a unit difference between the units received and the units being paid for in accounts payable invoice entry for a purchase order. |
Purchase price variance |
a cost difference between the cost at receiving time and the final cost in accounts payable invoice entry for a purchase order. |
Freight returns |
freight when an order is returned. |
item cost when a regular, inventoried item shipment is billed. This is the debit posting, which uses the Item/Inventory Offset journal source. Note: If the item is assigned to an item class, the system uses the Cost of goods sold G/L # for the item class, if defined. |
|
Cost of goods returns |
item cost when a regular, inventoried item or drop ship item is returned. This is the credit posting, which uses the Item/Inventory Offset journal source. If item is assigned to an item class, the system uses the Cost of goods sold G/L # for the item class, if defined. If there is no G/L number defined for Cost of goods returns, the system uses the G/L number defined for the C (customer return) inventory transaction code. Note: Noninventory items do not use this G/L number; if there is not an item class G/L number, the cost of goods for returned noninventory items does not post at all. |
Tax |
tax when an order is billed. |
Tax returns |
tax when an order is returned. |
Duty returns |
duty charges when an order is returned. |
Display Division History Screen
Purpose: Use this screen to review performance statistics for a division. You cannot change or update any information on this screen.
How to display this screen:
• enter 8 next to a division code at the Work with Divisions Screen
• press F7 at the Change Division Screen
• press F7 at the Display Division Screen
OER0389 DISPLAY Display Division History 4/13/99 17:05:10 EZK Mail Order
Division : 01 DIVISION 1
Sales Value Sales Returns Value Retrns To Date . : 1369 92104.58 338 18255.59 Today . . : 1070 71344.98 265 12447.53
Year Period Sales Value Sales Returns Value Retrns
95 7 4 485.00 12 610.00 95 8 15 2269.97 6 455.00 95 9 38 2658.94 6 318.80 95 10 26 2716.79 24 2641.86 95 11 47 6281.15 0 .00 95 12 104 2311.90 18 1138.60 96 1 8 132.95 2 64.75 96 3 6 505.50 0 .00 96 4 20 1095.75 0 .00 +
F3=Exit F12=Cancel |
Field |
Description |
Division |
A code that represents a division. Numeric, 2 positions; display-only. |
Sales to date |
Number of sales (invoices) for this division. This is a life-to-date figure. If the Consolidated Invoice (B49) field in the System Control file is set to Y, the system creates 1 invoice record for all items on an order that ship on a single day regardless of the number of pick slips associated with that order. Note: An order with multiple recipients (several ship-to addresses) has 1 order number. For an order with multiple recipients, 1 invoice record is created for all packages shipped in a single day. If the Consolidated Invoice (B49) field is set to N, then CWDirect creates an invoice record for every pick slip on an order that shipped on a single day. Numeric, 7 positions; display-only. |
Value sales to date |
Dollars in sales for this division. This is a life-to-date figure. Numeric, 11 positions with a 2-place decimal; display-only. |
Returns to date |
Number of returns and/or exchanges for this division. This is a life-to-date figure. Numeric, 7 positions; display-only. |
Value retrns to date (Value returns to date) |
Dollars in returns and/or exchanges for this division. This is a life-to-date figure. Numeric, 11 positions with a 2-place decimal; display-only. |
Sales today |
Number of sales (invoices) for this division since the last time you ran Daily Periodic Processing. Numeric, 7 positions; display-only. |
Value sales today |
Dollars in sales for this division since the last time you ran Daily Periodic Processing. Numeric, 11 positions with a 2-place decimal; display-only. |
Returns today |
Number of returns and/or exchanges for this division since the last time you ran Daily Periodic Processing. Numeric, 7 positions; display-only. |
Value retrns today (Value returns today) |
Dollars in returns and/or exchanges for this division since the last time you ran Daily Periodic Processing. Numeric, 11 positions with a 2-place decimal; display-only. |
Year |
Year in which the sales period is defined. Numeric, 2 positions, optional. |
Period |
The sales period within a specified year. Numeric, 2 positions, optional. |
Sales |
Number of sales (invoices) for this division for the year and period displayed. Numeric, 7 positions; display-only. |
Value sales |
Dollars in sales for this division for the year and period displayed. Numeric, 11 positions with a 2-place decimal; display-only. |
Returns |
Number of returns and/or exchanges for this division for the year and period displayed. Numeric, 7 positions; display-only. |
Value retrns (Value returns) |
Dollars in returns and/or exchanges for this division for the year and period displayed. Numeric, 11 positions with a 2-place decimal; display-only. |
Chapter 2: Working with G/L Accounts (WGLA) | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 4: Working with Chart of Accounts (WCA) |
AP01_03 CWDirect 18.0 August 2015 OTN