Setting Up AAIs

Access the Account Revisions form.

Note: You can use the Notes function to attach explanatory messages to any AAI.

Do Ty (document type)

Enter a UDC (00/DT) that identifies the origin and purpose of the transaction. The system reserves several prefixes for document types, such as vouchers, invoices, receipts, and time sheets. The reserved document-type prefixes for codes are:

P: Accounts payable

R: Accounts receivable

T: Time and Pay

I: Inventory

O: Purchase order

S: Sales order

G/L Cat (general ledger category)

Enter a UDC (41/9) that identifies the GL offset that the system uses when it searches for the account to which it posts the transaction. If you do not want to specify a class code, you can enter **** (four asterisks) in this field.

You can use automatic AAIs to predefine classes of automatic offset accounts for the Inventory Management, Procurement, and Sales Order Management systems. You might assign GL class codes such as:

IN20: Direct Ship Orders

IN60: Transfer Orders

IN80: Stock Sales

The system can generate accounting entries based upon a single transaction. For example, a single sale of a stock item can trigger the generation of accounting entries similar to:

Sales-Stock (Debit) xxxxx.xx

A/R Stock Sales (Credit) xxxxx.xx

Posting Category: IN80

Stock Inventory (Debit) xxxxx.xx

Stock COGS (Credit) xxxxx.xx

The system uses the class code and the document type to find the AAI.

Branch Plant

Enter an alphanumeric code that identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, branch, or plant.

You can assign a business unit to a document, entity, or person for purposes of responsibility reporting. For example, the system provides reports of open accounts payable and accounts receivable by business unit to track equipment by responsible department.

Business unit security might prevent you from viewing information about business units for which you have no authority.

If you leave this field blank, the system uses the business unit that you entered on the work order in the Charge to Cost Center field.

Obj Acct (object account).

Enter a value that specifies the portion of a general ledger account that refers to the division of the cost code (for example, labor, materials, and equipment) into subcategories. For example, you can divide the cost code for labor into regular time, premium time, and burden.

Note: If you use a flexible chart of accounts and the object account is set to six digits, it is recommended that you use all six digits. For example, entering 000456 is not the same as entering 456 because if you enter 456, the system enters three blank spaces to fill a six-digit object.

Sub (subsidiary)

Enter a subset of an object account. Subsidiary accounts include detailed records of the accounting activity for an object account.

Note: If you are using a flexible chart of accounts and the object account is set to six digits, you must use all six digits. For example, entering 000456 is not the same as entering 456, because if you enter 456, the system enters three blank spaces to fill a six-digit object.

If you leave this field blank, the system uses the value that you entered on the work order in the Cost Code field.