Open Payments in SyteLine AP are designed to record a payment as an asset and to later allow reapplication of the payment to an invoice at a later date. The flow in a typical scenario is illustrated below:
A check is written to a vendor for a $5000 deposit (50%) on a capitol asset purchase.
Prepaid Deposits
Cash
5000
5000
An invoice from the vendor for $10000 is received and entered into AP.
Capitol Assets
Accounts Payable
10000
10000
The Open Payment is reapplied to the posted voucher.
Accounts Payable
Prepaid Deposits
5000
5000
Set Ups
To get the correct flow of data the following tables need to be set up as follows:
Accounts Payable Parameters, Misc Tab – Deposit Account needs to be an Asset , typically Prepaid Deposits.
Bank Reconciliations – Cash Account needs to be a cash account.
Processing
Creating the Payment
In the A/P Payments form enter a payment for the desired Vendor. Type can be any valid Payment Type. Save. Go to Distributions. Enter a distribution with a Type of Open, accept the default value for Vch/Seq, select the appropriate Site, enter a PO number if you wish this to be reflected on a PO, on the Accounts Tab enter the amount of the payment. Save. The distribution will be to the Prepaid Deposit Account. Print and Post the check using A/P Check Printing/Posting.
Purchase Order
If a PO is entered in the Payment Distribution a cross reference is created. The PO will now reference the payment and payment information will print on the PO.
AP Posted Transactions
The Open Payment will be visible in AP Posted Transactions and will have a Type of Open.
AP Aging Report
The Open Payment can be included or excluded from the AP Aging report by using the Print Open Payment check box on the selection criteria. If the aging is being printed for use in reconciling the Ledger to the AP Aging exclude Open Payments. Otherwise the balance will be off the amount of all Open Payments.
Voucher
When the invoice for the item(s) arrive voucher and post as usual following standard procedures for voucher entry. Enter the voucher for the entire purchase amount, ignoring the deposit amounts, i.e. you are purchasing $10000 worth of product, made a $5000 deposit – enter the voucher for $10000.
Reapplication of the Open Payment
To reapply the open payment you need 3 pieces of information; Vendor number, Check number, and Voucher number. Go to AP Payments, enter the Vendor, check the Reapplication checkbox, enter the Check number of the Open Payment to be reapplied. Save. Go to either Quick or Distribution and select the Voucher the payment will be applied to. Save or Apply. Post the check using AP Check Printing and Posting. Do not print a check, only the Preliminary Check Register and Final Register and Post are required.
AP Posted Transactions
After reapplication the Open Payment now is reapplied to the Voucher and the posted balance of the Voucher and AP have been reduced by the amount of the Open Payment..
The following is a list of Year End Procedures. An asterisk (*) denotes the procedures which initialize year-to-date fields in various files. In order to ensure accurate data, these utilities must be run before any processing that updates these fields is done in the new year. The timing of executing the remaining utilities is not critical. These procedures apply to SYMIX and Syteline. The following Resolutions have an explanation of each procedure and the keystrokes to select from the main menu.
1) A/R Year End Procedure *
2) Vendor/Item and Customer/Item YTD *
3) P/R Year End Procedure (Based on Calendar Year) *
4) Print W-2 Forms (Based on Calendar Year)
5) Human Resources Year End Processing *
6) Year End Closing Journal Entries
7) A/P Year End Procedure (Payments YTD Based on Calendar Year) *
8) Print 1099 Forms (Based on Calendar Year)
9) Set Item PTD and YTD Totals to Zero *
10) Fixed Assets Year End Procedure*
11) Update Current Period and Current Fiscal Year
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CUSTOMER (Accounts Receivable)
1) A/R Year End Procedure*
This utility will reset fields in the Customer Maintenance and/or the Salesperson Master tables. The fields that will be reset to zero are the Sales PTD, Sales YTD, Discounts YTD, Sales Last Year, and Discounts Last Year for the Customer Master. The fields that will be reset to zero for the Salesman Master are Sales PTD and Sales YTD. This utility MUST be executed after generating invoices and posting customer payments for the current year BEFORE posting any of these transactions for the new year.
NOTE: This utility should only be run once. If you run it more than once, it will results in zeros in Sales Last Year and Discount/Allowance Last Year fields.
-Customer
– Payments
– Utilities
– Period/Year End Procedure (ar/arend.p)
2) Vend/Item and Cust/Item YTD *
This utility will reset the fields in the Vendor/Item Cross Reference (venditem) and the Customer/Item Cross Reference (custitem) fields to zero. The Vendor/Item fields reset are Ordered YTD, Received YTD, Rejected YTD, Avg Cost, Avg Lead Time, Avg Lateness, Avg Cost/Plan %, and Last Cost/Plan %. The Customer/Item fields reset are Purchases YTD, Ordered YTD, Shipped YTD, and Ordered PTD.
– Customer
– Customer Inquiry (or Customer Maintenance)
– Utilities
– Order Utilities
– Vend/Item and Cust/Item YTD (util/cvitem-y.p)
NOTE: This utility is located in both the Customer and Vendor modules but only needs to be run once.
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EMPLOYEE (Payroll and Human Resources)
1) Payroll Year End Procedure *
This utility updates the Employee Master to reflect the change of the year. The year to date gross and tax fields are set to zero in the Employee Master and the vacation hours due is reset to the sum of the remaining hours due and the vacation hours paid (the sick hours due must be manually reset). This utility should be run after the last payroll of the year and before the first payroll for the next year. All adjusting transactions for the current year must be entered and posted before executing this utility.
– Employee
– Payroll Processing
– Utilities
– Year-End Closing (pr/prend.p)
2) Print W-2 Forms
This procedure will calculate the year-to-date gross wages and taxes for each employee in the Employee Master file. The information comes from the posted payroll file (prtrxp). Please be prepared for the W-2’s to take a long time to process. The length of time is dependent upon the number of employees and the frequency with which they are paid. It is not uncommon for the processing on large databases to take several days. If you have an automatic overnight backup procedure, such as a cron, it should be disabled to ensure that the database server is not shutdown. In addition, sending the output to a file can be helpful. This will allow the W-2’s to be reviewed before they are printed and to be re-printed if necessary without additional processing time.
– Employee
– Payroll Processing
– Reports
– Other Payroll Reports
– W-2 Form Printing (?)
W-2’s can also be generated on Magnetic Media which is available under Other Payroll Reports and then W-2 Magnetic Media Reporting. A file called W2REPORT is created which is the file name required by the Social Security Administration and should not be changed. The file can be put on either a tape or any size Floppy Disk. There is an option for Create State Tax Records for states that require Magnetic Media W-2’s.
3) Human Resources Year End Procedure *
This utility updates sick leave and vacation records for the selected range of employees. Only records which have not been processed during this calendar year will be affected. The total amount of sick leave or vacation hours due last year is calculated and this number plus any carry over amounts minus any days used will be the new total days. All other fields are set to zero.
– Employee
– Applicants
– Utilities
– Year End Procedure (hr/yearend.p)
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FINANCIAL (General Ledger)
1) Year End Closing Journal Entries
This procedure will create debit and credit entries to close out all revenue and expense accounts for the date range specified. These entries will be placed in the General Journal and the General Journal must then be posted to the General Ledger. When prompted to enter “Income Summary Account” enter the Retained Earnings account that has been setup as type “O” in the Chart of Accounts. The question “Delete journal entries first?” on the option screen refers to existing entries in the General Journal only. When saying YES to Unit Code Detail, the unit code balances in the revenue and expense accounts will be cleared as well. Saying NO will leave the balances in the unit codes, and carry them forward.
DO NOT change any of the references generated by the system on the entries in the General Journal. This procedure should be run after all entries made to the fiscal year are posted. In addition, if any adjusting entries need to be made after the procedure has been run, the procedure MUST be performed again.
– Financial
– Journal Entries
– Utilities
– Year End Procedures (gl/glend.p)
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MATERIAL (Inventory and MRP)
1) Set Item PTD/YTD Totals to Zero *
This utility will reset fields in the Item Maintenance to zero. The fields reset are Sold YTD, Used YTD, Purchased YTD, Quantity Manufactured YTD, and Sales YTD. The utility should be run after completing jobs, shipping orders, and PO receipts for the previous year and prior to performing any of these transactions for the next year.
– Material
– Inventory
– Item Maintenance
– Utilities
– Set Item/Whse PTD/YTD to Zero (util/set-iytd.p)
EXAMPLE — GENERAL LEDGER YEAR END CLOSING
Suppose the following entries were the financial activity for a company for the fiscal year of 01/01/00 to 12/31/00 using the following accounts:
10000 Asset
20000 Liabilities
30000 Owner’s Equity
40000 Revenue
50000 Expense
— Example of Ending Balances (12/31/00)
10000 100,000.00
20000 (64,500.00)
30000 (20,000.00)
40000 (23,500.00)
50000 8,000.00
— Example of Year End Entries
30000 15,500.00
40000 23,500.00
50000 (8,000.00)
— Example of Ending Balance (12/31/00) after Year End Procedures
10000 100,000.00
20000 (64,500.00)
30000 (35,500.00)
40000 00
50000 00
NOTE: No entries were generated for Accounts Receivable or Cash because they are asset accounts. Only revenue and expense accounts are closed out.
2) Update Current Period and Current Fiscal Year
In order to post journals for next fiscal year and close previous year, the Current Fiscal Year field on the General Parameters screen must be manually updated to the next fiscal year. Note: You must create the accounting periods (see below) before you can change the fiscal year.
– File
– Parameters
– General
You also need to update the Current field on the Accounting Periods screen.
– Financial
– Accouting Periods
– Activities
– Current Period Update
3) Fixed Assets Year End Procedure * (See notes on General Ledger)
This procedure will reset the year-to-date depreciation field for each fixed asset master record that falls within the selected range of assets. This utility MUST be performed after the last depreciation generation for the current year and before generating depreciation for the new year.
– Financial
– Fixed Assets
– Utilities
– Year End Procedures (fa/faend.p)
NOTE: When Generating Depreciation for the 12th period, there is an option for Year End processing. If yes, the Depreciation will be done for all periods and year items. Depreciation for period and year cannot be done separately. If Depreciation is run and posted twice, once with year end processing no and once with yes, it will double depreciate all period items.
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VENDOR (Accounts Payable)
1) A/P Year End Procedure *
This utility will reset fields in the Vendor Master file (vendor). The fields are reset to zero (Discount YTD, Purchase YTD, and Payments YTD). In addition, the Purchases Last Year is set with the current value of the Purchases YTD and the Discounts Last Year is set to the current value of the Discounts YTD. The Payments YTD procedure MUST be performed after the last Accounts Payable check run for the calendar year, BEFORE posting any Accounts Payable checks for the new year.
NOTE: Payment YTD Year End must be run at the end of the calendar year (not the fiscal year). This field is used in generating 1099’s which are printed on a calendar year basis.
– Vendor
– Payments
– Utilities
– Year End Procedure (ap/append.p)
NOTE: This utility should only be run once. If you run it more than once, it will results in zeros in Payments Last Year, Purchases Last Year and Discount Last Year fields.
2) Print 1099 Forms *
A 1099 will be printed for each vendor that has a Federal ID entered on the Vendor Maintenance (Tax Info tab). The value printed can be specified as either the Vendor’s Payment YTD or the Vendor’s Payments Last Year at the time the 1099s are generated. The choice between using the Vendor’s Payments YTD or Payments Last Year is based upon the execution of the A/P Year End Procedure. Please review the A/P Year End Procedure above.
– Vendor
– A/P Reports
– Other A/P Reports
– 1099 Forms (?)
Magnetic media is available for the 1099 report. You may choose to run a test, correction or original magnetic media report. You may create 1099 records by state and submit records through an agent. The “Use Last Yr’s Payment Records” option has been added to this report. Two additional files are used to track information for 1099 reporting: (1) the state file tracks state abbreviation postal code, minimal payment and magnetic media participation information and (2) the apparms file (1099 parameters) tracks the payer name control, TIN name, transmitter name, transmitter control code, transmitter address, and transmitter agent name and address.
3) Vend/Item and Cust/Item YTD *
This utility will reset the fields in the Vendor/Item Cross Reference (venditem) and the Customer/Item Cross Reference (custitem) fields to zero. The Vendor/Item fields reset are Ordered YTD, Received YTD, Rejected YTD, Avg Cost, Avg Lead Time, Avg Lateness, Avg Cost/Plan %, and Last Cost/Plan %. The Customer/Item fields reset are Purchases YTD, Ordered YTD, Shipped YTD, and Ordered PTD.
– Vendor
– Vendor Inquiry (or Vendor Maintenance)
– Utilities
– Purchasing Utilities
– Vend/Item and Cust/Item YTD (util/cvitem-y.p)
NOTE: This utility is located in both the Customer and Vendor modules but only needs to be run once.
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ADDITIONAL PROCEDURES
The following is a list of procedures by module which need to be performed periodically and may be convenient to run at Year End. Most of these procedures will delete information from the database. Once the data is purged, you will not be able to view or restore it. Depending on your company’s policy, you should keep a couple years of data for audit purposes. You can also archive the database (copy of the database) before you purge the data so you can access the information as needed. If you delete data, you should consider optimizing your database to relocate the disk space.
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CUSTOMER (Order Entry and Accounts Receivable)
1) Delete History Orders
This utility will delete all Customer Orders with a status of History for the specified range.
2) Purge Packing Slip Register
This utility deletes records from the Packing Slip register. The Customer Order must have a status of Complete or History before the records are purged.
3) Purge Invoice History
This utility deletes records from the invoice history file posted. If the “Delete Line Items Only” option is set to Yes, only the invoice line item and progressive billing line items are deleted. If this option is set to NO, invoice header and tax records will also be deleted.
4) Delete A/R Posted Transactions
This utility deletes records from the A/R posted transaction file. You should run the Customer Statement before running this utility. For balance forward customers, it deletes all invoices up to the amount of the payment available and generates a balance forward entry for the first partially paid off amount. For open item customers, it deletes all fully paid invoices. Once the records are deleted, you lose the capability to review the details.
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EMPLOYEE (Payroll)
5) Delete Posted Payroll Transactions
This utility will delete records from the posted payroll file (prtrxp) for the date range specified. This utility should only be run AFTER printing W2’s and year-end payroll reports. You need to verify that the W2’s printed properly and the information on the W2’s is correct prior to performing this utility. Once this utility is performed, the records needed for the W2’s are purged. Therefore, running this utility prior to printing W2’s will result in either no information or incorrect information on the W2’s.
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FINANCIAL (General Ledger)
6) Compress General Ledger Transactions
This utility deletes records from the General Ledger Posted transaction field. You should backup your database before performing this utility since transaction detail is lost. A financial summary is retained for each account depending on the “Compress by” option. If the “Compress by” option is set to D (Date), all transactions with the same date are compressed to 1 transaction for the selected accounts or reporting units. If the “Compress by” option is set to P (Period), all transactions in the same accounting period are compressed to 1 transaction for the selected accounts or reporting units. The date for the new transaction will be set to the period end date.
NOTE: General Ledger Transacions with a reference of “Income Summary” are never compressed.
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MATERIAL (Inventory)
7) Delete Material Transactions
This utility deletes material transactions records which is the audit trail for your inventory transactions (any changes to the quantity on hand or cost of the item). Once the records are deleted, you lose the capability to review the details. When a material transaction is deleted, reference to that transaction from any ledger or journal transactions will be cleared. If you try to view the detail on a ledger or journal previously referenced to the deleted material transaction, SyteLine will display a message that the record is not available.
8) Roll Current Cost to Standard Cost (only if using Standard Costing)
This utility creates or updates the Standard Routing/BOM for standard costed items. It also creates a material transaction and journal entries to reflect the change in inventory value at each stockroom location (journal transactions have a reference of INV STDC).
NOTE: The “Post Change” option must be Yes to post the changes. You can run this utility with the “Post Change” option set to No so you can review the report and verify the changes before posting.
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PRODUCTION (Shop Floor Control)
9) Job Status Change/Delete Utility
This utility changes the job status for a valid combination (see on-line help for the various combinations). You can also delete jobs with a status of “History.
10) Delete Job Transactions
This utility deletes job transactions (jobtran) records which is the audit trail for your labor transactions (Job, Production Schedule, JIT and Work Center). Once the records are deleted, you lose the capability to review the details.
11) Review M-Day and Holiday Calendars
You might need to change the MDAY start and end fields on the Planning Parameters screen to create the new mday records for the next year. You will need to manually add the Holiday records for the next year.
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VENDOR (Purchasing and Accounts Payable)
12) Delete Purchase Orders
This utility deletes all Puchase Orders with a status of History. If the PO has a current Change Order with a status of Open or Final, it will not be deleted.
13) Purge Voucher History
This utility deletes records from the voucher history file. All vouchers prior to the specified Invoice Date and less than the specified Voucher Number are selected. Voucher headers associated with unposted AP transactions or a Purchase Orders with a status of Planned or Ordered will not be purged.
14) Delete A/P Posted Transactions
This utility deletes records from the A/P posted transactions for all fully paid vouchers. Once the records are deleted, you lose the capability to review the details.
If you will be dealing with customers or vendors who use currencies other than your base (domestic) currency, use the following process to set up exchange rates and other multi-currency features.
Make sure the general ledger accounts specific to currency exchange are set up in the Chart of Accounts:
Realized Gain
Realized Loss
Unrealized Gain
Unrealized Loss
A/R Unrealized Offset
A/P Unrealized Offset
V/P Unrealized Offset
If you are not using Unit Code 4 for anything else, you might want to set Unit Code 4 to Accessible for these accounts, and use it for reporting the foreign currency impact of the different currencies. If you do this, the currency codes must be entered for Unit Code 4. For information about setting up unit codes, see Account Unit Code (1-4).
Set up currency and exchange rate variance accounts for the domestic currency and the Euro on the Multi-Currency Parameters form, to help you track realized and unrealized gains and losses due to exchange rate changes. These accounts should match the ones you set up in step 1. During installation, you set up a Site Currency Code, which is the domestic currency code shown on this form.
Set up all other required currencies used by your vendors and customers in the Currency Codes form.For each currency code, the unrealized and realized G/L accounts specified on this form default to the accounts set up in the Multi-Currency Parameters form. You can also designate expenses by currency code if you use unit code 3 or 4.
Use the Currency Rates form to enter exchange rates between all currencies you set up in step 3 and the domestic currency.
Use the Bank Reconciliations form to set up bank codes and accounts to use with foreign currency customers and vendors. The bank reconciliation, attached to the bank code, maintains a record of all receipts and payments for each currency/bank code. If you will be recording A/R or A/P payments in foreign currencies, you should set up the foreign bank codes (with applicable currency codes) on the Bank Reconciliations form. Then you can include those foreign bank codes on customer and vendor records.
Use the Customers and Vendors forms to set up foreign currency customers and vendors.
If your system will share currency information between multiple sites, set up Replication Rules for the Shared Currency replication category.
Enter foreign currency customer orders and purchase orders. To see the amounts translated to your domestic currency, use the associated Domestic Currency forms.
Periodically, update the exchange rates and run the Currency Revaluation Utility. This utility uses the current exchange rate (from the Currency Rates form) to determine gains and losses due to currency fluctuations.
After Setup
Enter foreign currency customer orders and purchase orders. To see the amounts translated to your domestic currency, use the associated Domestic Currency forms.
Periodically, update the exchange rates and run the Currency Revaluation Utility. This utility uses the current exchange rate (from the Currency Rates form) to determine gains and losses due to currency fluctuations.
The MRP Generation algorithm
– SL6 and lower (Progress versions)Regenerates the m-day calendar if it requires regeneration If full regeneration being run: Delete all requirement records for all items (mrp table) Delete all transfer order receipts for all items (rcpts table, ref-type “T”) If lasttran counter for PLNs is > 9000000: Reset it to 1 Delete all planned orders for all items (rcpts table, ref-type “N”) End End Reads through item master by low level code, by item: If type is Other and net change is on, turn it off and skip to next item Turn on the I/M net change flag for all current materials of the item Get the following from item’s product code (if not ?) or planning parms: Forecast look ahead and behind Job reschedule tolerance factors PO reschedule tolerance factors
Generate independent requirements: Delete forecasts older than (today – forecast look behind) Consume forecasts with customer orders Create requirements for: Outstanding forecasts All unreserved COs Transfer orders where If “Whse Considered For” = Single From Whse = default warehouse If “Whse Considered For” = All From Site is the current site Project resources End – Generate independent requirements Create receipt records for transfer orders where: If “Whse Considered For” = Single To Whse = default warehouse If “Whse Considered For” = All To Site is the current site Delete all of the item’s exception messages Calculate beginning projected on hand (nettable on hand – qty reserved) Generate applicable exceptions regarding beginning on hand: On Hand below Safety Stock Initial Qty. On Hand negative If beginning on hand below safety stock and there are no past due requirements: Look for first receipt for the item (job, PO, PS, transfer order, PO req) Generate exception if appropriate: Reschedule Receipt Sched. Rcpt. past due If no receipts or not enough to cover quantity below safety stock: Create planned order (PLN) in temporary table End Read through all requirements for the item: If requirement source is x-reffed, find x-reffed receipt (po, job, etc.) If x-ref is valid, skip to next requirement Generate error (then continue on) if: Receipt is not cross referenced back Receipt has a status of complete End. Generate exception if appropriate: Date outside shop calendar If not an MPS item: Generate exception if appropriate: Requirement past due If requirement source is x-reffed, find x-reffed receipt then Generate appropriate exception: X-ref Rcpt:Resched X-ref Rcpt:Qty Sched. Rcpt. past due
If requirement is a forecast and “Use CO, Fcst or Both” is Forecast Deduct full forecast amount from POH Else deduct outstanding (i.e. not consumed by CO) amount from POH Look for next receipt for item If found, generate exception if appropriate: Reschedule Receipt (if outside PO and job reschedule tolerance factors) Sched. Rcpt. past due If no more receipts or not enough to cover quantity below safety stock: Create planned order (PLN) in temporary table End – not an MPS item End – read through all requirements Read through all existing planned orders for the item (from the last MRP run) Match them with temp table PLNs created in this MRP run If old PLN and new PLN match up, set date and quantity to new record’s values If old PLN exists and new record does not, it is no longer needed so it is deleted If old PLN does not exist for new PLN, create a new real planned order End Read through all non-PLN receipts (jobs, PO, etc.) Generate exception if appropriate: Sched. Rcpt. not needed Pass all requirements to children: Pass PLNs to current BOM, creating PPLN requirements Pass job receipts to job BOM if exists or current BOM if not, creating PJOB requirements Pass PS receipts to PS BOM if exists or current BOM if not, creating PPS requirements Turning on each child’s net change flag End Turn off the item’s net change flag Set the item’s Last Generation date If the item’s Source is Transferred, it’s not an MPS item and its Supply Site is not blank Set the flag that indicates planned transfer orders need passed for the item End – read through item master Turn off the behind-the-scenes flag that indicates a full regeneration must be done If an error occurred (invalid cross reference detected): Display “MRP Processor was not successful” Else Look for item master records with their net change flag enabled If there are any (none should be) display: “WARNING – Low Level codes improperly set” “MRP Generation is not complete – re-run net change” If not being run in the background: Ask if the Item With Net Change Flag report should be run. End. else Display “MRP Processor was successful”
End If multi-site and “Post Planned TOs” = Auto: If not being run in the background Display “Put Planned TRN Requirements will be performed” Read through all transferred items for which the pass planned transfers flag is enabled: Pass all PLNs for the item to the item’s Supply Site as TPLN requirements Set the net change flag for the item in the supply site display success or failure message for “Put Planned TRN Requirements” End Delete all records from the material planner workbench that were created from PLNs
Product Codes are one of the key areas in developing and implementing SyteLine. Items (Parts) are the driving point of the system. All modules utilize items or derive their information from the use of items. Every item must have a Product Code. The Product Code is the method used to link a variety of functional areas of the system to an item.
Determining your company’s catalogue of Product Codes is not always an easy task. The following information is a list of where and how SyteLine uses Product Codes. They are not listed in any order of importance. The main module(s) where the functionality is used is/are listed next to or below the functionality statement.
Assign General Ledger Account Numbers (IC, PO, CO, SFC)
The Product Code is the vehicle for linking an item to the Chart of Accounts. They system performs “on-line” accounting with all movements of items. These movements are accounted for in the General Ledger by the accounts tied to the Product Code. More than one item may be assigned to the same default account in the General Ledger. These “default” accounts are:
Inventory*
WIP
Inventory Adjustments
Material Overheads
Sales*
Cost of Goods Sold*
Sales Discounts*
This assumes that the MULTI-WAREHOUSE DISTRIBUTION ACCOUNT functionality is NOT being used (see #7)
The primary method of gathering information from the system is by the Item Number. The secondary sorting method is the Product Code. Items having the same Product Code can be grouped together on reports. Some examples of how groupings might be arranged:
Raw Materials
Steel
Sub-Assemblies
Custom Materials
Glass
Finish Goods – medical
Finished Goods – computer
Assign an Identification for Sales Analysis (IC, CO)
Sales analysis reports can be printed to scrutinize sales by dollars and/or quantities within Product Codes. General Ledger accounts have no bearing on these reports.
Assigned Standard Cost Variances (IC, PO, CO, SFC)
When the Cost Type = Standard, all Item Standard Cost Variances are reported against the item in the default variance accounts listed in it’s Product Codes.
Assign Fixed and Variable Material Overhead Costs (IC, SFC)
Material overhead costs are assigned to items through their Product Code. Each Product Code allows a Fixed and/or a Variable overhead cost to be loaded. These costs are percentages (%) used to calculate an item’s overhead during Standard Cost roll-up and for General Ledger account posting as they take place. An item’s total cost, with overhead percentage applied, is calculated in the following manner:
The item’s Bill of Material cost is multiplied by each overhead factor of it’s Product Code. The overhead cost is then added to the Bill of Material cost to arrive at the total material and overhead applied to the material cost.
Set Standard Product Line Mark-ups (IC, CO)
A standard percentage mark-up can be used with all items within a Product Code. This eliminates the need to input pricing during the Order Entry process or to “auto-set” prices based on the item costs to all customers. (There are other levels of customer/item pricing available in the CUSTOMER/ITEM CROSS REFERENCE FILE and the PRICING MATRIX functions within SyteLine.
Multi-Warehouse Distribution Accounts (IC, CO)
The Product Code can be used to setup separate accounts for each warehouse. This allows for accounting and inventory count information to be sorted by warehouse. This data can be used to control warehouse demands, stock consignments, and Profit & Loss centers. The accounts can be established for each Warehouse/Product Code combination.
Set Standard Discounts by Customer Type and Product Code (CO)
A standard discount file can be assembled to allow an item to have a default discount applied during the Order Entry process. This discount is determined by the combination of the customer’s type and the item’s Product Code.
Inventory Cycle Count Functionality (IC)
The Product Code can be utilized for setting the Cycle Count parameter flag. It is also a primary sort field for generating Cycle Count Sheets. Count discrepancy percentages in Cycle Counting can be established to reduce the number of quantity discrepancies reported on the Cycle Count Variance Report. Example: Setting the Count Tolerance at 2% for items that are weight-counted will eliminate the printing of quantity variances in a range of +/- 2% on the Cycle Count Variance Report.
MRP Parameters (MRP)
MRP information can be controlled and built by Product Code. Forecast ranges and Reschedule PO/JOB tolerance can be constructed to tailor the MRP actions and messages by Product Code.
Salesperson Commissions (CO)
Salesperson’s commission records are driven by the combination of the item’s Product Code and the order’s Salesperson(s). The commission computed is a factor of the item’s price and the salesperson’s commission percentage for that Product Code
Pricing (CO, IC)
Product Codes can be utilized to facilitate a variety of pricing possibilities. Price matrix functions are driven by Product Codes and can be used to select the correct pricing formula during price calculations in the Order Entry Function.
System Utilities (IC, CO, PO, SFC)
Many system utilities for “upkeep”, “changes”, and “deletions” are setup for utilizing Product Codes to select items or records to perform utility functions.
Occurs at data entry, before posting the AP journal to the GL while stating
Yes to compress journal before posting.
APA # Adjustment Transaction and Voucher Number
Occurs at data entry, before posting an adjustment to a vendor Invoice in
the AP program Enter Vouchers and Adjustments.
APP # Payment Transaction and vendor Number
Occurs at data entry, before posting an AP check that has been printed for Standard
payments or entered for Manual payments in the AP program Payments.
APRV # Recurring Voucher Transaction and Voucher Number
Occurs at data entry, before posting a recurring voucher from the Recurring Voucher
program to the Enter Vouchers and Adjustments program and the posting this file.
APV # Voucher Transaction and Voucher Number
Occurs at data entry, before posting a voucher to a specific vendor in the AP program
Enter Vouchers and Adjustments.
APX Multi-Currency Gain/Loss Transaction
Occurs when:
(1) The system has been setup for multi-currency in the system parameters program.
The Generate Currency Gains and Losses program has been performed using
Payables as the Accounts to Process option.
There have been different buying rates used for the specified currencies as found
in the accounting utilities menu.
Accounts Receivable Distribution Journal
AR Compressed AR Journal Transactions
Occurs at data entry, before posting the AR journal to the GL while stating Yes to Compress journal before posting.
ARC # Credit Memo Transaction and Invoice Number
Occurs at data entry, before posting a Credit Memo to a Customer’s Invoice in the AR program Invoices, Debit and Credit Memos.
ARC FIN CHG Credit Memo to Finance Charge Transaction
Occurs at data entry, before posting a Credit Memo to a previously created finance charge in the AR program Invoices, Debit, and Credit Memos.
ARC OPEN Open Credit Memo Transaction
Occurs at data entry, before posting a Credit Memo as open to a Customer in the AR program Invoices, Debit, and Credit Memos.
ARD # Debit Memo Transaction and Invoice Number
Occurs at data entry, before posting a debit memo to a previously created Invoice in the AR program Invoices, Debit, and Credit Memos.
ARD FIN CHG Debit Memo to Finance Charge Transaction
Occurs at data entry, before posting a debit memo and open to a Customer in the AR program Invoices, Debit, and Credit Memos.
ARD OPEN Open Debit Memo Transaction
Occurs at data entry, before posting a debit memo as open to a Customer in the AR program Invoices, Debit, and Credit Memos.
ARI # Invoice Transaction and Invoice Number
Occurs at data entry, before posting an Invoice to a Customer in the AR program Finance Charges.
Occurs when generating, then posting, a finance charge against a past due paying Customer in the AR program Finance Charges.
ARP # Payment Transaction and Check Number
Occurs at data entry, before posting a Customer’s check in the AR program Payments.
ARX Multi-Currency Gain/Loss Transaction
Occurs when:
(1) The system has been setup for multi-currency in the system parameters program.
(2) The Generate Currency Gains and Losses program has been performed using Receivables as the accounts to process option.
(3) There have been different buying rates used for the specified currencies as found in the accounting utilities menu.
Bank Revaluation Distribution Journal
REVALUATION
ADJUSTMENT Multi-Currency Revaluation Transaction
Occurs when the Bank Revaluation Utility is performed and the result is a gain or
loss with a non-domestic customer or vendor.
Fixed Assets Distribution Journal
FA Compressed FA Journal Transaction
Occurs at data entry, before posting the FA journal to the GL while stating Yes to
Compress journal before posting.
FADEP # Depreciation Transaction and Asset Number
Occurs when depreciation of the assets has been generated, then posted, using the
FA program Post Depreciation.
FADSP # Asset Disposal Transaction and Asset Number
Occurs when an asset is disposed and subsequently posted in the FA program Dispose an Asset.
FAT # Asset Transfer Transaction and Asset Number
Occurs when an asset is transferred and subsequently posted in the FA program Transfer an Asset.
General Journal/User Defined Journal
Income
Summary GL Year End Closing Expense/Revenue Transaction
Occurs when the GL year end utility has been performed to net out the previous year’s revenues and expenses with the difference applied to the user defined retained earnings account. Each revenue and expense account will display this transaction type as found in the accounting utility menu as GL Year End Procedure.
Year
Closing GL Year End Closing Income Summary Transaction
Occurs when the GL year end utility has been performed which creates the prior year’s retained earnings as found in the accounting utility menu as GL Year End Procedure.
General Ledger
Date
Summary Compressed GL Transactions by Date
Occurs when the Compress GL Transactions program has been performed to compress GL transactions using the Date option as found in the accounting utilities program.
Period
Summary Compressed GL Transactions by Period
Occurs when the Compress GL Transactions program has been performed to compress GL transactions using the Period option as found in the accounting utilities menu.
Allocation
Summary Occurs when an account is set up as D type (Allocation) in the Chart of Accounts.
Payroll Distribution Journal
PR Compressed PR Journal Transactions
Occurs at data entry, before posting the payroll journal to the GL while stating Yes to Compress Journal Before Posting.
PR # PR Number
Occurs when payroll has been generated, checks printed, and posted as found in the payroll program Payroll Processing using Transaction Print/Post.
PR [DIST DATE]
Payroll Transaction and Date
Occurs when the payroll has been generated, checks printed and posted, as found in the payroll program Payroll Processing using Transaction Print/Post.
Customer Order Distribution Journal
CO Compressed CO Journal Transactions
Occurs at data entry, before posting the Order Entry journal to the GL while stating Yes to Compress Journal Before Posting.
INV CRT # Customer Order Return and Order/Line Number
Occurs when there has been a return against a previously shipped Customer Order in the Order Entry program Ship Transaction using the Manual Ship/Return option
INV CSH # Customer Order Shipment and Order/Line Number
Occurs when there has been a shipment against a Customer order in the order entry program Ship Transaction.
Inventory Control Distribution Journal
IC Compressed IC Journal Transactions
Occurs at data entry, before posting the INV journal to the GL while stating Yes to Compress journal before posting.
INV ACTC Inventory Update
Occurs when there has been an update or change to the inventory account used previously
to track the costs of the quantity on-hand to the GL. The change occurs in the inventory
program Stock Loc.
INV ADJ Inventory Adjustment
Occurs when there has been an adjustment to the quantity on-hand in the inventory program Adjust found in the Qty commands for Item stockroom locations.
INV CC-A Cycle Count Adjustment
Occurs when there is a different quantity entered in the Enter Cycle Count Qty versus the
cut-off quantity and then posted in the inventory cycle counting program Post Qty.
INV CHGM Change Item Cost Method
Occurs when the cost method in Item Maintenance has been changed which would revalue the inventory currently on-hand (i.e. from Specific to Average as found in Item Maintenance).
INV MISU Inventory Miscellaneous Issue
Occurs when there has been a miscellaneous issue from Inventory on-hand as found in the Inventory program Stock Loc using the Qty Commands for 1 Misc. Issue.
INV MOVE Inventory Move
Occurs when an Inventory quantity is moved from one location to another where the new location has a higher specific cost or has a different GL inventory account than the prior location as found in the Inventory program Stock Loc using the Qty Commands for Move.
INV MRCP Inventory Miscellaneous Receipt
Occurs when an inventory quantity is moved from one location to another where the new location has a higher specific cost or has a different GL inventory account than the prior location as found in the inventory program Stock Loc using the Qty Commands for Move.
INV PI-A Physical Inventory Adjustment
Occurs when the quantity posted in the physical inventory program is different from the quantity that was originally generated as found in the inventory utilities program Physical Inventory using the Financial/Inventory Posting.
INV SADJ Stack Adjustment
Occurs when the Manual LIFO/FIFO Adjustment utility has been run and has created a transaction to offset an incorrect entry of an issue or receipt.
INV STDC Inventory Roll Current to Standard Cost
Occurs when:
(1) The system has been set for standard costing in the system parameters.
(2) The inventory utility Roll Current cost to Standard Cost has been used to change the standard unit cost in Item Maintenance.
INV TADJ Multi-Warehouse Transfer Loss
Occurs when the inventory warehouse program Transfer Loss has been performed to enter a list or partially lost transfer order. Basically (qty shipped > qty received) as found in the inventory program Stock Loc using Transfers for Transfer Loss.
INV TMOV Multi-Warehouse Transfer between Warehouses
Occurs when performing a warehouse transfer of material where the GL account number of the new stocking location differs from the old stocking location as found in the inventory program Stock Loc using Transfers.
INV SMOV Multi-Site Transfer Order
Occurs when when your Site parameter “Posting Method” is set to “Intra-Entity”
INV DMOV Multi-Site Transfer Order
Here’s what I’ve figure out by looking at the code (I couldn’t find anything in the design document).
For either one of these references, you must be performing a Multi-Site Transfer Order (From Site not equal to To Site).
The journal transaction will appear in the To Site’s database.
The journal transaction is created at Receiving time when FOB Site = To Site.
The journal transaction is created at Shipping time when FOB Site = From Site.
The journal transaction will contain “INV SMOV”.
If it is set to “Inter-Entity”, then the reference will be “INV DMOV”.
Shop Floor Distribution Journal
SF Compressed SF Journal Transactions
Occurs at data entry, before posting the Shop Floor journal to the GL while stating Yes to Compress Journal Before Posting.
INV JADJ # Job BOM Cost Roll Up and Job Order Number
Occurs when an Item using specific cost method:
(1) has been Xref from a PO to a Job.
(2) has been received/issued to the Job.
(3) has the PO vouchered at a different cost than it was received.
(4) performs the Job Definition utility ‘Job BOM Cost Roll Up’ while changing the flag labeled ‘Update ‘P’ Ref Matl Actual Cost’ to ‘Yes’.
INV JBF # Job Order Back Flush and Job Order Number
Occurs when an Item has been flagged as Backflush Item: Yes on screen two, then entered as a Job BOM. The Material is automatically issued based on the quantity completed when the Operation or Job is shown as complete.
INV JCLS # Job Order Other WIP Variance and Job Order Number
Occurs when:
(1) The system has been set for standard costing in the system parameters.
(2) The Job in question has been completed.
(3) There has been variance between the standard cost and the actual cost found in the Job Definition program.
INV JFIN Job Order Finish and Job Order Number
Occurs when an Item has been partially completed on a Job and has been moved to Inventory without completing the Job found in the Job Definition program Job Transaction.
INV JFMO Order Fixed Material Overhead and Job Order Number
INV JMOV # Job Order Overhead Variance and Job Order Number
Occurs when:
(1) The system has been set for standard costing in the system parameters.
(2) The Item found in the Job BOM in which material overhead is being applied has had an update to the standard unit cost after the Job was created.
(3) The material is issued using the new standard cost found in the Job Definition program Material Transaction.
INV JMUV # Job Order Material Usage Variance and Job Order Number
Occurs when:
(1) The system has been set for standard costing in the system parameters.
(2) The material actually issued to the Job is greater or less than the standard quantity required.
(3) The Job in question has been completed as found in the Job Definition program.
INV JOB # Job Order Other Issue and Job Order Number
Occurs when an Item is issued to a Job that has a material type of Other as found in the Job Definition program Matl Transaction.
INV JOI# Job Order Material, Tool, Fixture, Issue, and Job Order Number
Occurs when an Item is issued to a Job that has a material type of Material, Fixture, Tool as found in the Job definition program, Material Transaction.
INV JOL # Job Order Labor and Job Order Number
Occurs when a Job labor transaction has been posted to a Job as found in the Job Definition program Job Transaction.
INV JRWK # Job Order Return for Rework and Job Order Number
Occurs when:
(1) The system has been set for actual costing in the system parameters.
(2) An Item that was previously produced and moved to Inventory is returned back to the originating Job through the Job Definition program Job Transaction.
INV JVMO # Job Order Variable Material Overhead and Job Order Number
Occurs when:
The shop floor control parameter labeled Ovhd Basis has been either set to M (material).
(2) The Variable Material Ovhd Rate in the product code file has been set to a value > 0 for those Items found on a Job BOM.
(3) The BOM Items have been issued to the Job found in the Job Definition program Material Transaction.
INV JWIP # Job Order WIP Account Change and Job Order Number
Occurs when a Job order’s WIP account has been changed after costs have been posted to the Job found in the Job Definition program.
Project Control Distribution Journal
PRJ MTL Project Resource Transaction
Occurs when a Project Resource transaction is performed.
PRJ ADJ Project Adjustment Transaction
Occurs when an Adjustment transaction is performed.
PRJ LBR Project Labor Transaction
Occurs when a Project Labor transaction is performed.
JCLS PRJ Project’s Job Order Other WIP Variances
Occurs when a job is cross referenced to a project and is closed with WIP variances.
JFIN PRJ Project’s Job Order Finish
Occurs when a job is cross referenced to a project and an item has been partially completed on a job and has been moved to Inventory without completing the job found in the Job Definition program Job Transaction.
JOL PRJ Project’s Job Order Labor
Occurs when a job is cross referenced to a project and a job labor transaction has been posted to a job as found in the Job Definition program Job Transaction.
JOM PRJ Project’s Job Order Material
Occurs when a job is cross referenced to a project and a job material transaction has been posted to a job as found in the Job Definition program Job Transaction.
JMUV PRJ Project’s Job Order Material Usage Variances
Occurs when a job is cross referenced to a project; the system has been set for standard costing in the system parameters; the material actually issued to the job is greater than or less than the standard quantity required; and the job in question has been completed as found in the Job Definition program.
JFMO PRJ Project’s Job Order Fixed Material Overhead Variances
JVMO PRJ Project’s Job Order Variable Material Overhead Variances
Occurs when a job is cross referenced to a project; the shop floor control parameter labeled Ovhd Basis contains at least M (material); the Variable Matl Ovhd Rate in the product code file has been set to a value greater than zero for those items found on a Job BOM; and the BOM items have been issued to the job found in the Job Definition Program Matl Transaction.
Purchase Order Distribution Journal
PO Compressed PO Journal Transactions
Occurs at data entry, before posting the Purchasing journal to the GL while stating Yes to Compress Journal Before Posting.
INV P-CL # PO Status Change and PO/Line Number
Occurs when a Purchase Order Line Item or the entire Purchase Order is closed where there is a cost difference between what the received Line Item cost versus what it was originally billed within the vouchering process, as found in the Purchase Order programs Items.
INV PIV # PO Status Change and PO/Line Number
Occurs when a Purchase Order Line Item or the entire Purchase Order is closed where there is a cost difference between the received Line Item cost versus what it was originally billed within the vouchering process, as found in the Purchase Order program Items. Any previously existing journal references may display the reference INVP-CL#. All new transactions will use INV-PIV.
INV PNI # PO for Non-Inventory Item and PO/Line Number
Occurs when a non-inventory Item is received against a Purchase Order Line Item, as found in the Purchasing program Enter Receiving Transaction.
INV PRCV # PO Receipt and PO/Line Number
Occurs when an Inventory Item is received against a Purchase Order Line Item as found in the Purchasing program Enter Receiving.
INVPRTN # PO Return and PO/Line Number
Occurs when a previously received Inventory Item on a Purchase Order Line Item is returned, as found in the Purchasing program Enter Receiving Transaction.
Work Center Distribution Journal
WCM # Work Center Material
Occurs when Actual Materials are posted either when there is a manual issue via the Work Center Materials Transaction screen or when Backflushing occurs for a Production Schedule or JIT Production as a result of posting transactions the Production Schedule Quantity Transaction screen or JIT Transaction screen and this represents the component costs of material from Split WIP.
WCL # Work Center Labor
Occurs when Actual Materials Labor hours are posted either when here is a manual issue via the Work Center Labor Transaction screen or when Backflushing occurs for a Production Schedule or JIT Production as a result of posting transactions the Production Schedule Quantity Transaction screen or JIT Transaction screen or component costs of material from Split WIP.
WCFO # Work Center Fixed Overhead
Occurs when Material, Labor or Machine Fixed Overhead costs are posted either when here is a manual issue via the Work Center Labor Transaction screen or when Backflushing occurs for a Production Schedule or JIT Production as a result of posting transactions the Production Schedule Quantity Transaction screen or JIT Transaction screen or component costs of material from Split WIP.
WCVO # Work Center Variable Overhead
Occurs when Material, Labor or Machine Variable Overhead costs are posted either when here is a manual issue via the Work Center Labor Transaction screen or when Backflushing occurs for a Production Schedule or JIT Production as a result of posting transactions the Production Schedule Quantity Transaction screen or JIT Transaction screen or component costs of material from Split WIP.
WCO # Work Center Outside Labor
Occurs when Actual Materials Labor hours are posted either when here is a manual issue via the Work Center Labor Transaction screen or when Backflushing occurs for a Production Schedule or JIT Production as a result of posting transactions the Production Schedule Quantity Transaction screen or JIT Transaction screen. These transactions are for Outside Work Centers or component costs of material from Split WIP.
WCI # Work Center Inventory
Occurs when issuing materials from inventory for Production Schedule Complete transactions or JIT Production.
WFIN # Work Center Finished Goods
Occurs when Finished Goods are received into inventory from a Work Center.
The End User Type allows you to assign G/L Accounts, specific to a type of customer and provide an additional reporting functionality. You have the ability to use Unit Codes 3 and or 4 to identify different categories. For example, Unit Code 3 can be used to break out Sales separately, 1000 could represent Domestic, and 2000 could represent International.
The use of End User Types will provide additional sales information to the ledger. You will be able to see not just sales of a product type but sales of a product type to a customer type.
This screen will add End User Type and define what account numbers are to be used for reporting purposes.
To Define End User Type:
End User Type: Create a code to represent this end user – 6 alpha/numeric positions. (i.e.Intl)
Description: Full definition of end user type – 15 alpha/numeric positions.
Enter the G/L Account numbers that applies for each category. Typical implementations will use the default accounts for Accounts Receivable, Sales, and COGS.
Enter the appropriate Unit Code in unit code 3 or 4
Note: Unit Code 2 is to remain blank on this screen. Leaving UC2 blank will allow SyteLine to use the default Unit Code 2 extension as defined in Distribution Accounts for the product being sold.
To Update Customer Master File with End User Type:
Distribution Accounts
Sales of a product in the FG-100 product code to a customer in the DSTRB end user type category would result in GL trx that looked like this:
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