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Settings
 

Selecting Site and Special Accounts

If your GL account derivation rules use asset or site accounts, you may need to select specific GL accounts or segments for each site.
In addition, you may need to create some accounts to be used for specific purposes. For example, you may need to create a specific Received Not Invoiced (RNI) account. You must select whole account numbers for special accounts.
Tip: For special accounts, you may want to change the General usage policy to either “Available for use with warning” or “Not available”. This allows them to be used for their intended purpose, but not for charging other types of transactions. See **Setting up GL Accounts.

To Select Site and Special Accounts

1.
From the Site window, select the Administration menu and then Accounting Settings. The Accounting Settings dialog appears.
2.
Select the General tab, then the Accounts tab, and enter the following:
Setting Name
Description
Maintenance account or segment
This is the GL account or segment associated with the site. This account or segment can be used when the system derives GL accounts associated with maintenance costs.
If the derivation rules for the enterprise use an asset account or segment, you might want to select an account or segment for each site. For example, enter the site’s account segment if you want the derived account to always begin or end with the same account segment (in this case, do not select segments for individual assets). Or, you can enter a site account segment as a “fail-safe” to be used if an asset account cannot be found when APM searches up the asset hierarchy.
Site account segment for inventory GL account derivation
The GL account segment to use when the regular inventory offset account is overridden on the resource.
Enter a segment here if the Site account segment option is selected in the Resource specific GL account derivation rules (in the enterprise accounting settings). This site account segment will be combined with the resource account segment to derive the inventory offset account number.
Cost adjustment account
The account to use as the offsetting account for maintenance cost adjustments.
Typically, you will use a miscellaneous maintenance cost transaction in any of the following situations:
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The wrong work order task was charged on a group of transactions
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The wrong asset to charge was identified on a work order task, resulting in all of the work order task’s costs being charged to the wrong asset
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The wrong cost type was charged on one or more transactions
Two miscellaneous maintenance cost transactions are entered: a credit and a debit. You can set up the default account to use as the temporary maintenance cost adjustment account. It must be a whole account number.
Holding account for the value of issued serialized units
The Holding Account for Serialized Units is used to hold the value of issued units:
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When a serialized unit is issued, the GL account to charge is set to the Holding Account for Serialized Units account.
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When the serialized unit is returned to inventory, the GL account to credit is set to the Holding Account for Serialized Units account.
The Holding Account for Serialized Units account overrides the account that would normally be derived based on the work order task, asset, and cost type. This account must be a whole account number.
 
Offset account for tools usage transactions
The Offset Account for Tools Usage Transactions is used to hold the value of issued tools as follows:
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When a tool is issued, the GL account to charge is set to the Offset Account for Tools Usage Transactions account.
•
When the tool is returned to inventory, the GL account to credit is set to the Offset Account for Tools Usage Transactions account.
The Offset Account for Tools Usage Transactions account overrides the account that would normally be derived based on the work order task, asset, and cost type. This account must be a whole account number.
3.
To select the special accounts for the site, select the Purchasing Accounts tab. Enter any of the following accounts that you will be using.
Setting Name
Description
RNI Account
The Received Not Invoiced (RNI) account is the name of the account to use as the offsetting account for purchase receipts. The RNI account is used for goods that have been received but have not yet been paid for. When material is received, the cost of the receipt transaction is charged to the GL account identified on the purchase order line, and the offsetting account is the RNI account.
You must select an account that is a whole account number.
Account to use for consignment usage that has not been invoiced
The Consignment Usage Not Invoiced account (CNI), is used as the offset account on consignment issues. This account is similar to the purchasing account Received Not Invoiced (RNI). If necessary, you can use the same account for both purchasing receipts and consignment issues. Simply identify the same account for both uses. You must select a whole GL account number.
AP Account
The Accounts Payable (AP) account is the offsetting account for invoicing entries. A financial system entry is generated to the AP account for each invoice posted in APM. The entry is for the full amount of the invoice. This entry offsets the values charged to the invoice line distribution accounts and the purchasing accrual accounts. This account must be a valid whole GL account number.
Invoice Debit/Credit Balancing Account
The system uses this account to correct small differences in an invoice’s debit and credit entries due to rounding or currency exchange rates. Normally, this account will not be used.
This account is not used when the system automatically balances an invoice using the automatic balancing threshold. Automatic balance differences are entered in the distribution accounts for the invoice lines. This account must be a valid whole GL account number.
4.
Click OK to close the Accounting Info dialog.