Post AR Invoice to different GL account based off product group code

Hey,

The accounting people would like to have the AR invoices automatically post to different GL accounts based off the product group code. What would be the best way to do this?

Use ProdGroup GL Controls.

I’m not familiar with the financial parts of Epicor, what section of the help documents should I be looking at to figure out how to make a GL control? Or examples…

  1. Launch Prod Group maintenance and load the PG you need the GL Control for

  2. Select File -> New -> GL Control

  3. On the GL Control \ Detail tab, Search for Type Product Group (or type the words “Product Group” in for the Type)

  4. Right Click in the Control Field and select Open with … -> GL Control Entry
    image

  5. Enter a code for this GL Control. (I use the ProdCode prefixed with “PG-”) and a Description
    image

  6. Select the Account \ List tab

  7. Enter the GL accounts to use for the various contexts. (I’m guessing you want SALES)
    image

  8. Save and Close GL Control Maintenance

  9. Back in product Group Maint, serach for the GL Control you just created.

  10. Save the PG

That’s it.

Now any time that PG is referenced by a transaction that would create SALES, the GL account in the GL Control will overrie the system default.

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Ah, but the account context they want isn’t on there. They want the AR context…

EDIT: The following, while correct by itself, is not related to the OP’s issue. The OP was interested in AR Clearing not AR Invoicing

Sales is the main Context used for AR posting.

Get your hands on the document “Epicor ERP Accounts Receivable - Transaction Hierarchy”

Here’s a page from it:

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Oh, she made it sound like it posts into Sales and some “AR clearing account” or “AR holding account” (can’t remember the exact name) and she wanted to override the GL account for the clearing/holding account and not the sales one.

You are saying they are one and the same?

There is a AR Clearing account. It holds costs from shipments, that haven’t been billed yet.

That one might not be able to be PG group specific.

From the doc: “Inventory Transactions - Technical Reference Guide”

  • Use AR Clearing Account – Select this option when you want shipments to post from WIP to AR Clearing instead of from WIP to COS. When you invoice the shipment, the AR invoice transaction generates. However, an additional inventory transaction moves the financial amount from the AR Clearing account to the COS account. Both of these inventory transactions, WIP-AR Clearing and AR Clearing - COS, post during the Capture COS/WIP process.
    The Use AR Clearing Account check box is located on the Modules > Finance > Accounts Receivable >
    General sheet.

The GL Control Type “Inventory COS and WIP” has an override for AR Clearing:

image

But I don’t know if that can be attached to the Product Group.

the ACCTS RECV Account comes from the COMPANY AR GLC, or CUSTOMER AR GLC
NOT from the PRODUCT group
NOTE - ACCTS RECV is NOT SALES

IMO - to do (AR by PROD GOUP) you would need a posting rule change - and base it on the invoice line - and account for all other NON-product AR.
Although I don’t know WHY you would do that - (split the AR by product) in the first place

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I think we are treating different product lines as if they belonged to different companies. I know my pay is divided between different GL accounts…

How hard is it to change the posting rules? Is that prone to breaking during updates?

Posting rules aren’t EASY to change - but it’s not rocket science .
The syntax is specific to posting rules - and TESTING is KEY!
Unfortunately I’ve never found any real good documentation
I expect the posting rule tech guide is the best you can get

Upgrades are NOT a problem , for minor upgrades I don’t believe any action is necessary
ONLY for major upgrade installs where posting rules are rolled out - action is required
You save off your custom rules - and load them back in

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As @amaragni pointed out, why would you want to use different GL accounts for the AR Clearing?

Here’s a basic flow if AR Clearing is enabled:

  1. Issue parts to job - creates STK-MTL part trans.
    1.1 These CR Inventory, and DB WIP
  2. Ship Job to Customer - creates MFG-CUS part trans.
    2.1 These CR WIP, and DB AR Clearing
  3. Invoice shipment - No part trans.
    3.1 This creates GL trans that CR AR Clearing, DB COS
    3.2 The COS acct can be overridden based on the invoice lines Product Group and the PG’s associated GL Controls(if any)

(there’s a 50/50 chance I got all the CR’s and DB’s backwards. I’m dyslexic when it comes to accounting credits and debits)

Well, I’m just a dumb engineer and not an accountant, so I may have got confused on what was actually needed. But if I understand correctly we are basically trying to emulate a multi-company setup without paying for the multi-company module…

Apparently some time in the past we had a consultant who had it set up the way she wanted, with different product lines being posted to different GL accounts instead of the main AR account. But that broke at some point, and the next consultant made a different (worse) solution that involves copying BAQ results to excel an manually processing them to remove duplicates, and then filter by product line… usually takes a few hours.

If that makes no sense I can go back and ask about it again, but I am on vacation right now.

The main thing we need to clear up is what what you want to go where.

“AR” is a little ambiguous. AR clearing temporarily holds the Cost Of Sales of shipments that haven’t yet been invoiced.

Since you used the words ‘invoice’ and ‘posting’ in the thread title, I assumed you meant during invoice posting. Which moves COS from the AR Clearing to the COS acct (or one dictated by the Prod Grp’s GL control)

In this case, do what Calvin suggested but with the GL Controls on the Customer.

Mark W.

I finally got around to making custom posting rules - they seem happy with it. Thanks for pointing me in the right direction.

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This could be done through setting up different GL Control Codes for different product groups. There is no need for custom posting rules.

Vinay Kamboj

Its not the correct context, I checked.

@Evan_Purdy, do you mind sharing what your custom posting rule looks like? Thanks!