Enhanced interface

Define GL accounts for items - Order Entry

One of the differences between Order Entry and Accounts Receivable is how they track sales. Order Entry tracks sales by items, and Accounts Receivable tracks sales by GL account. When you post an Order Entry sales invoice, Sage Intacct creates an AR sales invoice in Accounts Receivable that is linked to the Order Entry sales invoice. The Order Entry item displays as a GL account in the Accounts Receivable invoice. How does this happen?

The answer depends on whether your company is using standard workflows or advanced workflows.

Subscription	Order Entry
Regional availability	All regions
User type	Business
Permissions	Items: Add, Edit, Delete, List, View

Define GL accounts for items in standard workflows

If your company is using standard workflows, the GL accounts to which the item should post are defined directly on the item. Changes made to an item's GL accounts affect transactions posted or edited after the changes are made.

The following table describes the account fields on the item.

Field	Description
Accounts Receivable GL account	The debit account (offset) for this item in a sales transaction. You only need to select an account in this field if you want to override the default Accounts Receivable account defined on the Configure Order Entry page.
Revenue account	The credit account for this item in a sales transaction. This account is not applicable when Item type = Non-Inventory (Purchase only).
Deferred revenue account	The deferred revenue account for this item in a sales transaction. This account is only required if you want to defer revenue for the item. This account is not applicable when Item type = Non-Inventory (Purchase only).

Troubleshoot posting accounts for standard workflows

The following table describes some common posting problems and provides possible solutions.

Problem	Possible solution
Sales are posting to the incorrect sale revenue account	In the Item information page for the applicable item, verify that the Revenue account is correct.
Deferred revenue is posting to the incorrect deferred revenue account	In the Item information page for the applicable item, verify that the Deferred revenue account is correct.
Sales are posting to the incorrect Accounts Receivable account	In the Item information page for the applicable item, verify that the Accounts Receivable GL account is correct. In the Configure Order Entry page, verify that the Accounts Receivable account is correct. The system uses this account if there is no Accounts Receivable GL account defined on the item.

Define GL accounts for items in advanced workflows

If you are using advanced workflows, you'll use item GL groups to categorize items in order to post to the correct GL accounts. Basically, you indicate that an item is a member of a particular item GL group. The item GL group also contains the deferred revenue account to use if the item is set up to defer revenue in the sales transactions. The sales transaction definitions contain mapping information for the item GL group to the applicable accounts receivable and sales revenue accounts. When a sales transaction is created for the item, the system posts to the appropriate accounts. Learn more about item GL groups.

Changes made to an item's item GL group affect transactions posted or edited after the change is made.

Troubleshoot posting accounts for advanced workflow

The following table describes some common posting problems and provides possible solutions.

Problem	Possible solution
Sales are posting to the incorrect sales revenue account	In the Item information page for the applicable item, verify that the item GL group is correct. In the transaction definition, verify that the revenue account for the item GL group in the Posting configuration tab is correct. The sales revenue account is typically the account credited when a sales invoice is posted. The Item GL group, Warehouse, and Customer GL group may be defined together as the criteria set for the account mapping. Ensure that the correct combination exists on the sales transaction in question.
Deferred revenue is posting to the incorrect deferred revenue account	In the applicable item GL group, verify the Deferred revenue account. In the Documents configuration tab of the Configure Order Entry page, verify that the Default deferred revenue account for the applicable transaction definition. The system uses this account if there is no deferred revenue account defined on the item GL group.
Sales are posting to the incorrect Accounts Receivable account	In the Item information page for the applicable item, verify that the item GL group is correct. In the transaction definition, verify that the offset account for the item GL group in the Posting configuration tab is correct and that the Is offset checkbox is selected. The AR account is typically the account debited when a sales invoice is posted. The Item GL group, Warehouse, and Customer GL group may be defined together as the criteria set for the account mapping. Ensure that the correct combination exists on the sales transaction in question.
Inventory and/or COGS are posting to the incorrect Inventory and/or COGS accounts	In the applicable sales invoice transaction definition, verify that the Inventory and/or COGs accounts for the item GL group in the Posting configuration tab are correct. Make sure that the debit and credit accounts correspond to the correct account (typically COGS is the debit account and Inventory is the credit account) The Item GL group, Warehouse, and Customer GL group may be defined together as the criteria set for the account mapping. Ensure that the correct combination exists on the sales transaction in question.