Title/task or Concept: Accounting System Settings Miscellaneous Settings

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1 Title/task or Concept: ing System Settings Miscellaneous Settings Module: ing Audience: In order to perform this task the student should be have a basic knowledge in ing as well as Parts, Service and Unit Sales modules. Introduction/background/scenario: This is a primary set up function for the successful functioning of the automated ing in Dealervu. The system uses these settings as a last resort if no G/L pointers are setup within the other modules in Dealervu. What s in it for me? : We need to understand which default General Ledger s are updated throughout the system as well as which General Ledger s are used when no s are setup at module level. Eg Customer or Vendor Control Accts. Goals/objective: You will learn how to setup these default setting by pointing them to the correct General Ledger. Here s how: 1. Select System Settings>ing>Miscellaneous Settings 2. Choose the General Tab and setup all the General Settings 3. Choose the Unit Sales Tab and setup all Unit related Settings Note All settings displaying an asterisk have to point to a General Ledger. Detailed Explanations follow on the next page. What can go wrong & what can you do about it? : We can point the settings to an incorrect General Ledger resulting in Incorrect Financial Reporting. We would then need to enter the correct General Ledger and post adjustments from the incorrect to the correct. Dealer Vu lesson Misc ing System Settings Page 1 of 61

2 Explanation of Miscellaneous Settings General ing Settings Comments Module AR Contra Offset GL Default Accrued Purchase Order Offset GL Default AR Contra Offset GL Default Benchmark Method Default Check Used in Bank Transactions Other Current Liability to clear AR and AP Contras Other Current Liability to accrue pooled purchase order receipts Other Current Liability to clear AR and AP Contras Method used for Benchmarking. E.g. HDV for Harley Davidson Current Bank s Receivable - New A/R contra payment Parts Purchase Orders s Receivable - New A/R contra payment ing - Benchmarking ing * Default Core Inventory Adjustment Offset GL Expense used for Parts inventory adjustments - E.g. Inventory Write-offs * Default Customer GL Customer s Receivable control Parts Inventory ing * Default Daily Book Non Invoice Cash In GL used for miscellaneous cash in when no invoice is processed Service and parts tills * Default Daily Book Non Invoice Cash Out GL used for miscellaneous cash out when no invoice is processed - Eg Lunch, Gas * Default Daily Book Over/Under GL Expense to track till cash overages or shortages * Default GL for Un-deposited Funds used to for all cash receipts - gets cleared out through the daily book. Service and parts tills Service and parts tills Daily Book * Default Internal Part Sales Receivable GL * Default Internal Service Order Receivable Internal s Receivable Control for internal part sales Internal s Receivable Control for internal service sales ing ing * Default Vendor Payable GL Vendor s Payable Control * Default Vendor Receivable GL Vendor s Receivable Control ing ing * Default Labour Applied to Costed Service Invoices Labour cost offset Service / ing * Default License Fee GL License fee income Unit Sales * Default Part Inventory Adjustment Offset GL Expense used for Parts inventory adjustments - E.g. Inventory Write offs * Default Part Sales Receivable GL Customer s Receivable control * Default PO Core GL Parts and Accessories Inventory Parts Inventory ing ing > s Payable New Invoice Dealer Vu lesson Misc ing System Settings Page 2 of 62

3 * Default PO Discount Credit Adjustment GL Volume discounts - Cost of goods sold OR sundry income * Default PO Discount GL Early Payment Discount - Cost of goods sold OR sundry income ing > s Payable New Invoice > Credits > Discount ing > s Payable New Payment > Discount * Default PO Handling Charges Credit Adjustment GL Cost of goods sold - Freight In ing > s Payable New Invoice > Credits > Special order handling * Default PO Hazard/Waste Fee GL Cost of goods sold - other costs ing > s Payable New Invoice > Misc Charges > Hazardous Waste * Default PO Misc Charges Credit Adjustment GL Cost of goods sold - Freight In ing > s Payable New Invoice > Credits > Misc Charges * Default PO Misc Charges GL Cost of goods sold - Freight In ing > s Payable New Invoice > Misc Charges > Misc Charges * Default PO Misc Item GL Cost of goods sold - other costs ing > s Payable New Invoice * Default PO Part GL Parts and Accessories Inventory ing > s Payable New Invoice * Default PO Shipping Charges Credit Adjustment GL Cost of goods sold - Freight In ing > s Payable New Invoice > Credits > Shipping Charges * Default PO Shipping Charges GL Cost of goods sold - Freight In ing > s Payable New Invoice > Shipping charges * Default PO Special Handling Charges GL Cost of goods sold - Freight In ing > s Payable New Invoice > Misc Charges > Special Order Handling * Default PO Sublet GL Cost of goods sold - Sublet ing > s Payable New Invoice * Default PO Supply Charges Credit Adjustment GL Expense - Shop Supplies ing > s Payable New Invoice > Credits > Supply Charges * Default PO Supply Charges GL Expense - Shop Supplies ing > s Payable New Invoice > Supply Charges * Default PO Tax Credit Adjustment GL Current Liability - GST Paid (ITC Credits) * Default PO Tax GL Current Liability - GST Paid (ITC Credits) ing > s Payable New Invoice > Credits > Tax ing > s Payable New Invoice > Tax Group * Default Service Order Receivable GL Customer s Receivable control * Default Sublet Payable Clearing GL Other Current Liability - Sublet Payable * Default System Parts Sales Receivable Customer s Receivable control * Default System Order Receivable Customer s Receivable control * Default System Vendor Payable GL Vendor s Payable Control * Default System Vendor Receivable GL Customer s Receivable control * Default Tax GL Other Current Liability - PST Payable Dealer Vu lesson Misc ing System Settings Page 3 of 63

4 * Default Vendor Payable GL Vendor s Payable Control * Default Receivable GL Customer s Receivable control * Default Warranty Invoice Receivable GL Last Period Closed Date s Receivable Claims Receivable Enter the last processing cutoff date * Opening Balance Offset GL Other Asset - Conversion * Part Sales Deposit GL Other Current Liabilities - Customer Deposits Parts and Service * Service Order Deposit GL Other Current Liabilities - Customer Deposits Parts and Service Use Customer Transaction Type Use Internal Customer Transaction Type "Check" to use the Customer assigned Transaction type "Check" to use the Internal Customer assigned Transaction type Unit Sales ing Settings * Consignment Unit Sales Revenue GL Consignment Sales Unit Sales > Unit Default Accrued Open Deal Service Order Offset GL * Default Consignment Cost of Goods Sold GL Service order estimate when posting a unit deal with an outstanding work order Consignment Cost of Sales Internal Service Orders Unit Sales > Unit * Default Consignment Payable GL Consignment payout Unit Sales > Unit * Default Disability Insurance Cost of Goods Sold GL * Default Disability Insurance Payable GL F&I Cost of Sales - Insurance F&I Payable - Insurance Unit Sales > F&I Insurance Unit Sales > F&I Insurance * Default Disability Insurance Sales GL F&I Sales - Insurance Unit Sales > F&I Insurance * Default GL for Un-deposited Unit Sales Deposit * Default Internal Unit Sales Receivable GL * Default Life Insurance Cost of Goods Sold GL used for all Unit Receipts - gets cleared out through the daily book. Internal s Receivable Control for internal unit sales F&I Cost of Sales - Insurance Unit Sales > Unit > Agreed down payment Unit Sales > F&I Insurance * Default Life Insurance Payable GL F&I Payable - Insurance Unit Sales > F&I Insurance * Default Life Insurance Sales GL F&I Sales - Insurance Unit Sales > F&I Insurance Dealer Vu lesson Misc ing System Settings Page 4 of 64

5 * Default Pending Deal Unit Trade Credit GL Default Unit Cost Adjustment GL Accrued Trade in - Offset for a stocked trade on a deal not yet posted Expense used for Unit inventory adjustments - E.g. Inventory Unit Sales > Trades Unit Inventory > Cost adjustment Write-offs or add-ons * Default Unit PO Discount GL Cost of sales early payment discounts ing > s Payable New Payment > Discount * Default Unit PO Hazard/Waste Fee GL Cost of Sales - Other Unit Costs * Default Unit PO Misc Charges GL Cost of Sales - Other Unit Costs Unit Purchase Orders > New Vendor Invoice > Other Charges * Default Unit PO Shipping Charges GL Cost of Sales - Shipping and Handling Costs * Default Unit PO Special Handling Charges GL Cost of Sales - Shipping and Handling Costs * Default Unit PO Supply Charges GL Cost of Sales - Other Unit Costs * Default Unit Sales Doc Fee GL F&I Sales - Other Unit Sales > Unit > Doc Fee * Default Unit Sales GL New Unit Sales * Default Unit Sales GL for Used Units Used Unit Sales * Default Unit Sales Misc Cost of Goods Sold GL Cost of Sales - Other Unit Costs * Default Unit Sales Participation GL F&I Sales - Participation fees Unit Sales > F&I Participation fee (Cntrl H) * Default Unit Sales Participation Receivable GL s Receivable - F&I Participation Fee Unit Sales > F&I Participation fee (Cntrl H) * Default Unit Sales Receivable GL s Receivable - Finance Contracts in Transit Posted Unit Sales Contract * Default Unit Sales Third party Option GL * Default Unit Sales Warranty Cost of Goods Sold GL F&I Sales - Other F&I Cost of Sales - ESP Unit sales > Units > Warranty * Default Unit Sales Warranty GL F&I Sales - ESP Unit sales > Units > Warranty * Default Unit Sales Warranty Payable GL * Default Unit Trade In Allowance Over/Short GL F&I Payable- ESP Unit Sales - Other Revenue Unit sales > Units > Warranty * Lien Payoff Holding GL F&I Payable - Lien Payouts Units > Trades > Value Post All Unit PO Charges to Unit Inventory GL Post Cost of Goods Sold On consignment GL Yes or No Yes or No Dealer Vu lesson Misc ing System Settings Page 5 of 65

6 * Unit Sales Deposit GL Other Current Liabilities - Customer Deposits Units Unit Sales > Unit > Agreed downpayment * Unit Sales Payments should be registered in the assigned Cash Drawer Yes or No Dealer Vu lesson Misc ing System Settings Page 6 of 6

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