Accounting I & Accounting II

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1 Accounting I & Accounting II 2011 User Conference Convergence: Better Together Configuring the Tigerpaw Accounting Interface The Configure Accounting dialog box is one of the main areas setup in Tigerpaw to record accounting transactions. The following information highlights some of the fields (by tab) that are needed most and that seem to generate the most questions from Tigerpaw users. General information tab: A. Batch File Path: This is the destination directory on your computer or network where the accounting batch files are saved. B. Accounting Date to Use: This determines the date that is assigned to the accounting transactions that are recorded. The choices for this field are Posting Date and Invoice Date. C. Accounting Link: This is where you select the format for the accounting transactions that are recorded. D. Cost Method: This determines how the costs on the Material items in the price book are calculated. (Labor items and Special items always use the Standard Cost values listed.) The choices for this

2 field are Average, FIFO, LIFO, and Standard. (If you are not sure what cost method to use, you should consult with the accounting decision maker for your organization or your accountant.) E. Accounting Batch Feeds: These fields determine the type of accounting transactions recorded in your database. No accounting transactions are recorded when a checkbox is not selected. You may not use all of the feeds depending on what transaction information you are capturing. System G/L Accounts and Codes tab: The System G/L Accounts and Codes tab is where many of the additional transaction types are configured. The tab is broken down into three sections: G/L Distribution Codes, Receivables G/L Accounts, and Payables G/L Accounts. The following information explains each field by section. In each case, an example of the GL Account(s) to use is given. This is merely an example. There may be other accounts or combination of accounts used, depending on how your general ledger is setup. Consult your accounting decision maker and/or accountant, if you are unsure about the GL account(s) to use. G/L Distribution Codes section A. Trade Discount: This is the discount entered on a quote and/or a service order that is ultimately displayed on the invoice. Example: Debit: Accounts Receivable / Credit: a Revenue account for discounts

3 B. Deposit: This determines the date that is assigned to the accounting transactions that are recorded. The choices for this field are Posting Date and Invoice Date. Example: Debit: an Asset account such as Undeposited Funds / Credit: a Liability account for customer deposits C. Billed Freight Charges: The shipping charges you bill to your customers. Example: Debit: Accounts Receivable / Credit: a Cost of Sales account for customer shipping charges D. Trade-In: An amount entered in the Trade-In field on a service order that is related to some type of equipment (normally used) that the customer has given you in exchange for a reduction in the original sale price. Example: Debit: an Asset account for trade-in equipment / Credit: a Liability account for trade-in receipts E. Repair: This is for the purchase of a repair service from a vendor on a PO (specifically, when the box on an item labeled This is a repair, not an item order is selected). Example: Debit: an Expense account for vendor repairs / Credit: a Liability account for vendor repair purchases F. Vendor Return Gain/Loss: This is used when you return an item to a vendor for credit, and the amount you are credited is higher or lower than the original cost of the item(s) returned. Example: Debit: a Liability account for purchases / Credit: an Inventory Asset account G. Inventory Gain: Used when doing an inventory adjustment and the cost or quantity of an item in your inventory is increased. Example: Debit: an Inventory Asset account / Credit: a Cost of Sales account for inventory gains and losses H. Inventory Loss: Used when doing an inventory adjustment and the cost or quantity of an item in your inventory is decreased. Example: Debit: a Cost of Sales account for inventory gains and losses / Credit: an Inventory Asset account I. Restocking Fee: Charged to a customer as a handling fee when they return an item that they purchased from you previously. Example: Debit: Accounts Receivable / Credit: a Revenue account for restocking fees J. Price Credit: Used when a credit memo is issued to a customer for a price adjustment. Example: Debit: a Revenue account for price adjustments / Credit: Accounts Receivable K. Contract Billing: The default GL Code used to record the revenue received on maintenance contracts. Example: Debit: Accounts Receivable / Credit: a Liability account for the deferred revenue of maintenance contracts L. RMA Cost Differential: Used when you send an item (or items) in for an RMA and you are charged an additional amount of money during the process such as a handling fee or restocking fee. Example: Debit: Accounts Receivable / Credit: an Expense account for RMA variance

4 M. Default G/L Receipts Code: This is the default GL Code assigned to new price book items you create that determines how the item is recorded in the GL Batch when it is purchased. This should only be used if you are using the GL Batch to record your purchasing transactions. (See the additional hand-out labeled, How Purchasing Transactions are Recorded in Tigerpaw) Example: Debit: an Inventory Asset account / Credit: a Liability holding account for purchases shipping charges N. Progressive Invoice Cost: Records the deferred cost of goods sold when using progressive invoicing. Example: Debit: an Asset account for deferred costs / Credit: an Asset account for work-inprogress O. Progressive Invoice Revenue: Records the deferred revenue involved when using progressive invoicing. Example: Debit: Accounts Receivable / Credit: a Liability account for deferred revenue on work-inprogress Receivables G/L Accounts section P. A/R Acct Dept: Your Accounts Receivable general ledger account/department. Example(s): Accounts Receivable Q. A/R Payment Acct Dept: The account used to record customer payments. Example(s): Undeposited Funds, Cash R. Terms Discount Acct Dept: Used to record the discount a customer receives for paying an invoice early. Example(s): a Terms Discount Revenue account S. Unapplied Pmt. Acct Dept: Used to record any amounts of customer funds that have not been applied to one or more receivables. This gets transferred to the accounting software as an open credit. Example(s): Accounts Receivable Payables G/L Accounts section A. PO Credit Acct Dept: The GL Account used to record purchases, if using the payables batch. (See the additional hand-out labeled, How Purchasing Transactions are Recorded in Tigerpaw) Example(s): Purchase Orders T. PO Receipts Acct Dept: Used to credit the amount of the items that are being received into inventory from a purchase order, if using the payables batch. (See the additional hand-out labeled, How Purchasing Transactions are Recorded in Tigerpaw) Example(s): an Inventory Asset account U. PO Freight Acct Dept: Records the expenses associated with the purchases from your vendors. (See the additional hand-out labeled, How Purchasing Transactions are Recorded in Tigerpaw) Example(s): an Expense account for vendor shipping charges

5 Automatic Payment Processing tab: The Automatic Payment Processing information is new to Tigerpaw with R2 (Revision 2). With R2, Tigerpaw now offers Quick Reference Guides (QRG s) for all of its new features including Automatic Payment Processing. To download all of the latest QRG s available visit the Version 11 Training Resources page on My Tigerpaw: The QRG s can be found in the Quick Reference Guides section of the page.

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