When we look at our Balance Sheet, our Total Inventory dollar value is accurate. However, in our system we have what appears to be system default GL numbers 113000 and 113100, as well as 1200, 1201 and 1220. We would like to consider merging all of these accounts into 1200. Is that an option? Can you advise what GL mapping would have to change? If I merge the accounts and change GL mapping, how will the history on these accounts look?
Good morning,
I checked in with our accounting support team on this, and here was their guidance:
This is the process they can use that is similar to a “merge accounts” situation (and they may want to do this after hours so as not to interfere with production going on during the work day):
first they want to make a ledger entry to adjust the balances in the accounts they want to stop using to “0” on a specific date…once the account balance is zero,
then they go to the account list and a ‘delete’ button will be available on the accounts with “0” balances…clicking delete will prompt them to choose the account they want transactions to move to and then complete delete of each old account(s).
Then they would need to address their GL Transaction Mappings so that system transactions related to Inventory map to the one account they wish to use.
I have screenshots of examples from a neutral environment of Cetec of GL Transaction mappings that would be affected by the consolidation of all the customer’s Inventory accounts to the one #1200. They will want to review what mappings would need to point to #1200 if they are going to delete the other accounts, and do that first prior to deleting the other accounts. The mappings changes will then direct transactions to the remaining account #1200.
The screenshots they would need to use to look at their own GL Transaction Mappings potentially changing are here:
Just let us know if you need further assistance here,
Cetec ERP Support
Accounting support informed me there are some more GL mappings will need to be addressed:
Next two screenshots are both from “Edit External Invoice”:
Edit Internal Invoice mappings screenshots next:
They said those should be the last ones you’d need to look at.
Again, let us know if you need more help here,
Cetec ERP Support
Sherri, In case the screenshots are difficult to read, if you go to Admin>>Config Settings>>GL Transaction Mappings (in the drop down menu), the list of transaction types will appear; you will want to review mappings in the following from that list: External Invoice, Internal Invoice, Inventory Adjustment, Receipt, Shipped Receipt & Warehouse Transfer. Any mapping that is currently pointing to an Inventory account you plan to delete will have to be changed to point to the one remaining #1200 Inventory account you plan to keep. Also, check if the mapping for Vendor Unapplied Cash is mapped to a Pre-Paid Inventory account that you want to delete. If so, you will need to set up a GL Account in Other Asset section to map Vendor Unapplied Cash for Pre-Paid Inventory that is not in the Inventory section…should be separate from #1200 Inventory GL account.
Let us know if you need further assistance with this.
Best,
CETEC ERP Customer Support
Wow, great information! Thank you for the response. Is it possible for you to reupload the screenshots? They are dead links, do not load at all, and they sound like they could be helpful through this process.
Hello Sherri…so sorry for delayed reply…ended up being out sick on Friday. I can certainly try to upload some better screenshots…I’ll start with a couple and let you reply if those are better/usable. I will check on this tomorrow (Monday, 8/28/23) to see if you have replied as to the quality before sending the rest.
Best,
CETEC ERP Customer Support
Sherri, I realize now that you perhaps were interested in hyperlinks from your companies’ production rather than the screenshots which don’t have hyperlink qualities. I will follow up with you on this today.
Best,
CETEC ERP Customer Support
Sherri,
From the list of transaction types in the GL Transaction Mappings, the first, External Invoice appears here in your production environment: Cetec ERP
Any transaction type descriptions that have a suggested ‘Inventory’ account setting will need to be set to the #1200 Inventory account you all plan to use going forward. You will want to change any account setting pointing to an Inventory account you all plan to delete.
Let me know if this link is what you were hoping to see in terms of direction and I will follow up with the remaining transaction types that have Inventory settings to be addressed.
Best,
CETEC ERP Customer Support
I can’t see the screenshots at all and thought they sounded helpful, but I believe having seen where the hyperlink takes me and having the following list: External Invoice, Internal Invoice, Inventory Adjustment, Receipt, Shipped Receipt & Warehouse Transfer - that I have the information and understanding to make the needed changes. Thank you!
Okay great! thanks for letting us know, and certainly get back to us if you need anything else!
CETEC ERP Customer Support