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AccountingWorkflow
March2012
2012OrionDigitalIntegrationInc
AccountingSystemIntegrationSageAccpac
OrionPOSisasoftwareproductthatinteractswiththeAccpacaccountingsystemsinthatitreceivesaccountingdatafromandpushessalesdata
backtotheaccountingsystem.Inaddition,OrionPOShastheuniqueabilitytooptionallyattachinrealtimetotheaccountingsystemsInventory
andAccountsReceivabledatatoreadtimelycustomer,priceandquantityinformation.Todothis,asignificantamountofdataisreadfromthe
accountingsystemautomaticallytoconfigurethePOSandpreparedatatogoback.FollowingisalistofthemodulesinAccpacthatOrionPOScan
readfromandwritedatabackto.
TaxServices
OrionPOSreadsalloftheTaxdatasetupinAccpacandusesittoprocesstransactions.Thereisnoresidenttaxmoduleinthe
AccpacversionofOrionPOS.
BankServices
OrionPOSgeneratesabankdepositentryinbankservicesasapartoftheposttoaccountingfunction.
GeneralLedger
OrionPOSIntegrateswiththeGeneralLedgermoduleofAccpactogetandsetGLaccountinformationthroughoutthesystem.A
significantamountoftheGeneralLedgerIntegrationisdoneautomaticallyduringsetupandongoinguseofOrionPOS.
AccountsReceivable
OrionPOSReceivesAccountReceivablecustomerdatafromtheAccpacAccountsReceivablemoduleandpushesbackInvoice
BatchesandReceiptBatchesasaresultofpostinginformationtotheAccountingSystem.
InventoryControl
OrionPOSusestheInventoryControlmoduleastheprimarylinktotheaccountingsystem.TheInventoryItems,pricelists,
categories,pricinganddiscountstructureareallusedasthebasisfortheaccountingintegrationtoAccpac.
pg.1
SerializedInventory(Optional)
OrionPOScanoptionallyintegratewithAccpacSerializedInventory.OrionPOSwillallowuserstoselectaserialnumberwhen
sellingaserializediteminthePOSandwillhandlereturns,etc,appropriately.
OrderEntry(Optional)
OrionPOShastheabilitytogenerateOrderEntryorders,createrelatedinvoices,creditnotesandreceivepaymentsforprocessing
inOrderEntry,InventoryandAccountsReceivable.ItisimportanttonotethatthesePOStoOrderEntryactivitiesareextensionsof
theOrderEntryprocessesthroughaPOSoperationswindow,asOrderEntryordermanagementremainswiththeOrderEntry
itself.Thismeansthataccountingmanagementoforders,invoices,etc.isbestreviewedwiththereportsavailableinOrderEntry;
POSreportswillonlyprovideaportionoftheorderstatusandperformanceinformation,giventhelimitedinteractionsofthePOS
totheOrderEntrydatabase.
ThereareimportantdifferencesintheaccountingworkflowsthatarisewhenOrionPOSisworkingwiththeOrderEntry.These
differenceswillbeclearlydisclosedforthereader.
AccountsPayable(RequiredwithOrderEntry)
OrionPOSutilizesAccpacAccountsPayablewhenitisintegratedwithAccpacOrderEntry,topayoutrefundedamountsto
customers.
SalesAnalysis(Optional)
OrionPOShastheabilitytopushinvoiceandcreditnotesgeneratedthroughOrionPOStotheAccpacSalesAnalysisSystem.Once
initiatedinthePOSManagementConsole,twoSalesAnalysisdatafileswillbegenerated,whichcanbeimportedintoAccpacSales
Analysis.
pg.2
AccountingIntegrationPostingtoAccountingfromOrionPOS
AfterPOStransactionentryiscompleted(typicallywiththeworkdayend),selectstepsareusuallytakentocloseoutthePOSsessiondata(eg.
changingshifts,printingandreconcilingfundstoactivityreports,etc),readyingthePOSforthePostingtoAccountingfunction.
PostingtoAccountingdeliversthesessionPOStransactiondatatotheaccountingsystemmodules.TheoptionschosenintheAdministrationarea
oftheManagementConsoledetermineifeitherthePosttoAccountingdeliversdatadirectlytotheassociatesAccpacaccountingmodules,orif
PosttoAccountingdeliversdatatoOrderEntry(beforeitpassesitsresultstotheotherAccpacaccountingmodules).ThedecisiontobePosting
DirectlyorPostingThroughOrderEntryimpactsupontheaccountingflowsofthePOSdata.
AccountingIntegrationchoicescanbeedited(orviewed)intheOrionManagementConsole,Administration,AccountingIntegrationmenu,Posting
Tab.
pg.3
PostDirecttoModulesTheTypicalSiteSituation
Orion PointofSale
AccpacSales
Analysis
Accpac
Accpac Accpac Inventory Accpac
Tax Bank Control Accounts
Services Services (Optional: Receivable
Serialized)
AccpacGeneralLedger
ThemajorityofPOSsitesemploythistypeofPostingtoAccounting,asOrderEntryisnotalwayspresent.Duringthesalesday,OrionPOSusually
operatesinrealtimewiththeInventoryandAccountsReceivabledatabases(RedandBlackArrows).
OnceallPOSanalyses,reconciliations,etc.arecompleted,thesessionsPOSdataisreadytobeprocessedthroughthePostingtoAccounting
function(BlackArrows),whichwilldeliverPOSdatatotheInventoryControlmoduleforaDayEndtoberun.ThisDayEndwillupdateinventory
shipmentdetails,reports,etc.IfanyPOStransactionsweretenderedtoOnAccountpaymentchoice,theninvoiceswillbebatched(awaiting
processing)intheAccountsReceivable,whileanycustomersthatcametothePOSandweremakingpaymentsontheirAccountsReceivable
balancesowing,thenreceiptbatchesofthesepaymentswillbebatched(awaitingprocessing)inAccountsReceivable.BankServicesandTax
ServiceswillsimilarlyobtainPOSdetailsforthecurrentaccountingperiod(awaitingprocessing).Once,ofcourse,alltheaccountingmodules
processthePOSsessiondata,theGeneralLedgerwillobtainbatchesforthecompletionoftheaccountingcycle.
PostToOrderEntryTheOtherSituation
pg.4
OrionPointofSale
AccpacOrderEntry
Accpac
AccpacInventoryControl
Accounts
Receivable (Optional:Serialized)
AccpacTax
Services& Accpac
Accpac Accounts
Bank Payable
Services
Accpac
AccpacGeneralLedger Sales
Analysis
OrionPOScanhavesiteswhereOrderEntryisintegrated,whichallowsthegenerationoforders,relatedinvoices,creditnotesandthepaymentof
fundsoncustomeraccounts,throughanOrderEntryportal(oroperationswindow).
Note:OrionPOSOrderEntryrelatedtransactionsmaybecreatedandmanagedthroughtheOrderEntryPortalofthePOS,thesetransactions
areactuallypresentintheOrderEntrydatabase,socomprehensivemanagementand/orreporting,etc.isbestservedfromtheAccpacOrder
Entrymodule.
Duringthesalesday,OrionPOSusuallyoperatesinrealtimewiththeOrderEntry,InventoryandAccountsReceivabledatabases(RedandBlack
Arrows).
pg.5
OnceallPOSanalyses,reconciliations,etc.arecompleted,thesessionsPOSdataisreadytobeprocessedthroughthePostingtoAccounting
function(BlackArrows),whichwilldeliverPOSdatatotheOrderEntrymoduleforaDayEndtoberun.TheOrderEntryDayEndwilldeliver
inventoryshipmentdetails,etc.totheInventoryControl(awaitingprocessing).IfanyPOStransactionsweretenderedtoOnAccountpayment
choice,theninvoiceswillbebatched(awaitingprocessing)intheAccountsReceivable,whileanycustomersthatcametothePOSandweremaking
paymentsontheirAccountsReceivablebalancesowing,thenreceiptbatchesofthesepaymentswillbebatched(awaitingprocessing)inAccounts
Receivable.BankServicesandTaxServiceswillsimilarlyobtainPOSdetailsforthecurrentaccountingperiod(awaitingprocessing).Once,of
course,alltheaccountingmodulesprocessthePOSsessiondata,theGeneralLedgerwillobtainbatchesforthecompletionoftheaccountingcycle.
pg.6
POSTransactionsTheTransactionTypes
OrionPOSopenswithan Invoicedefault,readyforasaletransaction,asfollows:
pg.7
Othertransactionsincludethefollowing:
NoSaleprovidesPOSoperatoraccesstothecashdrawer(foravarietyofreasons)
ReturnallowsPOSoperatortoprocessreturnedgoodsandservices
LayawaymanagesPOSprocessingofinstallmentsales,withpartialpaymentsovertime
Voidcancelsallaspectsofanunposted(totheaccountingsystem)salestransaction
(removesasalefromthecurrentunpostedperiod(s))
RePrintallowsduplicatesofpastPOStransactionstobeproduced
PaidInmanagesthereceiptingoffundsatthePOS(forReceivablesandotherpurposes)
PaidOutmanagesthepayoutoffundsfromthePOS(excludingReturns,etc)
Quoteallowsthegenerationofprospective/proformasalesdocuments(transactions)
pg.8
POSTransactionTablePostDirecttoModules
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Managestheexchangeof Requiredatleastoneindividual Requiredatleastone Cash SaleofGoods/Services(atRetail)(OPINPOSEntry):
Sale goodsandservices,atretail, fromthePOSCustomer item.InventoryControl Checks(Cheques) DRCash/Check/CrorDrCard/CouponPaymentType(s)
(NONAR)** forpaymenttype(s) database.Thiscouldinclude managesallitem CreditCards (perAdministration,TableMaintenance,Payment
the**Cash**(oranonymous) variables(retailpricing, DebitCards Options)
customer.Customerdatabase costing,sizing(UOM), Coupons CRRevenue(s)
updatedwithAccpacAccounts quantities,GL CRSalesTax(es)
ReceivableCustomers. accountingcodes).
CostofSaleofGoods/Services(atCost)(ICSHEntry):
DRCostofGoodsSold
CRInventoryControl
Asabove Asabove Asabove OnAccount SaleofGoods/Services(atRetail)
Sale (chargedto Part1(POSEntry):
(Someorallof Accounts DROnAccountPaymentType
amountdue Receivable) (perAdministration,TableMaintenance,Payment
paid/chargedto Options)
OnAccount CRRevenue(s)
paymenttype) CRSalesTax(es)
Part2(ARINEntry):
DRARControl(PerAR)
CRARClearing
(perAdministration,CompanyOptions,Accounting)
CostofSaleofGoods/Services(atCost)(ICSHEntry):
DRCostofGoodsSold
CRInventoryControl
Permitsopeningofthecash Notapplicable Notapplicable Notapplicable Notapplicable
drawer,fornonmonetary
NoSale
purpose.Thisisusually
passwordprotected.
pg.9
POSTransactionTablePostDirecttoModules(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Managesthereturnofgoods Requiredatleastoneindividual Requiredatleastone Cash ReturnofGoods/Services(atRetail):
andservicespreviouslysold, fromthePOSCustomer item.InventoryControl Checks(Cheques) DRRevenue(s)
Return atretail,forwhichrefundsof database.Thiscouldinclude managesallitem CreditCards DRTax(es)
(NONAR)** paymenttype(s) the**Cash**(oranonymous) variables(retailpricing, DebitCards CRCash/Check/CrorDrCard/CouponPaymentType(s)
customer.Customerdatabase costing,sizing(UOM), Coupons (perAdministration,TableMaintenance,Payment
updatedwithAccpacAccounts quantities,GL Options)
ReceivableCustomers.. accountingcodes).
CostofReturnofGoods/Services(atCost)(ICCN
Entry):
DRInventoryControl
CRCostofGoodsSold
Asabove Asabove Asabove OnAccount Return ofGoods/Services(atRetail)
(chargedto Part1(POSEntry):
Return Accounts DRRevenue(s)
(Someorallof Receivable) DRSalesTax(es)
amountpayable CROnAccountPaymentType
toberefunded
throughtheOn Part2(ARINEntry):
Accountpayment DRARClearing
type) (perAdministration,CompanyOptions,Accounting)
CRARControl(PerAR)
CostofReturnofGoods/Services(atCost)(ICEntry):
DRInventoryControl
CRCostofGoodsSold
pg.10
POSTransactionTablePostDirecttoModules(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Managestheexchangeof Requiredatleastoneindividual Requiredatleastone Notapplicable OpeningtheLayaway(atRetail)(OPINPOSEntry):
goodsandservices,atretail, fromthePOSCustomer item.InventoryControl DRLayawayReceivable
Layaway(LayBy)
forpaymenttype(s)provided database.ThisdoesNOT managesallitem CRLayawayPayable
Step1
overaperiodoftime(ie.a includethe**Cash**(or variables(retailpricing, (perAdministration,CompanyOptions,Accounting)
Openingthe
saleconcludedattheendof anonymous)customer. costing,sizing(UOM),
LayawayNo
aseriesofinstallment Customerdatabaseupdated quantities,GL CostofSaleofGoods/Services(atCost)(ICSHEntry):
Installments
payments) withAccpacAccounts accountingcodes). DRCostofGoodsSold
ReceivableCustomers CRInventoryControl
NOTE:Beforeanydepositsorinstallmentsareentered
theLayawayReceivableandLayawayPayableareequal
tothetotalvalueoftheLayaway(ie.thesumoflayaway
itemsatretail,plussalestaxes).Layawaygoodsand
servicescosts(listedinInventory)arerecordedand
itemsareassumedshipped(orcommitted).Itisusualto
movelayawayitemstoaseparateareauntilfullypaid.
Asabove Asabove Asabove Cash Paymenton aLayawayInstallment(OPINPOSEntry):
Checks(Cheques) DRCash/Check/CrorDrCard/CouponPaymentType(s)
Layaway(LayBy)
CreditCards (perAdministration,TableMaintenance,Payment
Step2+
Paying DebitCards Options)
Coupons CRLayawayReceivable
Installmentson
OnAccount (perAdministration,CompanyOptions,Accounting)
theLayaway
(chargedto
Accounts NOTE:OnAccountislistedasavalidPaymentTypefora
(+=multiple
Receivable) Layaway,butitisnotpartoftheaboveentry,asitisNOT
entriespossible)
TYPICALforaretailertoacceptanOnAccountpayment
onalayaway.LayawaysaretypicallyusedwhereAR
customercreditisnotavailable.
pg.11
POSTransactionTablePostDirecttoModules(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Asabove Asabove Asabove Cash FinalPaymenttoaLayaway(OPINPOSEntry):
Checks(Cheques) DRCash/Check/CrorDrCard/CouponPaymentType(s)
Layaway(LayBy)
LastStep CreditCards (perAdministration,TableMaintenance,Payment
FinalInstallment DebitCards Options)
Coupons CRLayawayReceivable
andClosingthe
OnAccount (perAdministration,CompanyOptions,Accounting)
Layaway
(chargedto
Accounts LayawayGoods/Services(atRetail)(OPINPOSEntry):
Receivable) DRLayawayPayable
(perAdministration,CompanyOptions,Accounting)
CRRevenue(s)
CRTax(es)
NOTE:100%ofLayawayretailvalues,plustaxes,has
beenpaid.TheLayawaycanbeconcluded,withthe
customerobtainingtheirgoodsandservices.
Permitsoperatortocancela Customerreferencerequired. Asabove Notapplicable Notapplicable
previouslycompleted, Thiscouldbethe**Cash**
Void typicallyerrant,transaction. customer
Thisisusuallypassword
protected.
Permitstheoperatorto Customerreferencerequired. Asabove Notapplicable Notapplicable
searchthroughPOS Thiscouldbethe**Cash**
RePrint
databaseofpast customer.
transactionsandreissuea
uniquetransactionadvice
Permitsoperatortoreceive **Cash**customertypically NOreferencesmadeto Cash PaidIn(NONAR) MiscPurposes(OPINPOSEntry):
paymenttothecompanyfor used,butothercustomer Inventoryitemsasthis Checks(Cheques) DRCash/Check/CrorDrCard/CouponPaymentType(s)
PaidIn nonaccountsreceivable referencesarepossible. transactionrelatesto CreditCards (perAdministration,TableMaintenance,Payment
(NONAR)** purposes.Payingfundsto PaidIn/OutClearing DebitCards Options)
(repaying)theretailer,or account(see Coupons CRPaidIn/OutClearing
recordingaretailers Administration, OnAccount (perAdministration,CompanyOptions,Accounting)
investmentintheirbusiness, CompanyOptions, (chargedto
areexamplesofthis Accounting),plus Accounts
transaction. amountsandtextfrom Receivable) NOTE:OnAccountislistedasavalidPaymentType,but
thePOSonly. itisnotpartoftheaboveentry,asitisNOTTYPICALfor
aretailertoacceptanOnAccountpaymentforthistype
transaction.PaidInsareassumedtobe
cash/check/cardsonly;cashornearcasharetypically
validforPaidIns.
pg.12
POSTransactionTablePostDirecttoModules(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Permitsoperatortoreceive Customer(A/R)referenceis Notapplicable. Cash PaidIn OnARCustomerAccount
paymenttotheaccounts required. Checks(Cheques) (ARUCCashReceiptEntry)
PaidInOn receivableaccountfromthe CreditCards DRBank(seeNOTEDRBankGLcodingbelow)
Account customer. DebitCards CRARControl(perAR)
Coupons
OnAccount NOTEDRBankGLCoding:
(chargedto AccpacBankServicesGLcodingoverridesthePOSGL
Accounts codingforthePOSPaymentTypesBANKappliedtoa
Receivable) refund.Forexample,ifMastercardpaymentoption
profilecontainsBANKXXXanditisusedtopayoutthe
refund,theBANKXXXisselected,howeverAccpacBank
ServicesGLcodeforBANKXXXwillbeusedandnotthe
POSGLcoding.
NOTE:OnAccountisavalidPaymentType,butitisnot
intheaboveentry,asitisNOTTYPICALforaretailerto
acceptanOnAccountpaymentforaPaidIn.PaidInsare
assumedtobecash/check/cardsonly.
Permitsoperatortorecorda **Cash**customertypically NOreferencesmadeto Cash PaidOut (NONAR)(OPINPOSEntry):
reasonforanexpenditure,to used,butothercustomer Inventoryitemsasthis Checks(Cheques) DRPaidIn/OutClearing
PaidOut
(NONAR)**
bemadefromthePOS,then referencesarepossible. transactionrelatesto CreditCards (perAdministration,CompanyOptions,Accounting)
payouttheamountusing PaidIn/OutClearing DebitCards CRCash/Check/CrorDrCard/CouponPaymentType(s)
availablepaymenttypes. account(see Coupons (perAdministration,TableMaintenance,Payment
Payingfundstostafffor Administration, OnAccount Options)
smallpurchaseschargeable CompanyOptions, (chargedto
toofficeorsundrysupplies Accounting),plus Accounts NOTE:OnAccountisavalidPaymentType,butitisnot
areexamplesofthis amountsandtextfrom Receivable) intheaboveentry,asitisNOTTYPICALforaretailerto
transaction. thePOSonly. useanOnAccountpaymenttypeforaPaidOut.Paid
Outsareassumedtobecash/check/cardsonly.
NOTAVAILABLEINPOS Notapplicable Notapplicable Notapplicable Notapplicable
PaidOutOn
Account
Createsproforma,sales Customerreferencerequired. Requiredatleastone Notapplicable Notapplicable
transactions.Theseare item.InventoryControl
Quote
customerspecificsales managesallitem
incentivesissuedtoobtain variables(retailpricing,
futuresales.Oncecreated, costing,sizing(UOM),
quotescanberecalledand quantities,GL
transformedintosalesata accountingcodes).
laterdate.
*(SalePOSDefaultType)**(NONAR=Notincludingapayment/chargetoOnAccountpaymenttype
pg.13
POSTransactionTablePostThroughOrderEntry
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Managestheexchangeof Requiredatleastoneindividual Requiredatleastone Cash SaleofGoods/Services(ARIN Entry):
Sale goodsandservices,atretail, fromthePOSCustomer item.InventoryControl Checks(Cheques) DRARControl(atRetail)
(NONAR)** forpaymenttype(s) database.Thiscouldinclude managesallitem CreditCards CRRevenue(s)(atRetail)
the**Cash**(oranonymous) variables(retailpricing, DebitCards CRSalesTax(es)(atRetail)
customer.Customerdatabase costing,sizing(UOM), Coupons DRCostofGoodsSold(atCost)
updatedwithAccpacAccounts quantities,GL CRShipmentClearing(atCost)
ReceivableCustomers. accountingcodes).
Cash/Check/CrorDrCard/CouponPaymentType(s)
OnSaleofGoods/Services(atRetail)(ARPIEntry):
DRBank(seeNOTEDRBankGLCoding.below)
CRPrepaymentLiability
DRPrepaymentLiability
CRARControl
CostofSaleofGoods/Services(atCost)(OESHEntry):
DRShipmentClearing
CRInventoryControl
NOTEDRBankGLCoding:
AccpacBankServicesGLcodingoverridesthePOSGL
codingforthePOSPaymentTypesBANKappliedtoa
sale.Forexample,ifMastercardpaymentoptionprofile
containsBANKXXXanditistendered,theBANKXXXis
selected,howeverAccpacBankServicesGLcodefor
BANKXXXwillbeused(ie.POSGLcodingwillbeignored)
Asabove Asabove Asabove OnAccount SaleofGoods/Services(atRetail)(ARINEntry):
Sale (chargedto DRARControl(atRetail)
(Someorallof Accounts CRRevenue(s)(atRetail)
amountdue Receivable) CRSalesTax(es)(atRetail)
paid/chargedto DRCostofGoodsSold(atCost)
OnAccount CRShipmentClearing(atCost)
paymenttype)
CostofSaleofGoods/Services(atCost)(OESHEntry):
DRShipmentClearing
CRInventoryControl
pg.14
POSTransactionTablePostThroughOrderEntry(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Permitsopeningofthecash Notapplicable Notapplicable Notapplicable Notapplicable
drawer,fornonmonetary
NoSale
purpose.Thisisusually
passwordprotected.
Managesthereturnofgoods Requiredatleastoneindividual Requiredatleastone Cash ReturnofGoods/Services:
andservicespreviouslysold, fromthePOSCustomer item.InventoryControl Checks(Cheques) (ARCREntry):
Return atretail,forwhichrefundsof database.Thiscouldinclude managesallitem CreditCards DRRevenue(s)(atRetail)
(NONAR)** paymenttype(s) the**Cash**(oranonymous) variables(retailpricing, DebitCards DRTax(es)(atRetail)
customer.Customerdatabase costing,sizing(UOM), Coupons CRARControl(atRetail)
updatedwithAccpacAccounts quantities,GL DRWorkInProgress(atCost)
ReceivableCustomers. accountingcodes). CRCostofGoodsSold(atCost)
(atRetail)(ARDBEntry):
DRARControl(perAR)
CRReturnClearing
(perAdministration,AccountingIntegration,Posting)
(atRetail)(APPYEntry):
DRReturnClearing
(perAdministration,AccountingIntegration,Posting)
CRBank(seeNOTECRBankGLCoding.below)
CostofReturnofGoods/Services(atCost)(OECN
Entry):
DRInventoryControl
CRWorkInProgress
NOTECRBankGLCoding:
AsthisentryiscreatedbyAccpacAP,theGLcodingisper
AccpacBankServicesfortheBANKusedinthe
transaction.TheBANKreferenceisfoundinthe
associatedPOSPaymentOptionprofile.Forexample,if
MastercardpaymentoptionprofilecontainsBANKXXX
anditisusedtopayouttherefund,theBANKXXXis
selected,howeverAccpacBankServicesGLcodefor
BANKXXXwillbeused.
pg.15
POSTransactionTablePostThroughOrderEntry(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Asabove Asabove Asabove OnAccount ReturnofGoods/Services(ARCR Entry):
(chargedto DRRevenue(s)(atRetail)
Return Accounts DRTax(es)(atRetail)
(Someorallof Receivable) CRARControl(atRetail)
amountpayable DRWorkInProgress(atCost)
toberefunded CRCostofGoodsSold(atCost)
throughtheOn
Accountpayment CostofReturnofGoods/Services(atCost)(OECN
type) Entry):
DRInventoryControl
CRWorkInProgress
Managestheexchangeof Requiredatleastoneindividual Requiredatleastone Notapplicable NoJournalEntries
goodsandservices,atretail, fromthePOSCustomer item.InventoryControl
Layaway(LayBy)
forpaymenttype(s)provided database.ThisdoesNOT managesallitem OEOrderCreated.
Option1
overaperiodoftime(ie.a includethe**Cash**(or variables(retailpricing,
Openingthe
saleconcludedattheendof anonymous)customer. costing,sizing(UOM), NOTE:ProcessingPOStransactionsthroughtheOrder
Layaway(OE
aseriesofinstallment Customerdatabaseupdated quantities,GL EntryONLYallowsthePOStoinitiateanOEOrder.
Order)No
payments) withAccpacAccounts accountingcodes). OrderEntryordersMUSTbeprocessedfromthispoint
Installments
ReceivableCustomers withAccpacOrderEntryandrelatedmodules.
Asabove Asabove Asabove Cash OEOrderCreated.
Checks(Cheques)
Layaway(LayBy)
Option2 CreditCards Cash/Check/CrorDrCard/CouponPaymentType(s)
Openingthe DebitCards PaymentonaLayaway(OEOrder)(ARPIEntry):
Coupons DRBank(seeNOTEDRBankGLCoding.below)
Layaway(OE
OnAccount CRPrepaymentLiability
Order)andMake
(NOTAPPLICABLE)
aDeposit
NOTE:ProcessingPOStransactionsthroughtheOrder
EntryONLYallowsthePOStoinitiateanOEOrder.
OrderEntryordersMUSTbeprocessedfromthispoint
withAccpacOrderEntryandrelatedmodules.
NOTECRBankGLCoding:
AsthisentryiscreatedbyAccpacAP,theGLcodingis
perAccpacBankServicesfortheBANKusedinthe
transaction.TheBANKreferenceisfoundinthe
associatedPOSPaymentOptionprofile.Forexample,if
MastercardpaymentoptionprofilecontainsBANKXXX
anditisusedtopayouttherefund,theBANKXXXis
selected,howeverAccpacBankServicesGLcodefor
BANKXXXwillbeused.
pg.16
POSTransactionTablePostThroughOrderEntry(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Permitsoperatortocancela Customerreferencerequired. Asabove Notapplicable Notapplicable
previouslycompleted, Thiscouldbethe**Cash**
Void typicallyerrant,transaction. customer
Thisisusuallypassword
protected.
Permitstheoperatorto Customerreferencerequired. Asabove Notapplicable Notapplicable
searchthroughPOS Thiscouldbethe**Cash**
RePrint
databaseofpast customer.
transactionsandreissuea
uniquetransactionadvice
Permitsoperatortoreceive **Cash**customertypically NOreferencesmadeto Cash PaidIn(NONAR) MiscPurposes(OPINPOSEntry):
paymenttothecompanyfor used,butothercustomer Inventoryitemsasthis Checks(Cheques) DRCash/Check/CrorDrCard/CouponPaymentType(s)
PaidIn nonaccountsreceivable referencesarepossible. transactionrelatesto CreditCards (perAdministration,TableMaintenance,Payment
(NONAR)** purposes.Payingfundsto PaidIn/OutClearing DebitCards Options)
(repaying)theretailer,or account(see Coupons CRPaidIn/OutClearing
recordingaretailers Administration, OnAccount (perAdministration,CompanyOptions,Accounting)
investmentintheirbusiness, CompanyOptions, (chargedto
areexamplesofthis Accounting),plus Accounts
transaction. amountsandtextfrom Receivable) NOTE:OnAccountislistedasavalidPaymentType,but
thePOSonly. itisnotpartoftheaboveentry,asitisNOTTYPICALfor
aretailertoacceptanOnAccountpaymentforthistype
transaction.PaidInsareassumedtobe
cash/check/cardsonly;cashornearcasharetypically
validforPaidIns.
pg.17
POSTransactionTablePostThroughOrderEntry(Continued)
Transaction Items/ Payment Types
Type* Description Customers Goods&Services (Tendering) GLAccounting/JournalEntries
Permitsoperatortoreceive Customer(A/R)referenceis Notapplicable. Cash PaidIn OnARCustomerAccount
paymenttotheaccounts required. Checks(Cheques) (ARUCCashReceiptEntry)
PaidInOn receivableaccountfromthe CreditCards DRBank(seeNOTEDRBankGLcodingbelow)
Account customer. DebitCards CRARControl(perAR)
Coupons
OnAccount NOTEDRBankGLCoding:
(chargedto AccpacBankServicesGLcodingoverridesthePOSGL
Accounts codingforthePOSPaymentTypesBANKappliedtoa
Receivable) refund.Forexample,ifMastercardpaymentoption
profilecontainsBANKXXXanditisusedtopayoutthe
refund,theBANKXXXisselected,howeverAccpacBank
ServicesGLcodeforBANKXXXwillbeusedandnotthe
POSGLcoding.
NOTE:OnAccountislistedasavalidPaymentType,but
itisnotpartoftheaboveentry,asitisNOTTYPICALfor
aretailertouseOnAccountinthistypeoftransaction.
PaidInsareassumedtobecash/check/cardsonly.
Permitsoperatortorecord a **Cash**customertypically NotApplicable.This Cash PaidOut (NONAR)(OPINPOSEntry):
reasonforapayoutfromthe used,butothercustomer relatestoPaidIn/Out Checks(Cheques) DRPaidIn/OutClearing
PaidOut
(NONAR)**
cashdrawer,usingaPOS referencesarepossible. Clearingaccount(see CreditCards (perAdministration,CompanyOptions,Accounting)
paymenttype(s).Paying Administration, DebitCards CRCash/Check/CrorDrCard/CouponPaymentType(s)
fundstostaffforsmall CompanyOptions, Coupons (perAdministration,TableMaintenance,Payment
purchaseschargeableto Accounting),plus OnAccount Options)
officeorsundrysuppliesare amountsandtextfrom (chargedto
examplesofthistransaction. thePOSonly. Accounts NOTE:OnAccountislistedasavalidPaymentType,but
Receivable) itisnotpartoftheaboveentry,asitisNOTTYPICALfor
aretailertouseOnAccountforPaidOuts.PaidOutsare
assumedtobecash/check/cardsonly.
NOTAVAILABLEINPOS Notapplicable Notapplicable Notapplicable Notapplicable
PaidOutOn
Account
Createsproforma,sales Customerreferencerequired. Requiredatleastone Notapplicable Notapplicable
transactions.Theseare item.InventoryControl
Quote
customerspecificsales managesallitem
incentivesissuedtoobtain variables(retailpricing,
futuresales.Oncecreated, costing,sizing(UOM),
quotescanberecalledand quantities,GL
turnedintosales. accountingcodes).
*(SalePOSDefaultType)**(NONAR=Notincludingapayment/chargetoOnAccountpaymenttype
pg.18
POSAccountReferences
AccountingReferenceLocation RelatedPOSTransaction(s)
[WheretoEnteryourGLcode] AccountName Description[Purpose] [Wheretoseeitused] GLAccounting/JournalEntries
Management
Console/Administration/Company
Options/AccountingTab
A/RCashClear Clearingaccountusedwhenfundsaretobe PaidInOnAccount SeePOSTransactionTable PostDirecttoModules
appliedtoacustomersARAccounts (ie.OnCustomerAccount PaidInOnAccountPart1(POSEntry)
Receivableaccountbalance. ON) DRCash/Check/CrorDrCard/CouponPayment
Type(s)
GLAccountSuggestion: CRARCashClearing
codenearthecompanysAccounts ($$receivedatPOSandOnCustomerAccountON)
ReceivableControlGLcode(s).
PaidInOnAccountPart2(ARCashReceiptEntry)
DRARCashClearing
CRARControl(perAR)
(ARCashReceiptprocessed)
A/RClear ClearingaccountusedwhenOnAccount Saleswith anOnAccount SeePOSTransactionTable PostDirecttoModules
PaymentTypeischosen,indicatingthatthe payment reviewSalestenderedtoPaymentOptionOn
customerisbeingallowedtochargetheirAR Account
AccountsReceivableaccount,insteadof SaleofGoods/Services(atRetail)
providingimmediatepaymentfor(someor Part1(POSEntry):
allof)thetransaction. DROnAccountPaymentType
CRRevenue(s)
GLAccountSuggestion: CRSalesTax(es)
codenearthecompanysAccounts
ReceivableControlGLcode(s). Part2(ARInvoiceEntry):
DRARControl(PerAR)
CRARClearing
CostofSaleofGoods/Services(atCost)(ICEntry):
DRCostofGoodsSold
CRInventoryControl
pg.19
POSAccountReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s)
[WheretoEnteryourGLcode] AccountName Description[Purpose] [Wheretoseeitused] GLAccounting/JournalEntries
Management
Console/Administration/Company
Options/AccountingTab
ARClear ReturnswithanOnAccount SeePOSTransactionTable PostDirecttoModules
(Continued) payment reviewReturnstenderedtoPaymentOptionOn
Account
ReturnofGoods/Services(atRetail)
Part1(POSEntry):
DRRevenue(s)
DRSalesTax(es)
CROnAccountPaymentType
Part2(ARInvoiceEntry):
DRARClearing
CRARControl(PerAR)
CostofReturnofGoods/Services(atCost)(ICEntry):
DRInventoryControl
CRCostofGoodsSold
Layaways withanOnAccount NOTE:SeePOSTransactionTable PostDirectto
payment(raresituation) ModulesLayawayStep2foranillustrationofthe
generalnatureofthisentry,exceptDROnAccountis
used.ThisDROnAccountleadstoanentrysimilarto
theSalewithOnAccountonthispage.
CashOnHand/Bank Generaloperatingbankaccount,which Sales,Returns,PaidIns(all SeePOSTransactionTables reviewSales,Returns,
regularlyreceivesdepositsofcashand/or types), PaidInsandPaidOutswithcashorcheckpayments.
checks(cheques).Astransactionsusethe PaidOuts
CashorCheckpaymenttypes,thisaccount Resultsin:
willbedebited(and,creditedifpartofa DRBank
Return).
GLAccountSuggestion:
OperatingbankGLcode.
pg.20
POSAccountReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s)
[WheretoEnteryourGLcode] AccountName Description[Purpose] [Wheretoseeitused] GLAccounting/JournalEntries
Management
Console/Administration/Company
Options/AccountingTab
Coupons Promotionalaccount,whichwillbedebited Sales,Returns,PaidIns(all SeePOSTransactionTables reviewSales,Returns,
wheneverthecustomerisabletousea types), PaidInsandPaidOutswithcouponsasapayment.
coupontoreducetheamountpayableona PaidOuts
transaction(orrefundableifpartofaReturn) Resultsin:
DRAdvertisingandPromotion
GLAccountSuggestion:
AdvertisingandPromotionGLcode
PaidIn/Out Clearingaccounttobecreditedforallfunds PaidIn(NONAR) SeePOSTransactionTables
PaidIntothePOS,plustobedebitedforall PaidIn(NONAR)MiscPurposes(POSEntry):
fundsPaidOut. DRCash/Check/CrorDrCard/CouponPayment
Type(s)
NOTE:NOTUSEDforPaidInOnCustomer CRPaidIn/OutClearing
Accounttransactions.
PaidOut SeePOSTransactionTables
PaidOut(NONAR)(POSEntry):
DRPaidIn/OutClearing
CRCash/Check/CrorDrCard/CouponPayment
Type(s)
LayawayReceivable Receivableaccountfortheuncollectedtotal Layaway Initialcreation SeePOSTransactionTable PostDirecttoModules
ofexistingLayaways OpeningtheLayaway(atRetail)(POSEntry):
DRLayawayReceivable
GLAccountSuggestion: CRLayawayPayable
GLcodenearAccountsReceivable
CostofSaleofGoods/Services(atCost)(ICEntry):
DRCostofGoodsSold
CRInventoryControl
pg.21
POSAccountReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s)
[WheretoEnteryourGLcode] AccountName Description[Purpose] [Wheretoseeitused] GLAccounting/JournalEntries
Management
Console/Administration/Company
Options/AccountingTab
LayawayReceivable Layaway Installment SeePOSTransactionTable PostDirecttoModules
(Continued) Payment PaymentofaLayawayDeposit/Installment(POS
Entry):
DRCash/Check/CrorDrCard/CouponPayment
Type(s)
CRLayawayReceivable
Layaway FinalPaymentand SeePOSTransactionTable PostDirecttoModules
Completion FinalPayofaLayawayDeposit/Installment(POS
Entry):
DRCash/Check/CrorDrCard/CouponPayment
Type(s)
CRLayawayReceivable
LayawayGoods/ServicesProvided(atRetail)(POS
Entry):
DRLayawayPayable
CRRevenue(s)
CRTax(es)
LayawayPayable Payableaccountforthesumoftheoriginal Layaway Initialcreation SeePOSTransactionTable PostDirecttoModules
amountsdueonallexistingLayaways.This OpeningtheLayaway(atRetail)(POSEntry):
accountisunaffectedbytheamountof DRLayawayReceivable
collectionsthatmayhavebeenreceivedto CRLayawayPayable
dateontheseoutstandingLayaways
CostofSaleofGoods/Services(atCost)(ICEntry):
GLAccountSuggestion: DRCostofGoodsSold
GLcodenearAccountsPayableandAccrued CRInventoryControl
Expenses
Layaway FinalPaymentand SeePOSTransactionTable PostDirecttoModules
Completion FinalPayofaLayawayDeposit/Installment(POS
Entry):
DRCash/Check/CrorDrCard/CouponPayment
Type(s)
CRLayawayReceivable
LayawayGoods/ServicesProvided(atRetail)(POS
Entry):
DRLayawayPayable
CRRevenue(s)
CRTax(es)
pg.22
POSAccountReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s)
[WheretoEnteryourGLcode] AccountName Description[Purpose] [Wheretoseeitused] GLAccounting/JournalEntries
Management
Console/Administration
/AccountingIntegration/ICTab
DefaultICControl DefaultICControlGLaccountperInventory Notreadilypresentinthe SeeInventoryShipmentJournalEntries
Account Contol.Thisisusedprimarilyforpurposesof journalentriesarisingfrom
structuralintegrity. POS.LooktoICshipmentGL
Eachitemsold(returned)hasa journalentries.
relevant/applicablesetofICGLaccounts,
whicharecapturedbythePOSasitemdetails
arelistedtoatransaction.TheseICGL
accountsarepresentedtotheInventory
whenPosttoAccountingisrun.
Management
Console/Administration
/AccountingIntegration/Posting
Tab
PostToOrderEntry DefaultGLaccountfor usebyAccounts SeePOSTransactionTable PostThroughOrder
ReturnClearing PayablewhenReturnsarepaidoutto Entry
Account CustomersANDPostThroughOrderEntryis Return(NONAR)ofGoods/Services:
used. (atRetail)(ARDBEntry):
DRARControl(perAR)
CRReturnClearing
(perAdministration,AccountingIntegration,Posting)
(atRetail)(APPYEntry):
DRReturnClearing
(perAdministration,AccountingIntegration,Posting)
CRBank
pg.23
POSPayment(orTender)TypeReferences
AccountingReferenceLocation RelatedPOSTransaction(s) REQUIREDBANKSERVICESANDGL
[WheretoEnteryourGLcode] PayCode Description[Purpose] [Wheretoseeitused] REFERENCES
ManagementConsole/Administration/Table
Maintenance/PaymentOptions
/GeneralTab
CC CreditCard Sales, MandatoryforEachUniqueCCPayment
Thiscodeistobeusedforany Returns, Profile:
paymenttypecreatedthatisacredit Layaways, BankCreditCardBank(PerBankingServices)
card. PaidIns(alltypes), (directsCCpaymentstoBanksassociatedwith
PaidOuts CreditCarddepositsinBankServices)
Theremaybemultiplecreditcard
payment(tender)types. BankCodeGLcodeforCreditCardBank
(DR/CRGLcodeforCCfundsinCreditCard
BanksinPOStransaction.Selectthe
appropriateGLaccountforeachBankreceiving
paymentswitheachacceptedCreditCard.)
COUPON Coupon Sales, MandatoryforEachUniqueCOUPON Payment
Thiscodeistobeusedforany Returns, Profile:
paymenttypecreatedthatisa Layaways, BankCreditCardBank(PerBankingServices)
coupon. PaidIns(alltypes), (CouponpaymentsDONOTgotoBank
PaidOuts Services,butaBankServicesBankisrequired
Theremaybemultiplecreditcard forstructuralpurposes.UsethesameBank
payment(tender)types. ServicesBankasforCSHbelow)
BankCodeGLcodeforCreditCardBank
(DR/CRGLcodeforCOUPONSpaymentsin
POStransaction.SelectanAdvertisingand
PromotionexpenseGLaccount.)
NOTE:CouponsDONOTgotoBankServices
pg.24
POSPayment(orTender)TypeReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s) REQUIREDBANKSERVICESANDGL
[WheretoEnteryourGLcode] PayCode Description[Purpose] [Wheretoseeitused] REFERENCES
ManagementConsole/Administration/Table
Maintenance/PaymentOptions
/GeneralTab
CSH Cash Sales,Returns, MandatoryforEachUniqueCSHPayment
Thiscodeistobeusedforany Layaways, Profile:
paymenttypecreatedthatisaform PaidIns(alltypes), BankCreditCardBank(PerBankingServices)
ofcash. PaidOuts (directsCSH(CashandCheck)paymentsto
BankServices)
Theremaybemultiplecashpayment
(tender)types. BankCodeGLcodeforCreditCardBank
(DR/CRGLcodeforCSH(CashandCheck)
fundsinPOStransaction.Selectthe
appropriateGLaccountforeachBankreceiving
CashandChecks.)
GIVEX GIVEX Sales, MandatoryforEachUniqueGIVEXPayment
Thiscodeistobeusedforany Returns, Profile:
paymenttypecreatedthatisaGIVEX Layaways, BankGIVEXCardServicesBank
card. PaidIns(alltypes), (GIVEXCardServicespaymentsDONOTgoto
PaidOuts BankServices,butaBankServicesBankis
Theremaybemultiplecreditcard requiredforstructuralpurposes.Usethesame
payment(tender)types. BankServicesBankasforCSHabove)
BankCodeGLcodeforGIVEXCardServices
Bank
(DR/CRGLcodeforGIVEXCardServices
payments/chargesinPOStransaction.Select
theGLaccountcodeperGIVEXguidelines.)
pg.25
POSPayment(orTender)TypeReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s) REQUIREDBANKSERVICESANDGL
[WheretoEnteryourGLcode] PayCode Description[Purpose] [Wheretoseeitused] REFERENCES
ManagementConsole/Administration/Table
Maintenance/PaymentOptions
/GeneralTab
ONACCOUNT OnAccount Sales, MandatoryforEachUniqueONACCOUNT
Thiscodeisusedforapaymenttypeis Returns, PaymentProfile:
neededtoconnecttoARAccounts Layaways, BankONACCOUNTBank(PerBanking
Receivable,permittingthetransaction PaidIns(NONAR) Services)
tobepaid(orrefunded,foraReturn) (usetheARBankforARReceiptsOnAccount)
orchargedtotheCustomersAR
account. BankCodeGLcodeforONACCOUNTBank
(DR/CRGLcodeforARReceiptsOnAccount)
Thereisusuallyonlyonepayment
typeassociatedwiththispaytype. NOTE:Thesereferences(BankcodeandBank
GLcode)forONACCOUNTarerequiredfor
processing.
UNIRESMAN UNIRESMAN Sales, MandatoryforEachUniqueUNIRESMAN
ThiscodeisusedwhenthePOSis Returns, PaymentProfile:
integratedwiththeUNIRESMANhotel PaidIns(NONAR), BankUNIRESMANBank
propertymanagementsolution,which PaidOuts (UNIRESMANpayments/chargesDONOTgoto
ispartoftheSmartHotelSoftware BankServices,butaBankServicesBankis
solution. requiredforstructuralpurposes.Usethesame
BankServicesBankasforCSHabove)
BankCodeGLcodeforUNIRESMANBank
(DR/CRGLcodeforUNIRESMAN
payments/chargesinPOStransactions.Select
theGLcodeperUNIRESMANguidelines.)
pg.26
POSPayment(orTender)TypeReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s)
[WheretoEnteryourGLcode] PayCode Description[Purpose] [Wheretoseeitused] REQUIREDBANKSERVICESANDGL
REFERENCES
ManagementConsole/Administration/Table
Maintenance/PaymentOptions
/GeneralTab
XML XML Sales, MandatoryforEachUniqueXML Payment
Thisisanopenformatpayment Returns, Profile:
structure/method(ie.pathway)for PaidIns(NONAR), BankXMLBank
integratingtoapotentiallywidevariety PaidOuts (XMLpayments/chargesDONOTgotoBank
ofexternalpaymentprocessing Services,butaBankServicesBankisrequired
solutions. forstructuralpurposes.UsethesameBank
ServicesBankasforCSHabove)
BankCodeGLcodeforXMLPaymentBank
(DR/CRGLcodeforXMLpayments/chargesin
POStransactions.SelecttheGLcode
appropriatefortheXMLpaymenttype.
WhetherthisisaGLcodeforacurrentasset,or
anexpense,etc.dependsonthecontextofthis
paymenttype..)
POINTS POINTS Sales, MandatoryforEachUniquePOINTSPayment
Thisisanspecialpayment Returns, Profile:
structure/method(ie.pathway)for PaidIns(NONAR), BankPOINTSBank
integratingtoanexternalpayment PaidOuts (POINTSpaymentsDONOTgotoBankServices,
processingsolution,whichapplies butaBankServicesBankisrequiredfor
accumulatedpointsagainstthebalance structuralpurposes.UsethesameBank
dueinasale(orrefundablefora ServicesBankasforCSHabove)
return),etc.
BankCodeGLcodeforPOINTSPaymentBank
(DR/CRGLcodeforPOINTSpaymentsinPOS
transactions.SelecttheGLcodeappropriatefor
thePOINTSpaymenttype.WhetherthisisaGL
codeforacurrentasset,oranexpense,etc.
dependsonthecontextofthispaymenttype.)
pg.27
POSPayment(orTender)TypeReferences(Continued)
AccountingReferenceLocation RelatedPOSTransaction(s) REQUIREDBANKSERVICESANDGL
[WheretoEnteryourGLcode] PayCode Description[Purpose] [Wheretoseeitused] REFERENCES
ManagementConsole/Administration/Table
Maintenance/PaymentOptions
/GeneralTab
OTHER OTHER Sales, MandatoryforEachUniqueOTHERPayment
Returns, Profile:
PaidIns(NONAR), BankOTHERBank
PaidOuts (OTHERpayments/chargesDONOTgotoBank
Services,butaBankServicesBankisrequired
forstructuralpurposes.UsethesameBank
ServicesBankasforCSHabove)
BankCodeGLcodeforOTHERPaymentBank
(DR/CRGLcodeforOTHERpayments/charges
inPOStransactions.SelecttheGLcode
appropriatefortheOTHERpaymentguidelines.
WhetherthisisaGLcodeforacurrentasset,or
anexpense,etc.dependsonthecontextofthis
paymenttype.)
pg.28
pg.29