G/L account determination in SAP Business One can also be used from the areas of sale and Purchasing control. Nevertheless, the first steps take place in the Administration module. There you navigate through the Definition and Financial Accounting folders through to account determination for G/L accounts.
Reconciliation accounts for customers
Under the "Sales General" tab of SAP Business One, you will find the most important information in the top three lines. This is where you define the reconciliation accounts for customers, which are decisive when creating new customer master records. This account selection is determined by the customer's standard billing address, depending on whether this is in Germany, another EU country or a third country. Another interesting feature is the option to customise reconciliation accounts, which enables flexible account linking.
Accounts for cheques received and cash on hand
Another important point is the accounts for cheques received and cash on hand. The application automatically proposes these when posting customer payments by cheque or cash. The overpayment and underpayment customer account accounts are responsible for managing payment differences, provided that the corresponding function is activated. This function is addressed via the Administration module. Under financeIn the Currencies window, you then specify the amount or percentage up to which the programme automatically posts overpayments and underpayments.
Down payment clearing account
The down payment clearing account is important when working with down payment invoices to customers. This is automatically linked when new customer master records are created. For companies that do business in foreign currencies, the accounts for realised exchange rate gains and losses are essential, as they are automatically posted in the event of exchange rate differences when open items are paid in foreign currency. The account for cash discount deductions is also posted automatically when sales documents are paid or offset. Attention must be paid here to the respective tax code.
Standard revenue accounts for domestic and foreign sales
The definition of standard revenue accounts for sales in Germany, abroad and within the EU is also a key aspect. The country of destination defined in the customer's delivery address is also controlled here. The account types Sales credit account, Sales credit account abroad and Sales credit account EU are required for posting outgoing credit notes, whereby the account assignment logic based on the country of destination also applies here.
Interim account down payment
That Interim account Down payment comes into play when you work with down payment requirements, a Pro forma documentwhich only becomes relevant for accounting purposes when payment is received from the customer. In addition, the dunning interest and dunning charges account types can accounting simplify the dunning process. This can be done by using them for interest or fees charged to customers in the context of dunning letters.
Account assignment in purchasing
A similar account assignment takes place in the purchasing area, whereby most of the functions are analogous to those in the sales area. Here we are focussing on the account data that is specific to the purchasing area. For example, the application proposes the transfer account by default when paying supplier invoices. Depending on how the payment is processed, a direct bank account can also be used here.
Cash discount clearing account
The cash discount offsetting account plays a role in the net procedure, which increases the accuracy of stock valuation by deducting cash discounts received directly from the values of the goods purchased. This procedure must be activated when entering supplier invoices.
Expense and stock account
Finally, the expense and inventory account is relevant if continuous inventory valuation using the moving average price valuation method is used in your company. In this account, price differences between incoming invoices for inventory-managed goods and incoming credit notes based on them.
Important and complex
These insights into G/L account determination for sales and purchasing illustrate the complexity and importance of careful and precise account management. This is a prerequisite for managing a company's financial flows efficiently and correctly.
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