Minimum Version Required: 25.04
Pre-Conditions
You have identified a Purchase where the Purchase Accounts reflect an incorrect expense account for a non-inventory product.
You have access to the system's Expense Account Maps table.
You have the necessary permissions to view and potentially edit this table.
Steps
Navigate to the Expense Account Maps Table:
Use the universal search functionality within the system.
Search for "Expense Account Maps" and select the corresponding table.
Identify the Product and Location on the Purchase:
Note the specific non-inventory Product that is showing the incorrect expense account on the Purchase.
Note the Company and Location associated with the Purchase.
Locate the Relevant Expense Account Map Record(s):
Within the Expense Account Maps table, look for records that match the following criteria:
Product: Does a map exist for the specific Product?
Product Type: (Implicit based on being a non-inventory product)
Location: Does a map exist for the specific Location of the Purchase?
Company: Does a map exist for the specific Company of the Purchase?
The system may use a combination of these fields to determine the applicable Expense Account Map. Check for the most specific match first (Product, Location, Company), then less specific (Product, Company), (Product, Location), (Location, Company), (Product only), (Location only), or a default (Company only).
Verify the Expense Account:
Once the relevant Expense Account Map record(s) is located, examine the Expense Account field.
Ensure that the GL account listed in this field is the correct expense account that should be associated with the Product for the given Company and Location (or the applicable combination).
If the Expense Account is incorrect, note the incorrect account and the correct account.
Correct the Expense Account Map (If Necessary and if you have permissions):
If the Expense Account in the Expense Account Map is incorrect, update it to the correct GL account.
Address Purchases with Incorrect Accounts:
If the Purchase is in Verified Status and the AP Close Date can be rolled back:
Roll back the AP Close Date.
Un-verify the Purchase.
Edit and save the Purchase document (this should trigger a recalculation of the Purchase Accounts based on the updated Expense Account Map).
Verify the Purchase again.
If too much time has passed to roll back the AP Close Date:
Option 1: Reverse and Recreate:
Reverse the incorrect Purchase.
Verify the reversal.
Make the necessary corrections to the Expense Account Maps.
Recreate the Purchase with the correct information.
Option 2: Journal Entry Correction:
Make the necessary corrections to the Expense Account Maps.
Create a simple journal entry to transfer the balance from the incorrect expense account to the correct expense account for the historical Purchase.
Investigate Further if the Issue Persists:
If the Expense Account Maps appear to be configured correctly, there might be other system settings or product configurations influencing the Purchase Accounts.
Review the product setup and any relevant purchasing rules.
Fields And Definitions
Expense Account Maps: A table in the system that links non-inventory Products to specific General Ledger Expense Accounts for Purchases.
Company: The specific company or legal entity within the system to which this Expense Account Map applies.
Location: The specific location within the company to which this Expense Account Map applies.
Product: The specific non-inventory product being mapped to an expense account.
Expense Account: The General Ledger account that the value of the mapped Product will be assigned to on Purchase Accounts.
Purchase Accounts: The set of accounting entries (similar to a journal entry) created when a Purchase Order is processed. These reflect the impact of the purchase on various GL accounts.
Verified Status: A status in the system indicating that a Purchase has been finalized and may have downstream financial implications.
AP Close Date: A date that signifies the end of an Accounts Payable period, often restricting changes to transactions before that date.
Roll Back: The action of moving the AP Close Date backward, allowing modifications to prior periods.
Un-verify: The action of reverting a Purchase from a Verified status, allowing edits.
Reverse Purchase: Creating a transaction that negates the financial impact of the original Purchase.
Best Practices
Establish clear rules for how Expense Account Maps should be created based on Product, Location, and Company.
Regularly review Expense Account Maps, especially when new non-inventory products are added or GL accounts change.
Consider using specific Product mappings over more general Location or Company mappings for greater accuracy.
Train users on the importance of verifying Purchase Accounts before verifying Purchases.