Minimum Version Required: 23.01
Steps
The purpose of AR Account Maps is to determine which General Ledger Accounts and which Company an AR Account will be tied to. The AR Account Maps table allows users to map AR Accounts to specific Accounts Receivable, Undeposited Funds, and other accounts based on the customer's location or product group.
How is the Company Determined?
The company on an AR Account is determined from the AR Map ID.
AR Maps can be created or modified as needed to generate the desired structure.
How is ARMapID Calculated on the AR Account?
AR Map is calculated by matching Location and Product Groups to determine the AR Map that should be used. Encompass will try to find the most granular level of data first to determine a match, and then if no matches are found, Encompass will move to the next step.
1. Customers.LocationID = ARMaps.LocationID
OR
ARMaps.LocationID IS NULL AND SplitInvoice.ProductGroupID = ARMaps.ProductGroupID
2. Customers.LocationID = ARMaps.LocationID
OR
ARMaps.LocationID IS NULL AND Customers.ProductGroupID = ARMaps.ProductGroupID
3. Customers.LocationID = ARMaps.LocationID AND ARMaps.ProductGroupID IS NULL
4. ARMaps.LocationID Is Null AND ARMaps.ProductGroupID Is Null
5. MIN(ARMaps.ARMapID)
How to change an AR Map on an AR Account?
ARMap is a calculated field on the AR Account and cannot be directly edited. To change the ARMap on an AR Account users must either update the Customer's split invoicing to match an ARAccount Map, update the Customer's Product Group to match an ARAccount Map, or update/add an AR Account Map to match the criteria they need.
Logo Is Not Printing?
If other Invoices using the same template are printing the logo correctly, check the ARAccount.ARMapID if there is a Mapped Location set on the AR Map. If there is, the mapped location may be missing an Invoice Logo Document and the user will need to add one.
Fields And Definitions
AR Map: An AR Map will determine which Accounts in the General Ledger and which Company an AR Account will be tied to.
Mapped Location: This will control the mapped location and logo that is printed for Invoices tied to AR Accounts on this AR Account Map
Transaction Source: Invoices
Determining Factors:
Company
Location
Product Group
Best Practices
Ensure AR Account Maps are set up for each of the locations without a product group assigned to ensure that if there are no matches on steps 1-2 above, an AR Account can match on location.
If users have specific products tied to a different company, make sure they have split invoicing setup for these products and separate AR Account maps so these products can be assigned to the correct company
Tip: When troubleshooting why an Invoice hit a certain AR Map, check the Payment Customer set on the AR Account.