HEADER ACCOUNTS

Use this subtask to establish accounting-related information that pertains to the sales order as a whole, and to provide a default sales group abbreviation and inventory abbreviation for applicable line items. The sales abbreviation and inventory abbreviation can be different for each line item on the sales order. Each sales abbreviation entered on the order has its own unique combination of sales/revenue, deferred revenue, and accounts receivable accounts. Note that you can charge only one accounts receivable account, organization, or project combination for each sales order.

The Revenue Recognition method chosen in this subtask will be the default on the invoice and subsequently determines the journal entry created for the order when the sales order journal is posted to the general ledger.

Establish this subtask when adding the sales order to the system and maintain it as required.

SO, Release

These non-editable fields display the sales order ID and release from the main screen.

Sales Info

Sales Group Abbrev

Enter, or use Lookup to select, a valid sales group abbreviation. The default sales abbreviation established for the pricing project or catalog (in the Pricing group box in the main screen) will be provided here and can be changed. The sales abbreviation entered here will default for each line item on the order and can be edited for lines if necessary. If you enter a customer ID in the main screen, the Sales Group Abbrev will default from the Sales Order subtask of the Maintain Customer screen, if applicable.

Inv Abbrev

Enter, or use Lookup to select, a valid inventory abbreviation. The default inventory abbreviation established for the pricing project or catalog will be provided here and can be changed. The inventory abbreviation entered here will be defaulted to each inventory line item type on the order and can be edited for lines. Inventory abbreviation information is originally established in the Inventory Projects screen in Costpoint Inventory, and is assigned to pricing projects and catalogs in the Sales Order Project Settings and Sales Order Catalog Setting screens, respectively.

Revenue Recognition

Use the drop-down box to select one of the six system-defined revenue recognition methods. The revenue recognition methods are: "Deferred Revenue," "Liquidations," "Prepay," "Ready for Use," "Shipment/Sales," and "Unbilled A/R." The pricing project or catalog provides the default for this field. If you have chosen no pricing project/catalog, the default is from the Sales Order Settings screen and can be changed.

The revenue recognition method selected here will display in the Invoice Header Information subtask of the Maintain Invoices screen and cannot be changed there. The revenue method and the line type together determine the journal entries made to the General Ledger when the sales order journal is posted. The sales order journal entries are listed as follows:

Invoice Only Line Type

Recurring Line Type

Miscellaneous Line Type

Inventory Line Type

*    An additional entry is generated by the RFU Acceptance Date, debiting Accounts Receivable and crediting Unbilled A/R.

**  Inventory Journal posts the COS entry, debiting Cost of Sales and crediting Inventory.

Dropshipment Line Type

In-transit Line Type

Where applicable, the Sales Order Journal includes an additional entry to credit the Sales Tax Liability account for the sales tax amount recorded on the invoice. The appropriate Accounts Receivable account includes the debit side of the sales tax entry.

In general, the clearing account charged by the Sales Order Journal is offset by the Accounts Payable Journal posting when the expense for purchased items is recognized.

All sales orders that include warranty charges will have an additional entry on the Sales Order Journal posting, as follows:

Debit: Warranty Expense

Credit: Warranty Accrual

Project To Charge

Enter, or use Lookup to select, an active project. The default data for this column comes from the customer and can be overridden. The Project To Charge that you enter here will be the default value in each order line and can be edited in the main screen. The system checks the sales group abbreviation entered for the individual line items on the order to determine which account types require project substitution. The applicable accounts are then linked to the Project To Charge entered here. Subsequently, journal entries posted through the Sales Order Journal reflect the links between the Project To Charge, the accounts for the Sales Group Abbreviation, and the selected Revenue Recognition method.

Prime Contract No

This field displays the prime contract number for the Project To Charge and cannot be edited in this screen. Enter the prime contract number in the Maintain Project Master screen in Costpoint Project Setup.

Priority Rating

This non-editable field displays the Defense Priorities and Allocation System (DPAS) rating for the Project To Charge if you have established one for the project in the Government Contract Info screen in Costpoint Project Setup.

ACRN

Enter the Accounting Classification Reference Number (ACRN) for the line item. You can use a maximum of 30 alphanumeric characters. You can print the ACRN on the sales order acknowledgment, packing slips, and invoices. The ACRN will be the default in each sales order line item and can be changed.

Accounts Receivable

The fields in this group box default with the "Accounts Receivable Account" transaction type's data assigned to the Sales Group Abbrev in the Set Up Product Price Catalog screen in Costpoint Product Definition. These fields can be changed.

Account

Enter, or use Lookup to select, an active accounts receivable account. The default for this field comes from the account associated with the Sales Group Abbrev entered in this subtask and can be changed. Each individual line on the sales order can charge a unique sales group abbreviation; however, all line items must charge the same accounts receivable account.

Organization

Enter, or use Lookup to select, the designated organization for the account. The default for this field comes from the organization associated with the Sales Group Abbrev entered in this subtask and can be changed.

Project

Enter, or use Lookup to select, the designated accounts receivable project linked to the account and organization. The default for this field comes from the project associated with the Sales Group Abbrev entered in this subtask and can be changed.

Ref 1

Enter, or use Lookup to select, a valid reference number 1. If you entered a reference number 1 for the sales group abbreviation, it will be the default value, and can be changed. The actual label established for reference number 1 will display.

Ref 2

Enter, or use Lookup to select, a valid reference number 2. If  you entered a reference number 2 for the sales group abbreviation, it will be the default value, and can be changed. The actual label established for reference number 2 will display.

Liquidation

The liquidation related account, organization, and project are available for entry when the Revenue Recognition method has been set to "Liquidations" in this subtask.

Account

Enter, or use Lookup to select, an active liquidation account. The default for this field comes from the account associated with the Sales Group Abbrev entered in this subtask and can be changed. Each individual line on the sales order can charge a unique sales group abbreviation; however, all line items must charge the same liquidation account.

Organization

Enter, or use Lookup to select, the designated organization for the liquidation account. The default for this field comes from the organization associated with the Sales Group Abbrev entered in this subtask and can be changed.

Project

Enter, or use Lookup to select, the designated liquidation project linked to the account and organization. The default for this field comes from the project associated with the Sales Group Abbrev entered in this subtask and can be changed.

Ref 1

Enter, or use Lookup to select, a valid reference number 1. If you entered a reference number 1 for the liquidation account in the sales group abbreviation, it will be the default and can be changed. The actual label established for reference number 1 will display.

Ref 2

Enter, or use Lookup to select, a valid reference number 2. If you entered a reference number 2 for the liquidation account in the sales group abbreviation, it will be the default and can be changed. The actual label established for reference number 2 will display.