Need to post to 2 different AR accounts for each customer

A prospect's current AR system receives imported transactions from two external systems, one for Transportation, one for Warehousing.  We plan to replicate this by using a VI job.

Transportation and Warehousing are "divisions" in their terminology.  They post to different AR control accounts, sales accounts, etc.   AR reports, particularly the AR aging reports and trial balance must be able to be produced by these "divisions".  Any customer can be both a Transportation and Warehousing customer.   The distinction is which external system originated the trasnaction.  There are no overlapping "items" (everything will be a non-stock item) for each type of business (i.e., FREIGHT will belong to Transportation invoices, PALLETS to Warehouse, etc), and every invoice will be for only one division.

So far, the only way to resolve this that I have thought of is to use National Accounts and set up two customers (e.g., 01-ABC and 02-ABC) but they're not thrilled by this option.  They have 10,000 customer records as it is.

Is there another/better way to approach this?

  • 0

    Reports are relatively easy to sort / group with report customization, but the GL transactions routing to different accounts is based on certain rules.  Sales / cost accounts can be overridden in the data entry tables (via script if necessary) but your limiting consideration will be the AR Control accounts.  AFAIK, these are linked to the Division, set during the posting process, without the possibility to override.

    It's possible there may be an enhancement to do what you want, but I know of none. 

  • 0

    Blytheco has two enhancements that you could use.  Segment sub on the fly so-1056 and segment sub on the fly for cash receipts ar-1241

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    What issues are you running into that lead you to try and find a different solution?  Since this is all being done via import, I don't see much of a problem with the method you're using so perhaps if you can describe the challenges you're running into that will help the forum make a more targeted suggestion.  

  • 0 in reply to jcl

    The project got delayed and we won't actually be starting until next month.  But the problem is that any one customer account can "belong" to two different divisions, depending on the type of transaction.  Even if we are posting via import, and can 'direct' the AR transaction to the corresponding GL account by the use of the VI, my understanding is that the reporting will all be based on the division in the customer master record, so we can't segregate the actual data in the standard reports.

    The customer is rethinking their GL (which is why the delay so far) so this may be a moot point when we start it up.

  • 0 in reply to MClark

    To belong in two separate divisions, that means the customer is actually setup twice, and will have two fully separate customer accounts.  Those can be pseudo-joined together by the National Accounts feature, which gives you the ability to join the data together for reporting purposes, but by use of the separate accounts, the data will already be segregated for you in the standard reports. If there is no need to join the customers together for any reporting, then you wouldn't even need to use the National Accounts feature.  Just setup separate customers in separate divisions, set those divisions to post to the AR accounts they should, and you're good to go.  

  • 0 in reply to MClark

    And if the AR control account is the main stumbling block, since the invoices will always be for one division or the other (i.e. not a mix of some div 1 lines and some div 2 lines on same invoice), they could keep their GL the same as it is now and not setup two customers each either.  You could just add a UDF to the Invoice Header where you set which division that invoice is for.  Then at month end each month a reversing journal entry could be done to move the amounts from the combined AR account into the two separate AR accounts based on the division UDF field value on each open invoice.  Then financials would be by division as they want, but everything else works as usual.  Getting the amount to JE would be a fairly simple report to write, or even just a modification to an existing AR Aging or AR Trial Balance report to select by division or group by division.