Account, Transaction Types, DOC Reports

Account, Transaction Types, DOC Reports


Account, Transaction Types, DOC Reports
 
If your Manage by Numbers results are not reflecting your Parts Sales reports, there is a good chance that your transactions are not posting to the appropriate accounts.  Manage by Numbers tends to rely on your t-shirts sales posting to General Merchandise accounts and gas cap covers posting to Parts accounts.  If you haven’t set up your Parts Categories and groups appropriately, the items will post to the accounts dictated by the Transaction Type on the invoice.  Conversely, assigning accounts to your parts at the category level will override the transaction type selections made.
 
You can check account assignments within the parts sales invoice by checking to see which accounts are appearing in the GL Account column towards the right of the line item details.  The best place to check parts account assignments is in System Settings>Parts>Parts Category.  Select a parts category, and starting with the SubSubCategory double-click to open the details, and review whether there are accounts assigned in the Sales Account and COGS Account dropdowns.  If not, then check the details at the SubCategroy level, and then the Category Level.  If, in your investigation, you are finding no fields completed, go to System Settings>Parts>Part Group and check for account assignments.  If there are no accounts assigned, then your Transaction Type will dictate the account assignments.  (This will mean, for example, that GM sold on a Parts Transaction Type will post to Parts accounts)
 
Transaction types are set up primarily for two functions:

1. To separate sales transactions for reporting purposes.
2. To populate and direct transactions to the General Ledger.

Transaction types are also part of a Hierarchical super session model used to post Parts and Service Categories to the General Ledger (See chart next page). Transaction types can be assigned as a default filter at the Workstation Level, or to a Customer which would override the Workstation level.
 
Working with Transaction Types:

1. From the Main DealerVu Screen, select System Settings > Accounting > Transaction Types
2. Insert a new transaction type and assign the G/L Accounts on both the Parts Tab for parts sales and the Service Tab for service sales.

Transaction Types for Parts and GM Sales Invoices
Transaction types can be individually assigned by selecting a type from the dropdown list for each Sales transaction but this is not always practical. Each workstation is usually assigned a default Transaction Type. For Parts and GM Sales Invoices refer to the Hierarchical Model (See Chart Attached), the Transaction Type will only be used to post to the GL if no GL Account is assigned in any prior Category or Group level.
 
Transaction Types for Service Invoices
Transaction types MUST be assigned for each Service Work order. This separates all service work done depending on the type of work done. e.g., Customer Pay, Warranty, Insurance, Internal PDIs, or any Policy work.

Per the Hierarchical Model, these Transaction types will post to the General Ledger and override all Parts Categories with the exception of the Parts Group having a GL account assigned to it.