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Location Accounts

The Location Accounts setting allows you to set different Purchase Accruals, Cost and Sales Accounts for each Location. You can also set a Stock Account for each Location, but you should do this in the Location record itself.

To work with the Location Accounts setting, first ensure you are in the Stock module. Then, if you are using Windows or Mac OS X, click the [Settings] button in the Navigation Centre to open the 'Settings' list and double-click 'Location Accounts' in this list. If you are using iOS or Android, select 'Settings' from the Tools menu (with 'wrench' icon) and tap 'Location Accounts' in the 'Settings' list. In both cases, the 'Location Accounts: Inspect' window illustrated below will open. Fill in the fields as described below the illustration. Then, to save changes and close the window, click the [Save] button (Windows/Mac OS X) or tap √ (iOS/Android). To close the window without saving changes, click the close box (Windows/Mac OS X) or tap < (iOS/Android).

Use each row in the matrix to specify Accounts for a particular Location. You do not have to list every Location, only those that will not use the default Accounts.

To edit a row, simply click or tap in the field to be changed and overtype the existing entry. If you are using Windows or Mac OS X, you can add a new row by clicking in the Code field in the first blank line and entering appropriate text. To remove a row, click on the row number on the left of the row and press the Backspace key. To insert a new row, click on the row number and press the Return key. If you are using iOS or Android, you can add rows by tapping the + button below the matrix. To remove a row, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. To insert a row, long tap on the row number where the insertion is to be made and select 'Insert Row' from the resulting menu.

The Location Accounts setting is spread over three flips. To view specific flips, click (Windows/Mac OS X) or tap (iOS/Android) one of the three flip tabs (marked A-C) on the right of (Windows/Mac OS X) or under (iOS/Android) the matrix.

Flip A

Code
Paste Special    Locations setting, Stock module
Use 'Paste Special' to specify the Location for which you need to set dedicated Purchase Accruals, Cost and/or Sales Accounts.

Dom. Purch. Accruals, EU Purch. Accruals, Export Purch. Accruals
Paste Special    Account register, Nominal Ledger/System module
If you are maintaining stock valuations in the Nominal Ledger, a Purchase Accruals Account will be credited whenever you receive a Stocked Item into stock and debited when you receive the Purchase Invoice for that Item.

Use these fields if you need to set dedicated Purchase Accruals Accounts for the Location specified in the Code field to the left. You should specify a separate Account for each Zone. These Purchase Accruals Accounts will be used in preference to those specified in Item Groups or in the Account Usage Stock setting. Please refer here for more details about how the Purchase Accruals Account will be chosen in each Purchase Order and Goods Receipt row.

You can change the name of the EU Purch. Accruals field if it is not suitable. Using the VAT Zone Label setting in the Sales Ledger, you can replace the string "EU" with your own string (for example "SACU" in South Africa). This also applies to the EU Cost A/C on flip B and the EU Sales A/C on flip C.

Flip B

Dom. Cost A/C, EU Cost A/C, Export Cost A/C
Paste Special    Account register, Nominal Ledger/System module
If you are maintaining stock valuations in the Nominal Ledger, a Cost of Sales Account will be debited with the calculated cost of goods whenever you sell a Stocked Item.

Use these fields if you need to set dedicated Cost Accounts for the Location specified in the Code field to the left. You should specify a separate Account for each Zone. These Cost Accounts will usually be used in preference to those specified in Item Groups, in Item recordsor in the Account Usage Stock setting. Please refer here for full details about how the Cost of Sales Account will be chosen in an individual transaction.

Flip C

Dom. Sales A/C, EU Sales A/C, Export Sales A/C
Paste Special    Account register, Nominal Ledger/System module
A Sales Account will be credited whenever you sell an Item, allowing you to record the levels of sales of different types of Items in the Nominal Ledger.

You can use these fields to specify dedicated Sales Accounts to be used when you make sales from the Location specified in the Code field to the left. Please refer here for full details about how a Sales Account will be chosen when you sell an Item (i.e. when you specify an Item in a row in an Invoice, Order, Quotation or other sales transaction).
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Settings in the Stock module: