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The purpose of this knowledge article is to outline the debits and credits made to the general ledger transactions table in Accounting Seed when source transactions are posted. Please note that many accountants will refer to entries made in the transactions table as "Journal Entries". At Accounting Seed we preferred the to use the term "general ledger transactions" in reference to recording debits and credits since the Journal Entry and Journal entry lines are sources of general ledger transactions. Below is a list of all the possible debits and credits that can be made in Accounting Seed by their source object.
Billing Line
Service Sale Example: A service is sold for $5,000. The user creates a billing in Accounting Seed and uses "4000-Revenue" as the Revenue GL Account on the billing line and posts the billing. The following debits and credits will be inserted into the transactions table for each billing line with the following conditions:
Product Sale Example: A product is sold for $5,000. The product has been setup as a Salesforce product and the unit cost of the product has been set at $2,000. The user creates a billing in Accounting Seed and uses "4000-Revenue" as the Revenue GL Account on the billing line and posts the billing. The following debits and credits will be inserted into the transactions table for each billing line with the following conditions:
Kit Sale Example: A product kit is sold for $5,000. The product kit has been setup as a Salesforce product with two product parts: part A and part B. The unit cost of the part A has been set at $1,000. The unit cost of part B has been set at $750. The user creates a billing in Accounting Seed and uses "4000-Revenue" as the Revenue GL Account on the billing line and posts the billing. The following debits and credits will be inserted into the transactions table for each billing line with the following conditions:
Cash Receipt
A user receives $5,000 and posts a cash receipt. The following debits and credits will be inserted into the transactions table upon saving (or Posting) the record:
Cash Application
A user applies a $5,000 cash receipt to an open billing. Upon saving the application the following debit and credit are inserted into the transactions table:
Account Payable Line
Non-Product Purchase Example: A service is purchased for $5,000. The user creates an account payable in Accounting Seed and uses "5000-Supplies Expense" as the Expense GL Account on the account payable line and posts the account payable. The following debits and credits will be inserted into the transactions table for each account payable line with the following conditions:
Product Purchase Example: A product is purchased for $5,000. The user creates an account payable in Accounting Seed and uses "5000-Supplies Expense" as the Expense GL Account on the account payable line and posts the account payable.
If product costing is enabled then the Expense GL Account on the account payable line is disregarded. Instead, a debit is made to the Vouchers Payable GL Account set in accounting settings, and a debit or credit is made to the Inventory Variance account set in GL account settings for the difference between the unit cost and the price paid for the product. The credit is booked to the AP Control GL Account set in accounting settings for the full amount on the account payable line.
For this example we will assume the unit cost of the product has been set to $4,500 on the product as well. The difference between the price paid on the product and its unit cost ($5,000-$4,500=$500) will be booked to the inventory variance account set in accounting settings. The following debits and credits will be inserted into the transactions table for each account payable line with the following conditions:
Cash Disbursement
A user pays an account payable for $500. Upon posting the cash disbursement, the debit and credit are as follows:
Journal Entry Line
The Journal Entry Line is simply a way to manually adjust or update your books. Examples of this are payroll, accruals, or corrections. In the example below, a user accrues a supply expense of $500 in the current month. The debit and credit are created as follows upon posting:
Scheduled Revenue and Expense
The scheduled revenue and expense object is a way to amortize various transactions such as billings, accounts payable, and prepaid expenses to multiple accounting periods. In this example a user books a scheduled depreciation expense of $500 in the current month. Upon posting the scheduled revenue and expense the following debits and credits will be entered:
Time Card Day
A time card day is an entry for a single days worth of work for a particular time card line. In this example Andrew books four hours of time on Project X/Project Task: Design. Let's also assume Andrew is paid $10 an hour and is set up as an hourly employee. Upon posting the time card the following debit and credit will be entered into the transaction table.
Special Note - The value for cost in a time card day will vary based on the employees cost set up as hourly or salary. Please see the labor costing section of the help for more information about the value entered for a time card day.
Sales Order Inventory Movement
Please note there are no accounting transactions associated with the sales order inventory movement. Inventory is relieved from available quantity (Inventory Balance Object) via a sales order inventory movement in the allocation process. However, inventory is relieved from the general ledger when the sales order is billed. Please see the billing line section above for more information on how the general ledger records the relief of inventory. This was designed so that inventory could be reserved for specific orders, but still remain property of the company in terms of financial liability.
Manufacturing Inventory Movement
A manufacturing inventory movement is created when material is pulled out of stock for a manufacturing work order. Let's assume Andrew is pulling a quantity of one of "Product X" with a unit cost of $10 to manufacture a finished good. Upon allocating the material on the manufacturing work order, the following debit and credits are entered into the transaction table:
Inbound Inventory Movement
An inbound inventory movement is used for miscellaneous adjustments of inventory such as opening balances and product returns. In this example Andrew is going to enter an opening balance of one "Product X" with a unit cost to $10 into inventory. Upon saving the record, the following debit and credit are entered into the transaction table:
Inventory movements with a type of Non-Accounting and Transfer do not book an entry into the general ledger. These types of movements only affect the inventory balance. Outbound Inventory Movement
An outbound inventory movement is used for miscellaneous adjustments of inventory such as scraping material. In this example, Andrew is going to enter an outbound inventory movement of one "Product X" with a unit cost to $10. Upon saving the record the following debit and credit are entered into the transaction table:
Inventory movements with a type of Non-Accounting and Transfer do not book an entry into the general ledger. These types of movements only affect the inventory balance.
Purchase Order Inventory Movement
A purchase order inventory movement is inserted when a purchase order is received. The receipt is done at standard cost listed on the product record. In this example let's assume Andrew received one "Product X" with a unit cost of $10. Upon recording the receipt against the purchase order, the following debits and credits are entered in the transactions table:
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