Setup Posting Groups

This screen can be used to create and maintain the set of Posting Groups that will be available for use in your system. Posting Groups are used by the various posting procedures to identify the financial organization and account to which a transaction should be posted (for each Account Category).

While the system has a System Default posting group, which governs general defaulting behavior (and all defaulting behavior for those account categories not 'project related'), Custom posting groups can also be defined and associated with specific projects (to include project specific rules for those Account Categories that are 'project related'). New projects created in Unanet will automatically default to use the System Default posting group, but can be overridden to use a Custom posting group as desired.

Posting Groups will be referenced by many Unanet processes capable of generating General Ledger transactions including:

Roles

This screen is available to users having any of the following roles: Administrator, P&R Administrator and GL Admin

License

Posting Group List screen:

This screen will display a listing of all of the Posting Groups defined in your installation. The System Default posting group will always appear. Additional Custom posting groups may also appear in the section below the System Default.

The System Default Posting Group cannot be removed or deactivated. This group will govern the account determination for all non-project related account categories, and potentially all defaulting behavior if no other custom posting groups have been defined. This Posting Group is delivered with the product and will contain an entry for every transaction category (ie Account Category) supported by Unanet.

Field Descriptions (click on a link below for additional information):

On the Summary tab, you will need to supply a required name and optional description for any custom posting group created. This Name will appear in the Project Profile >> Accounting tab posting group drop-down, where posting groups are associated with projects.

Field Descriptions (click on a link below for additional information):

When editing the System Default posting group, this screen will contain a complete listing of the Account Categories available in the system. When editing a Custom posting group, this screen will contain only those Account Categories that are "Project Related" (see Account Category Description below for information regarding which account categories are 'project related'). The number of account categories and their names cannot be changed.

When attempting to determine the appropriate Financial Organization to which a transaction will be posted, the Organization Source field is referenced. The available options include:

When attempting to determine the appropriate Account to which a transaction will be posted, the Account Source Type, Account and Account Source(s) fields are considered.

Note: If the expense line item is associated with a PO Line and it has an account specified, that account will be used for the Expense Report Cost account category.

Note: If the timesheet cell is associated with a PO Line and it has an account specified, that account will be used for the Labor Cost account category.

If there is a check mark in the Account Source -- Project column for the AR Discount Taken account category (and that is the only blue check mark on that account category row), the system will first attempt to get an account from that project's account configuration (project account screen). If there is no account specified for that category on that project, then the post process will next look at the account specified in the Account column. It may be that a single Account Category may have multiple blue check marks and thus the process will begin at with the Account Source on the far right, working from right to left, in an effort to find an account for that account category to be used.

Field Descriptions (click on a link below for additional information):

Account Category Descriptions

Account Category	Details, Options, Explanations	Typical Account Source	Typical Organization Source	Typical Value	Normal Account Type	Project Related	Debit/Credit for positive value
Financial Document Defaults and Posting Accounts
Accounts Payable	Used to determine the default AP Account for the Vendor Invoice screen. If an account cannot be found, the AP Account will default to blank and the user will need to manually specify a value. The AP Organization will always default to the default organization for the legal entity. If the default organization for the legal entity is not specified, the AP Organization will default to blank and the user will need to manually specify a value.	Fixed Account	Legal Entity	Accounts Payable	Liability	No	Credit
AP Discount Taken	Used to determine the org and account posted for the discount taken on a Vendor Payment. If values cannot be found, the Vendor Payment post will return an error.	Fixed Account	Legal Entity	AP Discount Taken	Expense	No	Debit
AP Unapplied Payment Account	Used to determine the org and account posted for the unapplied balance (e.g. difference between the vendor payment amount and the sum of the payment amounts in the Paid Documents grid and the Amounts in the Details grid) of a Vendor Payment. If values cannot be found, the Vendor Payment post will return an error.	Fixed Account	Legal Entity	AP Unapplied Payment Account	Asset	No	Debit
AR Discount Taken	Used to determine the org and account posted for the discount given on a Customer Payment. If values cannot be found, the Customer Payment post will return an error.	Fixed Account	Legal Entity, Project	AR Discount Taken	Expense	Yes	Credit
AR Small Balance Write-off	Used to determine the org and account posted for the write-off applied in a Customer Payment. If values cannot be found, the Customer Payment post will return an error.	Fixed Account	Legal Entity, Project	AR Small Balance Write-Off	Expense	Yes	Debit
AR Unapplied Payment Account	Used to determine the org and account posted for the unapplied balance (e.g. difference between the vendor payment amount and the sum of the payment amounts in the Paid Documents grid and the Amounts in the Details grid) of a Customer Payment. If values cannot be found, the Customer Payment post will return an error.	Fixed Account	Legal Entity	AR Unapplied Payment Account	Liability	No	Credit
Inventory Asset Account	Only available if Use Inventory (unanet.inventory.enabled) property is enabled. The account for debits when stock is added to the inventory.	Fixed Account or Variable	Legal Entity	Inventory Asset	Asset	No	Debit Credit when inventory is used by a project or when inventory is disposed
Inventory Payable Account	Only available if Use Inventory (unanet.inventory.enabled) property is enabled. The account for credits when stock is added to the inventory.	Fixed Account or Variable	Legal Entity	Inventory Payable	Liability	No	Credit
Inventory Shrinkage Account	Only available if Use Inventory (unanet.inventory.enabled) property is enabled. The account used for debits when inventory is disposed due to loss or damage.	Fixed Account or Variable	Legal Entity	Inventory Shrinkage	Expense	No	Debit
Net Income	Net Income account is used to determine where the current year net income will appear in the Balance Sheet. The current year net income is calculated as part of the balance sheet creation process. This amount is then place in the balance sheet based on this account's placement in the account Financial Hierarchy. The account code and name are also used in the Balance Sheet.	Fixed Account	Legal Entity	Net Income	Liability	No	Credit
Retained Earnings	Retained earnings account is the account to which fiscal year closing entries will be made by the fiscal year close process and when posting entries into closed fiscal years. The account is also used to determine where previous year net income for unclosed fiscal years will appear on the balance sheet similar to the Net Income account category (e.g. if a balance sheet is being run for 2015 but the fiscal year close for 2014 has not been run, the balance sheet report will accumulate the net income amounts for 2014 and all prior unclosed fiscal years and include them in the specified Retained Earnings account).	Fixed Account	Legal Entity	Retained Earnings	Liability	No	Credit
VI Funding Cap Adjustment	Used to determine the org and account posted for the funding cap calculated on a VI that is related to a Purchase Order. If values cannot be found, the Vendor Invoice post will return an error.	Variable	Legal Entity	VI Funding Cap Adjustment	Liability	No	Credit
Labor Cost Post
Labor Cost	Used to determine the org and account posted for labor cost by the Labor Cost Post process.	Project	Employee or Project	Direct, Indirect, Fringe Labor Cost	Expense	Yes	Debit
Labor Cost Offset - Employees	Used to post the liability for employee labor costs by the Labor Cost Post process. This will generally be an Accrued Salaries & Wages type account that will subsequently be relieved by the journal entry for the payroll associated with labor cost.	Fixed Account	Legal Entity	Payroll Liability Clearing	Liability	No	Credit
Labor Cost Offset - Subcontractors	Used to post the liability for non-employee labor costs by the Labor Cost Post process. This will generally be an Accrued Subcontractors Payable type account that will subsequently be relieved when booking the vendor invoice associated with the subcontractor hours.	Fixed Account	Legal Entity	Subcontractor labor clearing	Liability	No	Credit
Cross-Charge Labor	The Cross-Charge Labor account category is used only if the Post Cross Charge Labor System Property check box is checked and the org posted for the labor cost transaction is not the same as the person org of the employee. If it is not, assuming it is a positive labor cost, a debit in the amount of the labor cost will be made to the account resolved from the Cross-Charge Labor account category to the person org of the employee and a credit will be made to the org posted for the labor cost transaction. Cross-Charge Labor transactions are needed only if there is a requirement to calculate multiple indirect rates within a legal entity. In order to support this, we will typically need to determine the total labor base cost for purposes of calculating Fringe and Overhead rates within the person's home organization and in the charged organization (typically the project owning organization). Since the labor of the person has been charged to an organization other than the person org of the employee, the indirect rate calculation will need to have a place to see the amount of labor cost moved out of the base of the person org and the amount moved into the charged org. Note that there is no organization source option for this Account Category as the posting organization will always be determined based on the person org and charged org values.	Fixed Account	N/A	Cross-charge labor expense	Expense	Yes	Debit - Person Org Credit - Posted Org
Cross-Charge Labor Offset	This account category will be used to create entries that offset the entries made in the person org and posted org for Cross-Charge Labor.	Fixed Account	N/A	Cross-charge labor expense offset	Expense	Yes	Credit - Person Org Credit - Posted Org
Billing & Revenue Post and Invoice Completion
Billed	Determines the Accounts Receivable account to which the invoice amount will be posted.	Fixed Account	Legal Entity	Accounts Receivable	Asset	Yes	Debit
Deferred Revenue	Specifies the account should where timing differences between billable amounts and recognized revenue are posted. This account will potentially have a balance on FP projects where revenue is recognized on an other-than when-billed basis, CP projects where the billing indirect rate type is not the same as the revenue recognition rate type, and in any project where Funding Caps are applied for either Revenue Recognition or Billing, but not both.	Fixed Account	Legal Entity	Deferred Revenue	Liability	Yes	Credit
Fixed Fee Adjustment - Revenue	Account to which the revenue impact of Fixed Fee Adjustments is posted. Most clients will not have this account set up and best practice is to add this account in order to track these adjustments separately.	Fixed Account	Project	Revenue - Fixed Fee Adjustment	Revenue	Yes	Credit
Funding Cap Adjustment - Revenue	Account to which the revenue impact of Funding Cap Adjustments is posted. Most clients will not have this account set up and best practice is to add this account in order to track these adjustments separately.	Fixed Account	Project	Revenue - Funding Cap Adjustment	Revenue	Yes	Credit
Recognized Revenue	Determines the account to which revenue recognized via the Billing & Revenue Post or Invoice Completion will be posted.	Variable	Employee or Project	Revenue	Revenue	Yes	Credit
Revenue Write-off	Specifies the account to which write-offs take in the Invoice Edit screen will be posted by the Invoice Completion process. A specific account should always be set up as a best practice to track these amounts separately from regular revenue amounts.	Fixed Account	Project	Revenue - Write- Offs	Revenue	Yes	Debit
Tax	Account to which postings for Additional Item Types where the Credit Account is set to Tax will go in the Invoice Completion process. May go to just a single Default account, but may there may exist multiple accounts for various localities in which case the account should be variable and dependent on the Additional Item Type.	Onetime Charge Type	Legal Entity	Taxes Payable	Liability	No	Credit
Unbilled	Specifies the account to which billable values are posted via the Billing & Revenue Post. This account is relieved via Invoice Completion.	Fixed Account	Legal Entity	Unbilled Receivables	Asset	Yes	Debit
Expense Report Cost Post
Expense Report Cost	The Expense Report Cost account category is only used to specify the organization source for Expense Report costs. The accounts used to post the expense side of the transaction are based on the cost accounts set up in Expense Type and/or Project Type setup.	N/A	Project	Direct, Indirect Expense Cost	NA	Yes	Debit
Expense Report Offset - Non Reimbursable	This account category is used to set up the liability for expense report transactions where the Reimbursable check box is not checked for the Payment Method specified.	Payment Method	Legal Entity	Company paid items clearing	Liability	No	Credit
Expense Report Offset - Reimbursable	This account category is used to set up the liability for expense report transactions where the Reimbursable check box is checked for the Payment Method specified. This account will be offset if a Vendor Invoice is created for the expense report via the Create Vendor Invoices from Expense Reports process.	Fixed Account	Legal Entity	Expense report payable	Liability	No	Credit
Invalid Legal Entity Errors
Invalid Legal Entity Errors	These account categories are used in the unlikely event that postings of legacy data would result in entries that would cross legal entities, potentially leaving the GL out of balance. This is only necessary if these entries are being made to a posting date after the Use Financial Organizations Effective Date. These should normally not be specified unless an error requiring the accounts is encountered. These are not applicable to organizations with a single Legal Entity Will almost never come into play, but are system safeguards in cases of multiple legal entities with regard to historical balance posting.	Blank	Blank	Interco Due To/From	Asset	No	NA

Admin Setup - Posting Groups

Overview

Roles

License

Posting Group List screen:

Field Descriptions (click on a link below for additional information):

Field Descriptions (click on a link below for additional information):

Field Descriptions (click on a link below for additional information):