If you want to pass off sales and purchases information by department, use the procedure below. You should have already completed the procedure "Setting Up POS and A/R Automatic Passoff." If you have not, click here.
All of the departmental sales and departmental purchases accounts to which you want the system to pass off must exist in the Chart of Accounts window. Unlike the accounts you entered in the POS and A/R Passoff section, these accounts must contain a subaccount number. For example, if your Inventory account in POS and A/R Passoff is 4000-000, then your departmental Inventory account might be 4000-100 for department 1, 4000-200 for department 2, and so on. When the system passes off sales and purchases, it looks for a departmental account (such as 4000-100), and if one exists it will pass off to it. If one does not exist, it will pass off to the "generic" (non-departmental) account number that you entered in POS and A/R Passoff (in this example, it would post to 4000-000).
If you have been using standard G/L passoff for POS and A/R, run RDJ with options FZ before you continue.
In Function MCT (accessible from the Network Access Main Menu), make sure the "Automated Pass-off To General Ledger?" flag is set to Y. If it is set to N, type a Y in that field and press <Change>.
In the morning, before you open for business, activate the flag to allow departmental passoff by doing the following from Network Access:
in Function SSM, stop the POS File Update Manager by pressing down-arrow to highlight it, then pressing <Delete> to stop it.
run Report RDJ with Option F to finalize any unfinalized transactions.
in Function MCT, screen 4, change the flag "Passoff Method" to D.
in Function SSM, restart the POS File Update Manager by pressing down-arrow to highlight it, then pressing <Run> to start it.
Click the arrow to the right of the Type box, and select Department Accounts from the drop-down list.
Click Display. The Department account types display in the grid.
Click in the Account column of the first account type in the grid (COGS).
Enter your general ledger account number for this account type.
Repeat steps 4 and 5 for each subsequent account type in the grid. Depending on your system setup, you may not need to assign an account to every account type.
For more information about each account type, including whether or not you must assign an account number to it, click here.
Click Change.
Multistore: Click the arrow to the right of the Store box, select the next store you want to set up, and repeat steps 3 through 9.
You must run the Daily Journal Report (RDJ) with options F and Z in an end-of-day queue.