Decoding "XYZ" GL Accounts

Occasionally users will discover that one of Enterprise's registers has generated GL postings to a fictitious GL account where the prefix characters = "XYZ". This happens when a register is trying to identify a Sales, Cost of Sales or Inventory account to post into but does not get a hit in the respective GL interface table. In order to come out of that register with Debits = Credits, the register will compose and post into a fictitious GL account.

Once an XYZ distribution is posted into the GL Collector file, two things need to happen:

  1. You need to decode the XYZ account and transfer the amount into the correct GL account via journal entry. Before you can do the journal entry, that fictitious account must exist in your Chart of Accounts. If it doesn't, then use GL01 to set it up; then use GL30 to post the journal entry. Alternatively, you can run GL81 - preliminary; if this program finds a transaction without a record in the Chart of Accounts, it will define one for you.

  2. You need to stop future transactions from posting into the same XYZ account. Remember, this happens when something is missing in one of your GL interface tables so you need to figure out what transaction caused the problem and then build the missing entry in the appropriate table. The table to be maintained depends on the register that generated the XYZ posting.

Listed below are the registers that require GL interface tables, the corresponding program used to maintain the GL interface records for that register and details on how to decode the XYZ account:

IN44 - Invoice Register:

    CC00/Invoicing-General Ledger folder for distributions from the Invoice Register-IN44. This table is read to extract the correct Sales, COS and Inventory GL accounts to be updated. If an IM18 pricing record stores a ticketing cost component then that value will increase the Debit to COS and Credit the Ticketing GL account specified in CC00-IN2. The key to the table is:

    Sales Office(Whse) + Product's GL Code + Customer's Type

    If no hit is made in the table, then IN44 will report a fictitious GL code composed as follows:

    "XXX"+SO+GL+Type   for Sales
    "YYY"+SO+GL+Type   for COS
    "ZZZ"+SO+GL+Type   for Inventory
    "CCC"+SO+GL+Type   for "ticketing" costs from IM18 pricing record

PO64 - Purchasing Register:

    CC00/Purchasing-General Ledger folder for distributions from the Receiving Register-PO64 (if receipts accrual is turned ON). This table is read to extract the correct Inventory account to debit for stock received. The key to the table is:

    Whse + Product's GL Code

    If no hit is made in the table, then PO64 will report a fictitious GL code composed as follows:

    "ZZZ"+Whse+GL     for Inventory

PO66 - Cost Adjustments Register:

    CC00/Purchasing-General Ledger folder for distributions from the Cost Adjustments Register - PO66 (if Receipts Accrual is turned ON). This table is read to extract the correct Inventory Control account to debit or credit for the cost adjustment. The key to this table is:

    Whse + Product's GL Code

    If no hit is made in this table, then PO66 will report a fictitious GL code composed as follows:

    "XXX" + Whse + GL for the Inventory Control Account

    Note: The offsetting entries are to the Landing Factor Variance Account which is stored in PO09/Landing Factors and/or COS Recost Variance which is stored in CC00/Purchasing.

IC51 - Inventory Adjustment Register:

    IM44 for inventory adjustments reported on IC51. This table is read to extract the correct Inventory Adjustment and Inventory Control accounts to be updated. The key to the table is:

    Whse + Product's GL Code + Adjustment Code

    If no hit is made in the table, then IC51 will report a fictitious GL code composed as follows:

    "XXX"+Whse+GL+AdjCode     for offsetting adjustment account
    "YYY"+Whse+GL+AdjCode     for Inventory Control account

IC56 - Whse Receipt Stock Audit Trail:

    CC00/Invoicing-General Ledger folder for distributions from Whse Receipt Stock Audit Trail (IC56). In-Transit warehouse transfers are processed through OE/IN as a shipment to the receiving warehouse, which is set up as a customer in SU13. When the shipment is received into the receiving warehouse, IC55 uses the Sales Office and Customer Type assigned in that customer record to extract the correct Inventory GL account to debit. The key to the table is:

    Sales Office + Product's GL code + Customer Type

    If no hit is made in the table, then IC56 will report a fictitious GL code composed as follows:

    "ZZZ"+SO+GL+Type for Inventory

    Note: The offsetting credit is to the In-Transit Clearing Account which is stored in CC00/Invoicing.

PI19 - Transfer Physical to Book

    IM44 is also read by the Physical Inventory system when posting count variances (PI19). The key it looks for is:

    Whse + Product's GL Code + Adjustment Code "P"

    If no hit is made in the table, then PI18 will report a fictitious GL code composed as follows:

    "WWW"+Whse+GL+"P"     for offsetting adjustment account
    "ZZZ"+Whse+GL+"P"     for Inventory Control account

Note for GL Month End:

At month end if there are any XYZ records in the GL Collector file that do not have a corresponding record in the Chart of Accounts masterfile, program GL50 will report an out of balance because this program drives off the Chart of Accounts file. If this happens, run a GL81-Preliminary report. If this program finds a transaction without a record in the Chart of Accounts, it will define one for you (no description, but the account will now exist) and it will report the XYZ transaction details. That gives you the basis to begin your investigation and post the journal entry. Very often, the accounting department does not know that these transactions exist until month end is started in the GL system.

 
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