Company Posting Parameters

The tunable company wide Posting Parameters can be accessed from the window in the Company Parameters

Inventory Settings

COST TO POST FOR SALE OF RENTALS

Gain or Loss on Disposal when rental equipment is sold, is the excess between the Sale Price and the Original Cost.
It is calculated differently using the Book Value method versus the Average Cost method of valuing equipment.

Select one of the following options for the disposal or sale of the rental equipment:

• Average Cost
  This method splits the Book Value Gain/Loss out, to show any Recaptured depreciation amount separately from the Average Cost Gain/Loss amount.
  • The Average Cost Gain/Loss on disposal is equal to the difference between the Sale Price and the Original Cost.
  • A Recapture calculation is also done with this Average Cost method, but only when the Sale Price is greater than the Original Cost (e.g. the equipment has been over depreciated). This Recapture amount is the difference between the Book Value and the Cost.
  The sum of these two values then equals the Book Value Gain/Loss.

  This is the standard method, if your firm is NOT using the software to track depreciation on the equipment. The Average Cost Gain/Loss amount is then used without including any Recaptured depreciation amounts.
  The Average Cost option can NOT be used if the Post Depreciation to General Ledger parameter is activated.

• Book Value
  The Gain/Loss on disposal is equal to the difference between the Sale Price and the Book Value.
  The Book Value from the Fixed Asset tag would credit the Rental Inventory Account and debit the Cost of Rental Equipment Sold Account.
  This method would only apply if your firm is using the software to track depreciation on the equipment and any recapture amount should be included in the Gain/Loss on Disposal.

COST TO POST FOR SALE OF SALES

For regular sales merchandise, the average cost is used for posting when the sales items are sold.
However, serialized sales items (where the serial number is tracked) allow for the cost of each serialized piece to be tracked separately so instead of using the average cost for posting, the cost on the serial # record can be used.

Select one of the following:

• Select A to use the Average Cost for the sales of both regular and serialized sales products.
• Select S to use the cost on the Serial # record instead of average cost, when serialized sales items are sold.

Note: It is always the cost defined for the specific serialized unit this is used in Manufacturing Receiving for the cost and posting, regardless of this Cost to Post for Sales of Sales.

POST DEPRECIATION TO GENERAL LEDGER

Check this box to automatically post the equipment depreciation transactions for rental equipment to the G/L. When the detail and summary reports from Print Depreciation Report are accepted, the transactions are posted to the G/L as printed on the summary report.
The posting accounts for Accumulated Depreciation and for the Depreciation Expense, default by class, as setup in the "Depreciation Accounts" windows of Depreciation Classes. The depreciations transactions post in summary by division.

Note: This automatic posting process does NOT apply to Alternate depreciation.

Post Depreciation On Sale Of Non-Bulk Rental Equipment

The Book Value option must be used for disposal of rental equipment, when the Post Depreciation to General Ledger feature is activated because the following postings are generated:

• A debit for the accumulated depreciation amount on the Fixed Asset Tag at the time of the sale, is posted to the "Accumulated Depreciation" asset account as assigned in the "Depreciation Accounts" window for the class in Depreciation Classes
• The credit for this depreciated amount, posts as part of the inventory posting to the "Inventory" asset account as assigned in the Product Class.
  e.g. (INVENTORY BOOK VALUE + ACCUMULATED DEPRECIATION)

The accumulated depreciation posting transactions post and print as part of the invoice on the A/R Sales Journal or Rental Journal Transactions report from Daily Close 3.

Note: The Book Value option must be selected for the disposal of rental equipment when the Post Depreciation feature is activated.

Uncheck this box if your firm does NOT want the equipment depreciation amounts to post automatically to the G/L.
When depreciation is calculated in Depreciation, and the posting reports are run and accepted, only the Fixed Asset Tags in the inventory sub-ledger will be updated.
Manual posting transactions must still be made to the General Ledger.
When Non-bulk rental equipment is sold, manual postings should also be made for any depreciated amount on the tag.

DEPRECIATION BASE TO EXCLUDE RESIDUAL

This parameter only applies to the "Straight Line" method of depreciation, and controls the value of the product to use in the depreciation calculation and the alternate depreciation calculation, when there is a Residual % setup in the Depreciation Class.

Uncheck this box to base any Straight Line depreciation calculations on the full value of the equipment.

Check this box to always base the Straight Line depreciation calculations on the value of the equipment after subtracting the residual amount defined by the Residual % assigned in the Depreciation Class.
This approach could spread the depreciation out over a longer period of time.

ACTIVATE ASSET FINANCE INTEREST DISSECTION

Finance schedules can be setup for non-bulk rental equipment in the Asset Financing Information and the monthly payments are posted through the Asset Finance Report and Posting with the interest expense posting to the Asset Tag "Owning Division".
This company posting parameter can be activated to require the Interest Cost to be dissected further based on actual time on and off rent, and the renting divisions.
Check this box to activate the Asset Finance interest dissection feature that relates the interest expense to the time the equipment is on contract and re-posts the interest expense to the division of the associated contracts using Asset Finance Interest Report and Posting.
Finance payments are not closed in the Asset Financing Information table, until the re-distribution of the interest in posted.

Uncheck this box if interest dissection is not required on Asset Financing.

TRANSFER INTEREST FROM OWNING TO INVENTORY LOCATION

This option only applies and is only enabled if the Activate Asset Finance Interest Dissection is activated.

Check this box if the interest cost for the portion of time a product is not on rent during the month, should be moved to the RSIL location of the product.
Uncheck this box if the interest cost when the product was not on rent, should remain posted to the "Owning Division" defined on the product's Asset Tag.

Operational Settings

PROMPT USER FOR CUSTOMER PAYMENT DISCOUNT ACCOUNT

Check this box to cause a Discount Account window to open in Customer Payments when a discount is given, so that a G/L posting account can be entered.
This account will be debited for the amount of the discount.

Uncheck this box to skip the G/L disbursement window in Customer Payments.
The discount amount will be posted as a debit to the general Discounts Given on A/R account assigned for that currency in Default Accounts.

UNBILLED REVENUE REPORT ACCRUAL JOURNAL ENTRY NUMBER

This processing provides the ability to automatically populate an Accrued Journal Entry with the totals for rentals, sales, services, and damage waiver based on output generated from Unbilled Revenue Report.
The Accrued Journal can then be posted to the G/L using Post Standard Journals.
Taxes, currency exchange, and inventory exchanges are not reflected in the journal.
Each time the report is run, the journal can be re-populated with the latest revenue values, replacing any existing unposted transactions that may be left in the journal.

To activate this feature, enter an Accrued Journal entry number or select one from the drop-down list as setup in Standard G/L Journals.
The Journal transaction assigned can be empty as the Unbilled Revenue Report will populate the transactions with accounts, divisions and amounts, however if the journal is not empty as it had already been populated by a prior run, any existing transactions will be over-written.

Leave this field blank if your firm does not want to use this feature.

Note: The accrued journal entry respects the Revenue Posted by Tax Code flag as set in Sales Product Class or Rental Product Class.

P.O./CONTRACT ACCRUAL JOURNAL ENTRY NUMBER

This processing provides the ability to automatically populate an Accrued Journal Entry with the unbilled pending expenses for re-rentals, sales, and services, based on output generated from P.O./Contract Accrual Report.
The Accrued Journal can then be posted to the G/L using Post Standard Journals.
Taxes, currency exchange, and inventory exchanges are not reflected in the journal.
Each time the report is run, the journal can be re-populated with the latest values, replacing any existing unposted transactions that may be left in the journal.

To activate this feature, enter an Accrued Journal entry number or select one from the drop-down list as setup in Standard G/L Journals.
Leave this field blank if your firm does not want to use this feature.

ENABLE JOB COSTING

Check this box if your firm wants to use job cost codes to track the revenue and expenses incurred at a customer site or job.
Job Cost codes can be shared across multiple different sites.

Cost codes can be setup in Job Cost Codes with the costs to be tracked and with the associated G/L accounts.
By always prompting for customer, site, and job code the following revenue and expense postings can be tracked:

• Revenue for Inventory groups and products
• Taxes collected
• Damage Waiver collected
• Discounts offered to customer during AR payment
• Trade Discounts
• Equipment Maintenance & repair expenses
• Currency Exchange accrual
• Accounts Payable Invoices

Cost postings can be budgeted and viewed for the site in the Customer Site Information in the Estimated Billing and Actual Billing windows.

Job Cost Reporting:
Once captured and posted, job cost information can be reviewed in:

Job Cost Report
Contract Report
Contract Report by Name
Inquiry By Account#

For more information on this feature refer to Job Costing Overview.

Uncheck this box if your firm does not track job costs by site.

POST DOCUMENT DISCOUNTS TO GENERAL LEDGER

This parameter controls whether discounts given on sales and rentals are posted to the General Ledger as discount transactions separate from the revenue postings.
Tracking the discounts in the G/L can be useful to managers to assess dollars given away in discounts and over-rides.

• Sales Parts:
  The sales discount captured and posted, is the difference in the system calculated price for a cash customer from that division, and the final amount the customer is charged for the product.
  Because standard pricing can be different at different divisions, the divisional pricing defined in the "Rental Rates & Pricing" parameters on the Operations tab of Configure System Settings in the Price Codes window, and assigned to the Division as the default Special Price Code in the Divisional Rate Parameters, is included in the calculation as part the standard price at that division, prior to any discounts given.
  Any additional special pricing on the division price, by customer, product, group, class, and circular, is considered to be discount pricing, along with any price over-rides or percent discounts given on the document. These discounts on the standard division price will post separately to the G/L when this post feature is active.
• Rental Equipment Discounts:
  Only rental discounts given on the document by a Discount percent in the expanded product detail, will be posted to the G/L as rental document discounts.
  When this feature is activated the operator cannot over-ride the rates.
• Services Discounts:
  Discounts given on services are never posted separately to the G/L.

  Note: This counter document discount posting feature is independent from the Customer Discount Programs that can post to the G/L, and also independent from the Time Based Discounts that can be set up to post to the G/L as part of Special Pricing in the Divisional Rate Parameters.
  If the Time Based Discount has not been assigned a G/L account, then no separate posting is generated and the revenue amount is reduced by the discounted amount.

Uncheck this box to only post the net amount charged for the product on the invoice, to the G/L Revenue account with no separate posting to a discount account.
i.e. Credit the (Rate or Price less Discount) to the Product Class Revenue account

Check this box to post the gross charge for the product to the G/L Revenue account, and to also post any product discounts given on a document to the G/L Discount account as defined by the item's class in Sales Product Class or Rental Product Class.
i.e. Credit the standard Rate or Price per the division to the Product Class Revenue account and Debit any Discount amounts to the Product Class Discount account or Product Class Circular Discount account.

Note: If the posting feature is activated, a the Allow Override of Rental Rates option is disabled in the Company Security Parameters.

AUTOMATICALLY ASSIGN BULK DISPOSALS

The disposal or sale of Bulk Rental products with multiple Fixed Asset Tags can be automated, so that the tag with the oldest acquisition date is automatically updated with the disposal information and the inventory value posting reflects the value from that oldest tag.

Uncheck this box to always write disposal records for bulk rental items with multiple tags to Allocate Bulk Disposals, where staff can then manually select the correct Fixed Asset Tag to complete the posting to the G/L and to the inventory sub-ledger.

Check this box to cause the oldest tag to automatically be selected for posting costs and to be updated with the disposal information.
When this feature is activated records are only written to Allocate Bulk Disposals when there are insufficient Asset Tag quantities, or when a disposal is being reversed, and the tag then needs to be selected manually.

Note: This "auto-assign tag" feature does not apply to rental products with zero costs, or to credit/return invoices.
Tags must manually be assigned in the Allocate Bulk Disposals utility for the operator to confirm the transaction.

POSTING BY BATCH CONTROLS

Window on this field to set the flag on each specific posting function to control the ability to print and post all batches together, or to force each batch to be printed and posted individually.
The posting options include:

Post Miscellaneous Journals
Post Customer Payments
Post Bad Debts
Post Collections
Post A/P Invoices

Check the boxes for posting functions that should provide the option to print and post all batches together or separately, as required.
Uncheck the boxes for posting functions that always need to print and post by individual batch.

Summarize G/L Settings

The following dates are maintained by the system after start-up, and are updated automatically by the system when Summarize For Financial Statements is run.

The Fiscal Year Start Date and Period Start and End Date are the defaults displayed in various inquiries and reports.

Note: These dates have NO impact on closing accounting periods.
If the dates are changed, Summarize For Financial Statements should be run to recalculate the account values for the corresponding dates.

YEAR START DATE

Over-type the displayed date with your company's Fiscal Year Start.

CURRENT PERIOD START DATE

Over-type the displayed date with your company's current accounting period start date.
i.e. The last closed accounting period plus 1 day. This is generally the beginning of this month.

CURRENT PERIOD END DATE

Over-type the displayed date with your company's current accounting period end date.
i.e. The expected official last day of the current accounting period. This is generally the last day of this month.

Parent/Child Consolidation Setup:

This feature is available only to an Oracle data base and on our SaaS servers, and is disabled for MSSQL.

A company using Oracle for Texada SRM software can be designated a "Child" of another company for the purposes of G/L account activity reporting.
After the General Ledger transactions are summarized for a period, the summarized totals can be consolidated with the Parent company's transactions for reporting analysis.

A parent company can have multiple children, as well as being a child or sub-set of another company.
There is no validation that this parent company does exist.

To utilize this feature:

CONSOLIDATION ID

A unique 'Consolidation ID' is displayed for each company.

In the Parent company click on the COPY icon to the far right of the 'Consolidation ID' to pull up the Copy Company Consolidation ID' pop-up.
Copy this 32 character ID.
ie: Click on the copy/paste symbol to open an editable window where you can copy this text.

Note: Texada Services has the ability to create a new ID for the company if necessary by clicking on the SET button.
This will delete the current code so any existing Child companies will no longer be connected and will not consolidate.

PARENT CONSOLIDATION ID

In the Child company in the Company Posting Parameters, paste the Parent's 32 character ID in the 'Parent Consolidation ID' field.

Once this is set, the Parent company can see it's children's data.
The Child company is now listed in Consolidate Summarized G/L Trx ready for data consolidation.

A parent company can have multiple children, as well as being a child or sub-set of another company.

Refer to Consolidate Summarized G/L Trx for more information on this feature.

Finished?

Click OK to accept the settings and exit the Posting Parameters window.

Note: Any changes made to these parameters will not be applied until the Company Parameters are accepted.