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When setting up the Maintenance Contract module, you must select a source document for generating ledger transactions originating in the Maintenance Contract module and set up debit and credit accounts for each maintenance cost category. The source document and posting accounts must be established for each division. The source document enables you to find transactions quickly and easily when viewing them in Microsoft Dynamics GP.

Setting up maintenance accounts involves the following:

Table of Contents

Note
  • Service Management is not compatible with Multidimensional Analysis. You will receive errors if you try to post Service or Job Cost transactions to accounts set up for MDA.
  • If you are using the manual method of revenue recognition, you don't set up maintenance accounts since service invoice accounts will be used when recognizing revenue.
  • When you create a new division, you can copy the account setup from an existing division. See Copying Division Accounts.

Step 1: Select Service Management

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Accounts

  1. Select Microsoft Dynamics GP > Tools > Setup > Service Management > Maintenance Setup > Accounts.
  2. Use the drop-down list in the Maintenance Accounts window to select a Division. You must select a source document and posting accounts for each division.
  3. Select a general ledger Source Document.
  4. Use the lookup windows to select a posting account for each account field that is enabled.
  5. Select Save.

The enabled fields depend on the revenue recognition method being used. Notice there are no sales or accounts receivable accounts because maintenance transactions will not post to the Microsoft Dynamics GP Accounts Receivable module.

Step 2: Select Service Management

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Accounts for Manually Added Contract Costs

  1. Select the Costing (Manual) button to open the Maintenance Accounts – Costs window.

  2. For each division enter a debit and credit account for each cost category. The debit and credit accounts are used when posting maintenance contract service call "manual" cost entries.
  3. Select OK to save your entries and return to the Maintenance Accounts window.

Step 3: Select Microsoft Dynamics GP

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Accounts

If you marked the Create COGS Distributions for Invoices in the Invoice Options window or the Use Service Debit Accounts for Microsoft Dynamics GP Costs in the Service Options window, the Cost Dynamics GP button will be enabled in the Maintenance Accounts window. Complete the following steps:

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For information on setting up Payroll Offset accounts for maintenance invoices, refer to Setting up payroll and overhead offset accounts.

Step 4: Select Accrued Costs

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Accounts

If you have the Create COGS Distribution for Invoices option marked in invoice options, trailing costs that remain after a service call is closed are tracked in an "Accrued Costs" invoice account for each cost code and Other sub cost code. Using separate accounts for trailing costs allows you to keep your WIP and COGS accounts balanced.

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