Introduction

This document outlines the operation of dimensions and sub accounts within the Intouch accounting system. Dimension and sub accounts provides a configurable extension to the natural construction of the GL Accounting Code.

GL Accounting Code Construction: an overview

The GL accounting code of a sale line split is naturally constructed using the accounting codes of the following elements: Location – Division – Department – Department Location.
The GL accounting code of a payment is naturally constructed using the accounting codes of the following elements: Location – Revenue Method – Revenue Method Location.
Note: The Revenue Method Location element is often omitted as it is not in general use.
Note: Additional details regarding the construction of GL accounting code will follow, including how dimension and sub account is included.
Accounting codes are maintained within Resources, on the Setup tab – in each relevant area (as we will detail below):

Location Accounting Code

The accounting code of a Location is set on the Edit Location form, available on the Setup tab, under Define | Locations.

Division Accounting Code

The accounting code of a division is set on the Edit Division form, available on the Setup tab under Revenue | Divisions.

Note: The Divisions area display divisions and departments in a tree structure, where division are at the base (first) level, and departments are at the next level (under their relevant parent division).

Department Accounting Code

The accounting code of a department is set on the Edit Department form, available on the Setup tab under Revenue | Divisions.

Department Location Accounting Code

The accounting code of a department location is specified on the Edit Department Location Accounting Code form, available on the Location Accounting Codes list on the Edit Department form.
Note: The department location accounting code provides a location specific addition for each department, if required. It is often omitted (left blank).

Revenue Method Accounting Code

The accounting code of a revenue method is set on the Edit Revenue Method form, available on the Setup tab under Revenue | Methods.

GL Accounting Code Construction

Following the completion of a sale in SalesPoint, the GL Accounting Code for a sale line split can constructed using the relevant accounting code elements:

  • Location: based on the sales location, where the sale was processed.
  • Division and Department: as specified for each split – in the price timeline of the product sold – as set in Resources – on the Edit Product form (available via the Multi-List tab page):

  • Department Location: derived from sales location and department split.


The GL Accounting Code of a payment is constructed from:

  • Location: the sales location
  • Payment: the revenue method used.


Note: Revenue Method, like Department, has a Location Accounting Code sub area, which can be used to provide an additional element in the GL Accounting Code of a Payment. I.E.: Location – Revenue Method – Revenue Method Location. As this feature is no longer in general use, it has been excluded from the details outlined above. However, it is available should it ever be required.
Note: The codes used to construct an accounting code are not written against a sale line split or payment. They are constructed from the sales data when required by reports or GL extracts.

Dimension and Sub Accounts: an overview

Dimensions

A dimension provides an override for the location in the GL accounting code. When a dimension applies, the accounting code of the dimension replaces the accounting code of the location.
This may be used in circumstances where the location part of the accounting code should not be set based on where the product was sold, but on some other element. This other element may relate to the product itself (certain products should always have the same code, regardless of where it is sold), or some action or element that applies to the sale.
For Example: Product A has single price split for division Sales (code: 1001) and department Tickets (code 987). There is no department location. When the product is sold at Location Mountain (code 101), the following natural GL accounting code applies (to its sale line split): 101-1001-987. When it is sold at Location Lake (code 717), the following natural GL accounting code applies: 717-1001-987. However, if a dimension (code 333) is linked to the product, the GL account code 333-1001-987 would apply regardless of where the product was sold.
The following elements currently support the specification (linking) of a dimension:

  • Location (a natural override to the location accounting code).
  • Menu (by menu selection in SalesPoint).
  • Account (by linking an account to the sale).
  • Discount (by applying a discount to the product).
  • Promotion (by applying a promotion to the product).
  • Product (applying in all instances where the product is sold).


When one (or more) of these elements is applied to the sale or sale line, the dimension of that element is applied (to the sale line split or the payment).
Important Note: The order of the elements list above is the order of precedence used when working out which dimension to link when multiple dimensions apply. For example: a product dimension takes precedence over an account dimension, which takes precedence over a location dimension.
Important Note: Only the elements that apply to the sale, as a whole - location, menu and account - are used to derive the dimension that applies to a payment. The sale line specific elements - product, promotion and discount - are ignored in the context of a payment.

Sub Account

A sub account provides an extension (addition) to the GL accounting code. It can, under certain circumstances, provide an additional code element for inclusion in the GL Accounting Code.
For Example: Product A has single price split for division Sales (code: 1001) and department Tickets (code 987). There is no department location. When the product is sold at Location Mountain (code 101), the following natural GL accounting code applies: 101-1001-987. However, if a sub account (code 242) is linked to the product, the GL accounting code becomes 101-1001-987-242, as the accounting code of the sub account is added to the GL accounting code.
The following elements currently support the specification of a Sub Account:

  • Account (by linking an account to the sale).
  • Discount (by applying a discount to the product).
  • Promotion (by applying a promotion to the product).
  • Product (applying in all instances where the product is sold).


Allow Dimension or Sub Account

To provide additional control over when dimensions and sub accounts are applied, both departments (for line splits) and revenue methods (for payments) can be configured to allow (or not allow) the application of dimension or sub account.
For Example: Products often have multiple price split. Typically there is at least one revenue split (Sales-Tickets) and one tax split (Tax–Sales). The dimension may always apply to the revenue department split but never apply to the tax department split. Consequently, the dimension can be linked to the product, the revenue split can be configured to allow dimension and the tax split can be configured to not allow. The setup of this feature is detailed below.

Dimension and Sub Accounts: setup

The creation and linking of dimensions and sub accounts occurs in Resources. First we will list where dimensions and sub accounts are maintained, then we will detail the how you link a dimension to a location, product, etc…

Dimensions

Dimensions are maintained on Setup tab page, under the Revenue section.

Select the Add menu item to create a new dimension. When the Add New Dimension form is displayed, give your dimension a name and enter the accounting code that applies.

Note: You are able to edit and delete dimensions from the dimension list.
Note: You are not be allowed to delete a dimension or make it inactive, if it is linked to another element (i.e. location, product, discount, etc…).

Sub Accounts

Sub Accounts are also maintained on Setup tab page, under the Revenue section.

Location

A dimension can be linked to a location to provide a natural override to the accounting code of the location. On the Edit Location form, available on the Setup menu under Define | Locations, set the require dimension via the drop down Accounting Dimension list.

Product

A dimension and a sub account can be linked to a product on the Supplementary tab page of the Edit Product form, available on the Multi-List tab page.

Account

A dimension and a sub account can be linked to an account on the Accounting tab page of the Edit Tracking Account form, available on the Setup tab page, under Revenue | Tracking Accounts.

Discount

A dimension and a sub account can be linked to a discount on the Accounting tab page of the Edit Discount form, available on the Setup tab page, under Product | Discounts.

Promotion

A dimension and a sub account can be linked to a promotion on the Accounting tab page of the Edit Promotion form, available on the Setup tab page, under Product | Promotions.

Department

Whether a department allows a dimension or a sub account to be specified (against a sale line split) can be set on the Edit Department form, via the Allow Dimension in Accounting Code and Allow Sub Account in Account Code checkboxes.

Important Note: By default, the linking of a dimension or sub accounts is not allowed - i.e. the checkboxes are unchecked. Therefore to allow a dimension to be specified for a sale line split, the relevant department must be flagged to allow linking by checking the checkboxes.

Revenue Method

Whether a revenue method allows a dimension or a sub account to be specified (against a payment) can be set on the Edit Revenue Method form, via the Allow Dimension in Accounting Code and Allow Sub Account in Account Code checkboxes.

Important Note: As with departments, by default the linking of a dimension (or sub account) to a payment, for this revenue method, is not allowed.

Dimension and Sub Accounts: in SalesPoint

Dimensions and sub accounts are automatically applied, by the system, based on the normal actions undertaken by the operator during a sale - i.e.: the operator links an account to the sale, adds a product, or applies a discount to a product. No additional action is required by user, for a dimension to be applied to a sale line split or payment.
In addition to this operation, an operator can, if needed, manually apply a dimension to a sale. This might typically be used when the operator needs to override to the location dimension, due to a fact about the sale being processed. This is done be selecting the Dimension menu item from the SalesPoint Menu.

The following facts about this feature should be noted:

  • If a dimension is linked to the sales location, then this dimension is displayed in green above the Menu button. In the screen shot above, the dimension Tickets applies at this location.
  • If a dimension is not linked to the sales location, then no text is shown.
  • When the operator selects a dimension via the menu, the selected dimension is shown in yellow above the Menu button.

  • At the completion of the sale, the system automatically reverts back to the dimension of the sales locations.
  • To make a selected dimension sticky (i.e. automatically retained for the next sale) the user can tap (click) on the dimension text. The text is then shown in bold - to indicate it is now sticky.

  • To remove the sticky flag, the operation can again tap / click the text, so it is no longer shown in bold.


The following processing rules should be noted:

  • The code of the selected dimension is automatically applied to the sale line splits and payments, and replaces the location accounting code or the location dimension.
  • The selected dimension is not applied if:
    • A different dimension applies at the account, discount, promotion or product level - as these levels take precedence over menu selection
    • The department or revenue method is flagged to not allow the application of a dimension.


Dimensions and Sub Accounts: a processing overview

The processing of dimension (or sub account) can be seen as a four step process, across four different applications:

  1. Resources: The setup and linking of dimensions and sub accounts.
  2. SalesPoint: The processing of sales and the specification of the dimension and sub account that applies to each sale line split and payment.
  3. Processor: The writing of sales data, including dimensions and sub accounts, to the database, based on sales data supplied by SalesPoint.
  4. Treasury: The display of dimensions and sub accounts linked to a sale line split or payment.

When a sale is processed, SalesPoint ascertains whether a dimension and sub account applies to each split and each payment based on the how the system has been configured and how the sale has been constructed. When the Processor writes sales data to the database, it includes the dimension and the sub account supplied for each split and each payment. These dimensions and sub accounts can then be read by Treasury, by reports or within a GL extract.

Dimension and Sub Accounts: in Treasury

The Auditing tab page in Treasury displays sales tabulated by sessions, sales, lines and payments.

Auditing: Line Details

Doubling clicking on an entry in the Lines list or selecting the View Lines Details menu item (on the Lines list), displays the View Line Details form. This dialog shows sale line split details, including the dimension and sub account assigned to the split.

Note: The columns displayed on the View Line Details form is controlled via the Manager setting: Treasury | Options | Auditing | View Line Details Columns. By default, the Dimension and the Sub Account columns are not shown.

Auditing: Payments Details

Doubling clicking on an entry in the Payments list or selecting the View Payment Details menu item (on the Payment List), displays the View Payment Details form. This dialog show the dimension and sub account assigned to the payment.

Auditing: Transaction Correction

The following features on the Auditing tab page operate with knowledge of dimensions and sub accounts:

  • The Reverse Sale Transaction feature, available on the Sales list menu, copies the dimension and sub account of the original sale line splits and payments into the reversal sale line splits and payments.
  • The Add Correction Sale Transaction feature, available on the Session list menu, ascertains if a dimension and sub account should be applied to the sale line splits and payments created by the process. It should be noted however that account, discount and promotion selection do not apply to the Add Correction Sale Transaction sequence, so the dimension and the sub account cannot be derived from these elements. The only elements impacting the dimension and the sub account, in this case, are the location, the product, and the allow flags of the relevant department and revenue method.


GL Accounting Code Construction: Extended

The format of the GL Accounting Code – for department splits and for revenue method payments – can be defined within Manager. It is then visible in Resources against each Department and each Revenue Method, and is included in the Export to Excel feature in Treasury Auditing for each sale line split and payment.

Accounting Code Format

The format of the Accounting Code is defined by the following settings in Manager:

  • Resources | Setup Tab Page | Revenue Methods | Accounting Code Format
  • Resources | Setup Tab Page | Divisions and Departments | Accounting Code Format


These settings define which elements are used, their order and the required separators.
The Revenue Method elements are: Location, Dimension, Method, Method-Location, and Sub Account.
The Division and Department elements are: Location, Dimension, Division, Department, Department-Location, and Sub Account.

The Dimension and Sub Account elements have fallback code settings (Found in Manager under Settings Tab| Functional Settings |Finance | Options | Finance Function), which allow a specified code (i.e. 0000) to be used (as the value) when a dimension / sub account does not apply to the department line split or revenue method payment.
Note: By default these setting are blank and a fallback account code does not apply.
The following construction rules should be noted:

  • As a dimension is used as a replacement for the (sales) location in the construction of the GL Accounting Code, it is expected that either the location or the dimension element will be used not both.
  • The location element is derived using the following rules:
    1. By default use the account code of the location.
    2. If a dimension is linked to the location, use the account code of the dimension.
    3. If a dimension is linked to the (sale line) split, use the account code of that dimension.
  • The dimension element is derived using the following rules:
    1. If a dimension is linked to the location, use the account code of the dimension.
    2. If a dimension is linked to the (sale line) split, use the account code of that dimension.
    3. If a dimension does not apply, use the fallback code.
  • The sub account element is derived using the following rules:
    1. If a sub account is linked to the (sale line) split, use the account code of that dimension.
    2. If a sub account does not apply, use the fallback code.
  • If a department (or revenue method) is flagged as not allowing a dimension in the accounting code, then the fallback account code will be used for the token in the Accounting Code Format.

The Accounting Code format for a department can be overridden at both the division and department level (on the Edit Division form and the Edit Department form in Resources).