How do I manage relationships between GL Accounts and Sites for Fish Tickets?
Introduction
The GL Account Site setup allows users to define relationships between GL Account Segments and Sites so that specific accounts on the Fish Ticket Record View - such as Purchase, Tax Liability, Company Expense, and Premium Expense Accounts - can automatically update based on the Site and Segment configuration.
By setting up these relationships, NorthScope ensures that the appropriate GL Accounts are used during the Fish Ticket approval and posting process, improving accuracy and reducing manual updates.
How do I setup a relationship between a GL Account and a Site?
Use the GL Account Site List View, located in the Financial > Configuration menu, to define the relationship between GL Account Segments and Sites.
To set this up:
Navigate to Financial > Configuration > GL Account Site.
Select the Account Segment(s), Site(s), and Segment Number(s) that will be used to update the following GL Accounts on the Fish Ticket Record View:
Purchase Account – located on the Fish Ticket RV grid
Tax Liability Account – located on the Taxes tab of the Taxes & Premiums RV (from More Actions > Taxes & Premiums on the Fish Ticket RV)
Company Expense Account – located on the Taxes tab of the Taxes & Premiums RV
Premium Expense Account – located on the Premiums tab of the Taxes & Premiums RV
Ensure that each record contains a unique combination of Account Segment and Site alongside the Segment Number for the record to save successfully.
How do the Accounts get changed on the Fish Ticket Record View?
Once the relationship between Account Segments and Sites is set up, the specified accounts can automatically update when the Fish Ticket is saved as Approved or Ready to Post/Posted, provided there is a matching active GL Account (open to AP) for the Site.
For example:
The system has 3 Account Segments: Segment 1, Segment 2, and Segment 3.
If a Fish Ticket is for site Kodiak Plant and includes the Purchase Account 1000-100-00, and a GL Account Site record exists for Kodiak Plant and Segment 3 with a Segment Number of 76, and a GL Account (active/open to AP) exists with the value 1000-100-76, then the account on the Fish Ticket will be updated to 1000-100-76.
If two or more Segments are configured for the same Site, the GL Account will only update when all configured Segments match.
Example:
A GL Account exists that is active and open to AP: 5100-400-20.
GL Account Site LV records exist as follows:
Segment 2 – Kodiak Plant – 400
Segment 3 – Kodiak Plant – 20
The Fish Ticket RV Purchase Account value is 5100-300-16.
The system will swap out Segments 2 and 3 to 400 and 20 respectively, resulting in 5100-400-20. If a matching GL Account exists with this value (which in this example it does), it will be updated. Otherwise, the existing account remains unchanged.