Implementing pc/MRP Accounting

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14.2.1 Implementing pc/MRP Accounting

Implementing pc/MRP accounting requires users to perform several tasks. These tasks must be performed in sequence as described below. If users need any clarification please contact Software Arts.

14.2.2 Configuring pc/MRP Accounting

Accounting must configure pc/MRP's accounting functions and chart of accounts following the steps outlined below:

1. Use pc/MRP's Configuration Menu to set the following options (recommended settings are bold):

  • Select option 8, to turn auto accounting on or off, see manual, section 15.1.8
  • Select option 10, to run periodic or perpetual accounting inventory methods, see manual, section 15.1.10
  • Select option 14, to allow or not allow editing or accounting transactions, see manual, section 15.1.14
  • Select option 16, to set password protection of accounting on or off, see manual, section 15.1.16. Software Arts recommends purchasing pc/MRP's optional Advanced Password Module to protect accounting.

2. Use pc/MRP's chart of accounts module as is or modify it to match your own so that you have a base chart of accounts that is satisfactory for your company, see manual, section 14.6.1

3. Use pc/MRP's configuration menu, option 9 to edit the chart of accounts template to match your modified chart of accounts numbers, see manual, section 15.1.9. If you do not plan to establish chart of accounts for sub divisions and departments, skip item 4.

4. If you want to establish chart of accounts for sub divisions and departments, use pc/MRP's configuration menu to do the following:

  • Select option 11, to turn multi division on, see manual, section 15.1.11
  • Select option 12, to turn set multi-div to key on product code or division, see manual, section 15.1.12
  • Select option 9, to "Add" a new template set for a division or department. This will also automatically enter the new division chart of account numbers into the chart of accounts data base file, see manual, section 15.1.9

5. Set options 35, 45, and, 59 in the settings and utilities configuration menu to use standard or averaged costs.
6. Set option 17 in the settings and utilities configuration menu to use the vendor price list, V.

14.2.3 Entering Starting Balances into pc/MRP's Accounting Module

After the Chart of Accts has been established, the acct balances must be transferred in by entering accounting transactions and not by inserting the dollar amounts directly into the Chart of Accts To enter the starting balances, select: Accounting, GL Transactions, New and then select an "A" type transaction. Debit, debit accounts and credit, credit accounts as per following guidelines.

If no previous accounting program has been used:

If you are switching from another accounting system, you must transfer over the ending balances from the last good close by entering A type transactions with the same date as the last good close. The accounts you would transfer over would be as follows:

At this point you can close the month to see if the debit and credit totals are equal and match the totals from the last good close of the prior accounting program.

14.2.4 Entering AP (Open Receivers) and AR (Open Invoices) Detail Into pc/MRP

If you wish to enter detail aging information for accounts receivable (open unpaid invoices):

If you wish to enter detail aging information for accounts payable (open unpaid receivers):

Method 1, enter POs and Receivers

Method 2, Enter accounts payable vouchers without part number detail

14.2.5 Automatically Closing all Open Receivers over 60 days old.

Automatically Closing all Open Receivers over 60 days old. If you have been entering receivers into pc/MRP but not using accounting transactions to close the receivers, your accounts payable detail reports would show a large amount of dollars owed. You can close a large quantity in a batch mode by doing the following:


Go to the Receiving Report module and print out a receiving report for all open receivers only. The total amount due for open receivers should match the Accounts Payable Chart of Accounts total amount due.

14.2.6 Automatically Closing all Open Invoices over 60 days old.

If you have been entering receivers into pc/MRP but not using accounting transactions to close the invoices you can do so in a batch mode by doing the following:


Go to the Invoice Report module and print out a receiving report for all open invoices only. The total amount due for open invoices should match the Accounts Receivable Chart of Accounts total amount due.

14.2.7 Post the Month with Financials.

Before going live make sure you have a good close. To learn how to close the month and Post the month with financials refer to section 14.6.1. Also make sure when you close the month with your beginning balances to save the close on a floppy. (pc/MRP will automatically ask you to do this. Simply enter a floppy and press COPY) This may require that you close the month, confirm that the close is good, then re-close the same month, but this time make the backup floppy. This will create a backup of your beginning balances. Do not ever use this disk again without consulting Software Arts first.