Acumatica has added a new feature called “Control Accounts” in the 2019 R2 release. This functionality prevents users from making manual entries to any GL account marked as a control account. As a result, it helps to keep the subledgers in balance with the General Ledger. It’s a very helpful feature.
Here is a list of the submodules for which you can set a control account:
- Payables
- Receivables
- Taxes
- Fixed Assets
- Deferred Revenue
- Inventory
- Purchases
- Sales Orders
How to Set Up Control Accounts
To use the Control Accounts feature, follow these easy steps:
- Go to Finance > Chart of Accounts. Find one of your accounts (in this example, Accounts Receivable). Select a control type of “AR” in the Control Account Module field. Click Save.
- The “Allow Manual Entry” checkbox works with the Control Account Module field. This checkbox controls whether manual entries are still allowed to this account, even with a Control Account Module selected. Clear the box to prevent manual entry to this account from any module. Check the box if a user needs to adjust that account with a manual entry. Be sure to uncheck it again after making the adjustment.
- With these two options set, if a user tries to make an entry to that 11000 account in the system, it will not allow them:
- If you Allow Manual Entry, it will still show a warning, but it will let you make that entry:
The following rules apply to the Control Account feature in Acumatica:
- If a control account for a subledger is selected in a box or column for which a control account is expected for this subledger, no warning is displayed.
- If a control account for a subledger is selected in a box or column for which a control account is expected for a different subledger, an error is displayed.
- If a non-control account is selected in a box or column for which a control account is expected, a warning is displayed.
- If a non-control account is selected in a box or column for which a non-control account is expected (for example, a sales or expense account), no warning is displayed.
- If a control account is selected in a box or column for which a non-control account is expected (for example, a sales or expense account) and the Allow Manual Entry check box is cleared for the control account on the Chart of Accounts form, an error is displayed.
- If a control account is selected in a box or column for which a non-control account is expected (for example, a sales or expense account) and the Allow Manual Entry check box is selected for the control account on the Chart of Accounts form, a warning is displayed.
- For automatically generated documents, the system skips validation, with the exception of transactions generated on the Journal Vouchers form.
For a refresher course on Acumatica Financials module basics, join us for a webinar on July 15th! And as always, contact support with any questions.
