Example transactions and their resulting GL postings.
Posting works the same for all host accounting systems. For additional information specific to your host accounting system click > Acme2Host Bridge tab >Setup Button, then click the "Setup Doc." button on the Host Accounting System tab.
Payment Clearing is a true clearing account. After cash tray reconciliation it's balance should always be zero.
Payments pass through the hosts accounting systems AR module to the General Ledger where they debit Payment Clearing. Later (after Tray Reconciliation) Payment Clearing is credited and the other "real" payment related accounts (checking, Credit Card Receivables etc. are debited.
~ Tickets and Cash Trays ~
All sales payments debit Payment Clearing. A House Charge is not a payment and does not debit Payment Clearing.
Cash Tray Reconciliation credits Payment Clearing and debits other accounts.
Payment Clearing is a true clearing account. After all transactions and cash tray reconciliations are posted to host it's balance should always be (cleared) to zero.
~ Deposits ~
The Acme Checking Account designated in the Data Pump is not usually set to your actual Bank Account. When you physically make a bank deposit, credit Acme Checking and Debit your Bank Account.
Funds for electronic payments and manufacturer coupons are typically wired into your bank account. As this happens enter a journal entry or other transaction to CREDIT the receivables account and DEBIT your bank account and an expense account for any fees. |
A sale paid in full...
...can result in AR/ IC postings like this:
GL Account Description |
GL Account Code |
Debit |
Credit |
Accounts Receivable |
1100-00 |
1.38 |
|
Sales -Office Supplies |
3000-01 |
1.29 |
|
COGS -Office Supplies |
4010-01 |
.75 |
|
Inventory -Office Supplies |
1210-01 |
.75 |
|
Sales Tax Payable |
2150-00 |
.09 |
|
Payment Clearing |
1001-00 |
1.38 |
|
Account Receivable |
1100-00 |
1.38 |
and GL postings (after user Reconciles Cash Trays) like one of the following tables...
if paid with cash or check: |
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GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
1.38 |
|
Checking Account |
1030-00 |
1.38 |
|
if paid with credit card or other electronic payment: |
|||
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
1.38 |
|
Credit /Debit /EBT Card (receivables) Account |
1101-00 |
1.38 |
|
Note: When your processor pays you need to enter the following in your host accounting GL; credit the above receivables account (1101-00) debit checking and debit an expense account for the processing fees. The debit for processing fees may happen monthly or daily, depending on your processor. |
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Note tenders set up to use the "Web CC Payments" tender type post the same as other Credit Card payments shown above.
if paid with mixed tenders: (cash and coupon) |
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GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
.88 |
|
Checking Account |
1030-00 |
.88 |
|
Payment Clearing |
1001-00 |
.50 |
|
Manufacturer Coupons (receivables) Account |
1102-00 |
.50 |
|
Note: When the manufacturer reimburses you for the coupon credit coupon account and debit checking. If they pay you a handling fee debit checking and credit an "other income" account for the amount of the handling fee. |
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if paid with mixed tenders: (cash and credit card) |
|||
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
.88 |
|
Checking Account |
1030-00 |
.88 |
|
Payment Clearing |
1001-00 |
.50 |
|
Credit /Debit /EBT Card (receivables) Account |
1101-00 |
.50 |
|
See note above regarding action you must take when processor pays. |
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A sale that is a House Charge...
...can result in AR/ IC postings like this:
GL Account Description |
GL Account Code |
Debit |
Credit |
Accounts Receivable |
1100-00 |
1.38 |
|
Sales -Office Supplies |
3000-01 |
1.29 |
|
COGS -Office Supplies |
4010-01 |
.75 |
|
Inventory -Office Supplies |
1210-01 |
.75 |
|
Sales Tax Payable |
2150-00 |
.09 |
|
Note there is nothing posted to Payment Clearing (even after Cash Tray Reconciliation) since no payment was taken. |
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A sale that is a House Charge with Other Tenders...
1.00 house Charge and .38 credit card.
Only the cash hits Payment Clearing the House Charge does not.
Accounts Receivable ends up with a 1.00 balance.
...can result in AR/ IC postings like this:
GL Account Description |
GL Account Code |
Debit |
Credit |
Accounts Receivable |
1100-00 |
1.38 |
|
Sales -Office Supplies |
3000-01 |
1.29 |
|
COGS -Office Supplies |
4010-01 |
.75 |
|
Inventory -Office Supplies |
1210-01 |
.75 |
|
Sales Tax Payable |
2150-00 |
.09 |
|
Payment Clearing |
1001-00 |
.38 |
|
Accounts Receivable |
1100-00 |
.38 |
and GL postings (after user Reconciles Cash Trays) like this:
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
.38 |
|
Credit /Debit /EBT Card (receivables) Account |
1101-00 |
.38 |
|
See note above regarding action you must take when processor pays. |
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A Cash Refund
...can result in AR/ IC postings like this:
GL Account Description |
GL Account Code |
Debit |
Credit |
Accounts Receivable |
1100-00 |
1.38 |
|
Sales -Office Supplies |
3000-01 |
1.29 |
|
COGS -Office Supplies |
4010-01 |
.75 |
|
Inventory -Office Supplies |
1210-01 |
.75 |
|
Sales Tax Payable |
2150-00 |
.09 |
|
Payment Clearing |
1001-00 |
1.38 |
|
Account Receivable |
1100-00 |
1.38 |
and GL postings (after user Reconciles Cash Trays) like this:
if paid with cash or check: |
|||
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
1.38 |
|
Checking Account |
1030-00 |
1.38 |
|
A refund for credit received on account.
The net result in accounting is:
GL Account Description |
GL Account Code |
Debit |
Credit |
Sales |
3000-01 |
1.29 |
|
COGS |
4010-01 |
.75 |
|
Inventory |
1210-01 |
.75 |
|
Sales Tax (liability) |
2150-00 |
.09 |
|
Customer Deposits (liability) |
2002-00 |
1.38 |
You end up with a payment in accounting that you can apply to any open invoice, doing so will credit Accounts Receivable and debit Customer Deposits.
The details are shown in the next three tables...
Acme sends two transactions into host accounting system.
1) A Credit Memo with 0.00 balance
GL Account Description |
GL Account Code |
Debit |
Credit |
Accounts Receivable |
1100-00 |
1.38 |
|
Sales -Office Supplies |
3000-01 |
1.29 |
|
COGS -Office Supplies |
4010-01 |
.75 |
|
Inventory -Office Supplies |
1210-01 |
.75 |
|
Sales Tax Payable |
2150-00 |
.09 |
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
1.38 |
|
Customer Deposits (liab) OR Accounts Receivable * |
1100-00 |
1.38 |
*In systems like Pro Series that do not use a deposit liability account we credit receivables instead. Then when the payment is applied to the invoice we post both a debit and credit to receivables, so the net affect is correct.
In most systems (unlike Pro) the application of the payment posts a credit to AR and debit to the Deposit account.
2) A Payment you can manually apply to any open invoice you desire.
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
1.38 |
|
Customer Deposits (liab) OR Accounts Receivable * |
2002-00 |
1.38 |
Since no tender was received there will be nothing additional coming over after Cash Tray Reconciliation.
As stated above, when the payment is later applied to an open invoice AR will be credited and Customer Deposits will be debited.
A Received On Account
A payment for the amount received on account.
-this payment becomes an unapplied cash receipt in accounting that you can apply to any open invoice you like.
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
76.00 |
|
Customer Deposits (liab) OR Accounts Receivable |
76.00 |
and GL postings (after user Reconciles Cash Trays) like this:
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
76.00 |
|
Checking Account |
1030-00 |
76.00 |
Pay Out (Paid Out)
Paid Outs (aka pay outs) post similar to a cash refund. You can setup your Pay Out items to post the "sale" portion to an expense account rather than an an income account. See Paid Outs in the Acme F1 help file for more information.
...can result in transaction postings like this:
GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1101-00 |
25.00 |
|
Expense Account |
25.00 |
and GL postings (after user Reconciles Cash Trays) like this:
if paid with cash or check: |
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GL Account Description |
GL Account Code |
Debit |
Credit |
Payment Clearing |
1001-00 |
25.00 |
|
Checking Account |
1030-00 |
25.00 |
|
Gift Card Sale and Redemption
Please see Gift Card Transactions and GL
