How to Set up Default Offset Accounts for Vendors

How to Set up Default Offset Accounts for Vendors

For many non-purchase order vendors, invoices generally need to post to the same expense accounts every time an invoice is entered into AX. The Vendor ‘Default account’ functionality allows the AX user to specify GL accounts that are associated with a vendor as well as to indicate which, if any, of these should be the default account. This functionality reduces data entry errors as well as facilitates data entry as the user does not search for or determine the appropriate GL account offset.

Set up Vendor default accounts:

1. Go to Accounts payable -> Common -> Vendors -> All vendors

2. Highlight the Vendor record that the default accounts will be set up for.

3. Click on the Invoice tab -> Set up -> Default account

Figure 1 - Invoice tab -> Setup -> Default account.

Figure 1 – Invoice tab -> Setup -> Default account.

4. In the Default account setup form, in the upper left, select the applicable ‘Account type’ for the offset account. For this exercise, select Account type = ‘Ledger’.

5. On the right, ‘Available’, side of the form, find and highlight the ledger account(s) that should be associated with the vendor. Drag the account(s) to the left, ‘Selected’, side of the form. Alternately use the right and left arrows to move the selected accounts from one side to the other.

Figure 2 - Add desired offset accounts to the 'Selected' side of the form.

Figure 2 – Add desired offset accounts to the ‘Selected’ side of the form.

The accounts selected will then become the proposed offset accounts to select from in the ledger journal lines for the vendor.

6. If more than one account is selected, the user can set one of these as the ‘Default’ account. Setting one account as the default account means the account will automatically populate in the ledger journal line ‘Offset account’ field. To set one account as a default, highlight the desired account on the ‘Selected’ side of the form, then click on the ‘Set default’ button.

Figure 3 - Optionally set one of the selected accounts at the default account using the 'Set default' button.

Figure 3 – Optionally set one of the selected accounts at the default account using the ‘Set default’ button.

7. Click ‘Ok’ to close the form.

Review and use the Vendor ‘Default offset’ account:

1. Go to the Vendor invoice journal lines (or other desired ledger journal), Accounts payable -> Journals -> Invoices -> Invoice journal -> Lines.

2. Create a new journal line for the vendor you have set up the default account for.

3. After entering/selecting the Vendor account, look at the ‘Offset account’ field.

Figure 4 - Offset account field show only the selected accounts set up for the vendor.

Figure 4 – Offset account field show only the selected accounts set up for the vendor.

  • If you have set a default account using the ‘Set default’ button, you will see the ‘Offset account’ field has updated with default account.
  • If you have set a default account but wish to use one of the other proposed vendor default offset accounts, then clear the Offset account value and click on the lookup. You will see that the look up has filtered the selectable accounts to those accounts you have indicated as ‘Selectable’ for the vendor.
  • If you have not set a default account, click on the ‘Offset account’ field look up. You will see that the look up has filtered the selectable accounts to those accounts you have indicated as ‘Selectable’ for the vendor.

4. If the offset account needed has not been set up for the vendor and is not viewable/selectable, simply enter it in the Offset account field or clear the filter on the lookup to see & select from the full list of ledger accounts.

Figure 5 - Click on the filter button to remove the filter if necessary.

Figure 5 – Click on the filter button to remove the filter if necessary.

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