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Question from numbersguyPA on Aug 12 at 11:20 AM THE most frustrating part of SAP B1 is how it handles accounting of cash in bank. Our organization is a non-profit in the USA.
Our GL account structure is setup like this: four digit natural account- two digit account for the division and two letters for the type of fund
Like this: 1010-01-UR Meaning Checking Account (1010) - Administration division (01) - Unrestricted Funds (UR)
In order for each division in our organization to get a Balance Sheet, I had to set them up in the Division segment of SAP accounting. However, when making payments or depositing donations or sales receipts in SAP, SAP asks for the ENTIRE GL account. That means we have to process everything we do in batches BY DIVISION. ie. write checks for Admin, then Literature, then Training, then Missions, then Guest Lodge receipts/payments. If we do not process everything is these batches then the cash balances for each Division will be off. One divsion will have more cash in bank then they really should. This is a terribly inefficient way to handle cash accounts. our previous software just looked at the natural account ie 1010--Checking Account and then just applied cash transactions to the correct division and fund restriction that matches the tranaction in the AR or AP. For example, if we had posted an AR invoice for our Bookstore, then when payment came in the ERP would a
utomatically apply payment to the order in the Division called Bookstore and since the AR invoice was put in using Unrestricted Funds (as opposed to temporarily or permanently restricted funds), the ERP posted the funds to the bank account for the Bookstore and in the UR category. This could be done at the same time as processing Donations to the Division Admin, or training, or Guest lodge receipts.
I now have to create reports for our first month using SAP and i do not know how I will ever get the balance sheets to balance for each Division we have set up.
Any help/guidance would be MOST appreciated.
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