Setting up Invoice Accounts

You must select debit and credit accounts to track sales and cost transactions made in the Service Invoicing module due to the integration with Microsoft Dynamics GP. You can review any invoice transaction made in Service Management through Microsoft Dynamics GP. For example, in the Receivables Transaction Entry window, you can easily identify Service Management transactions by the SRVCE prefix in the Document Number field of the Receivables Transaction Entry window. Sales and costs transactions made in Service Management flow to the General Ledger chart of accounts selected during Microsoft Dynamics GP setup.

The accounts selected for the Service Invoicing module do not affect Microsoft Dynamics GP cost transactions. The cost and sales accounts selected for the Service Invoicing module apply only to the cost and sales transactions that begin in the Service Management Service Invoice window.

• Service Management is not compatible with Multidimensional Analysis. You will receive errors if you try to post Service or Job Cost transactions to accounts set up for MDA.
• When you create a new division, you can copy the account setup from an existing division. See Copying Division Accounts.

Step 1: Select Service Management Accounts

1. Select Microsoft Dynamics GP > Tools > Service Management > Invoice Setup > Invoice Accounts. If you have not yet set up divisions (Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > General > Divisions), you will be prompted to do so before you can set up invoice accounts.

2. Use the drop-down list in the bottom left corner of the window to select a Division. You must set up invoice accounts for each division.
3. Select one of the two options available to track sales transactions made in Service Management.
   • Option 1: Select a single sales account when posting invoices from the Service Invoice window. Use this option if you want all the revenue from your cost categories recorded in one sales account.
   • Option 2: Select a sales account for each cost/billable category when posting invoices from the Service Invoice window. Use this option if you want to separate your company's revenue based on cost categories.
4. Use the lookup buttons to select sales, receivables, and commission accounts.
5. Select Save.

Step 2: Select Service Management Accounts for Manually Added Costs

1. Select the Costing (Manual) button to open the Invoice Accounts - Costs window.
2. Select a general ledger Source Document. The source document makes it easy to find Series Management transactions in Microsoft Dynamics GP.
3. Select Debit and Credit accounts for each cost category.
4. Select OK to save your entries and return to the Invoice Accounts window.

Overhead accounts are used when adding labor transactions through Microsoft Dynamics GP Payroll. If your location's labor rate groups are set up to calculate overhead, a SERVICE OH general ledger batch is created after building checks in Microsoft Dynamics GP.

Step 3: Select Microsoft Dynamics GP Accounts

If you marked the Create COGS Distributions for Invoices in the Invoice Options window or the Use Service Debit Accounts for Microsoft Dynamics GP Costs in the Service Options window, the Cost Dynamics GP button is enabled in the Invoice Accounts window.

1. Select the Cost Dynamics GP button.
2. Select Debit accounts for each cost category in the Invoice Accounts - Receivables window. If you are using Microsoft Dynamics GP Payroll, the Service Management labor accounts will not be used and the labor debit and credit accounts will come from Microsoft Dynamics GP.
3. Select OK to save your entries and return to the Invoice Accounts window.
4. Select Save.

You must set up invoice accounts for each division.

For information on setting up Payroll Offset accounts for service invoices, refer to Setting up Payroll and Overhead Offset Accounts.