System Parameters
Three system parameters will need to be adjusted before the Van Line Clearing module can be utilized. To adjust these, the user must belong to security groups X and Z (please check with management to find out who can make these changes).
Go to Administration > System Setup > System Parameters. Open the Codes Tab, and in the Code column search for the following parameters:
UseVanlineClearing – Set the value to Y to enable the Van Line Clearing module
SplitVLJournal – Set the value Y to enable the costing line breakdown of the invoices for comparison to the statement in the reconciliation screen. (Invoice shows as multiple lines instead of a single balance)
VLWriteOffLimit – Use this to set the dollar amount that will prevent the reconciliation from continuing. If SplitVLJournal is activated, this balance will reflect the difference available on each invoice line, otherwise it’s the discrepancy for the full invoice. (Example, if VLWriteOffLimit value is set to 10.00 and the invoice is 1,000.00, but payment on the invoice is 995.00, the reconciliation will continue, and the discrepancy will be written off to the write off account).
Create a Van Line Clearing Account
After the system parameters have been set up accordingly, go to General Ledger >Setup. A new account (or existing account) needs to be linked to the Van Line Clearing account.
To create a new account, Add a new account. This new account should be an Asset account. Once a name and account number are assigned, use the linked drop-down menu to select the Van Line Clearing Account.
Using an existing account is possible, but previous transactions may cause transactions to be included in the module screen and may require additional transactions to clear those out, so it’s highly recommended to create a new account.
Create a Van Line Writeoff Account
Next, a Van Line Writeoff Account is needed to be created (or an existing account needs to be linked). This will be the account used when there are discrepancies between the amounts invoiced and the amounts received.
In General Ledger > Setup, create a new account. This account should be either a Cost of Sales or Expense account.
Once the Name and Subcode are entered, use the Linked drop-down menu to select Van Line Writeoff. This account should only have one Cost Centre (either an Administrative, or if there is a Van Line specific cost centre).
Create a Van Line Debtor
In Customers > Customer Management, create a Van Line Debtor.
Most details of this customer can be set as desired, but the Control Acc needs to be linked to the previously created Van Line Clearing Account (Step 2.2). This can be linked to either the sub code if multiple companies/branches within Moveware will have their own Van Line or a specific account if there should only be one account for all of the companies/branches.
Optional: Add Reconciliation Products
Depending on whether reconciliation will be done at an invoice total level or individual invoice lines (SplitVLJournal) VL Codes may need to be set for the Removal Products. This will allow specific balances on the Van Line Statement import to match up to specific lines on the invoice.
If SplitVLJournal is activated, a new line on the Removal Product screen will be activated. A VL Code can be assigned to every Van Line product which will apply a detail to every line of the invoice.
Next, review how to add jobs to be included in the reconciliation.