Sales (Point of Sale) Mapping

The "Sales" category of the Point of Sale system mapping is linked to activity from the Sales activity, the Invoice Orders utility, and the Invoice Tickets utilities in the Point of Sale (excluding returns which is a separate category). Returns, Payments (Miscellaneous Types), and Payouts are mapped using their own independent categories in this same area.

*Indicates the type of entry, either debit or credit. The + or - indicates whether the debit or credit represents and increase or decrease for the specific class of account (asset, liability, income, etc.).

1. Cash (Asset)

This asset account is debited to record an increase in cash due to a sale involving cash as a payment method. Most companies map this to a "cash on-hand" type account for recording daily cash transactions. Additionally, an "over/short" account is commonly used for any differences between actual cash receipts and the amount that was charged to customers. When depositing cash into your bank account, a manual or recurring journal may be used that credits the cash on-hand and debits the asset account used for the bank account funds are being deposited in.

2. Checks (Asset)

This asset account is debited recording an increase in funds due to sales involving check as a payment method. Often, checks and cash are treated the same financially; however, having a separate account does allow for more flexibility. Users may decide to map checks directly to their "cash in bank" (bank account) rather than a "cash on hand" account. In cases where all checks are regularly deposited, this might be done because there is less of an expectation for discrepancies with checks than there is for cash.

3. Bank Cards (Asset)

This asset account is debited to record an increase in funds due to sales involving a bank card as a payment method. Optional detailed mapping is available that allows users to map bank card types (Visa, MasterCard, etc.) to specific G/L asset accounts. When bank card transactions are credited to your company's bank account, a manual or recurring journal may be used to transfer the amount deposited from this account to the asset account representing your bank account.

4. A/R Charges (Asset)

This asset account records an increase in accounts receivable (debit) due to sales involving charge (on account) as a payment method. The G/L account mapped here will also appear in the system journal mapping for accounts receivable.

5. C.O.D. Receivables (Asset)

This account records an increase (debit) in Cash On Delivery (C.O.D. or COD) receivables due to sales involving Cash On Delivery as a payment method. Typically, processing the payment for this type of sale in the Payments activity located in the Point of Sale application results in a credit reducing this account balance and debits an asset account representing the payment method (cash, checks, bank card, etc.). The mapping for Miscellaneous Payments determines which accounts are affected when payments for a C.O.D. are processed.

6. Gift Cards (Liability)

When a gift card is used as a payment method for a sale, the balance of this liability account will be reduced by a debit. The liability account used for gift cards maintains the balance of outstanding gift cards and is reduced when a gift card is applied to a sale.

7. Deposits (Liability)

This liability account is used to maintain the balance of outstanding order deposits. When an order, or portion of an order, is sold and a deposit is used, this account balance is reduced by a debit.

8. Coupons (Liability)

If your company accepts coupons, this account will be debited when a coupon is used toward payment for a sale. The balance of the account from sales involving coupons will never decrease on its own, so a manual or recurring journal needs to be done if and when your company receives payment for manufacturer's coupons or decides to expense store coupons.

9. Cash Sales (Income)

When a taxable cash (non-charge) sale is processed, income will be recorded (increased by a credit) for the sale amount less sales tax (sales tax is recorded separately as a credit to a liability account). In this case, the word "cash" includes cash, check, bank card, and coupons.

10. Charge Sales (Income)

When a taxable charge sale is processed, income is increased (by a credit) for the amount of the sale less sales tax.

11. Adjustment Sales (Income)

Sales can involve adjustments such as freight, fuel surcharges, etc. Income received due to adjustments such as these is recorded (as a credit) separately using the account mapped here.
 Detailed mapping determines the G/L accounts which are available for adjustment codes (Sale Adders is the description used for detail mapping of income accounts for adjustments). Adjustment codes are maintained in their own database. Codes designated for Point of Sale use may be assigned to specific G/L accounts for income, cost, and payables. If specific accounts from the detailed mapping are assigned to an adjustment code, they will be used in place of this system mapping.

12. Cash Sales Tax (Liability)

This account records an increase (credit) in sales tax payable from cash (non-charge) sales processed. In this case, the word "cash" includes sales involving any of the following payment methods: cash, checks, bank cards, and coupons.

13. Charge Sales Tax (Liability)

This account is used for recording the increase (credit) in sales tax payable from charge sales processed.

14. Cash Exempt Sales (Income)

When a tax exempt cash sale is processed, income is increased (by a credit) for the amount of the sale. In this case, the word "cash" includes sales involving any of the following payment methods: cash, checks, bank cards, and coupons.

15. Charge Exempt Sales (Income)

When a tax exempt charge sale is processed, income is increased (by a credit) for the amount of the sale.

16. Cost of Sales (COGS)

Cost of goods sold (COGS) is increased (debited) when inventory is sold. Inventory assets are also affected when inventory is sold. The credit offset to cost of sales is an asset inventory account (frequently referred to as "issues").

17. Inventory Issues (Asset)

This is the inventory asset that is reduced (credited) by the cost of inventory being sold so that the asset value of inventory is reduced appropriately by a sale. The debit offset to this entry is made to cost of goods sold (COGS), a special type of expense account.

18. Adjustment Cost (Expense)

Adjustments such as freight, delivery fees, fuel surcharges, etc. can have a cost associated with them. If they do, this account balance will be debited (increased) by the cost of the adjustment.

Detailed mapping determines the G/L accounts which are available for adjustment codes (Sale Adder Cost is the description used for detail mapping of expense accounts for adjustments). Adjustment codes are maintained in their own database. Codes designated for Point of Sale use may be assigned to specific G/L accounts for income, cost, and payables. If specific accounts from the detailed mapping are assigned to an adjustment code, they will be used in place of this system mapping.

19. Adjustment Payable (Liability)

Adjustments such as freight or shipping costs may be payable to another company or individual. If this is the case, a credit may be generated to increase the balance of the liability account listed here. When an adjustment payment is invoiced in Accounts Payable, this account should be used as the debit offset to the regular A/P account.

Detailed mapping determines the G/L accounts which are available for adjustment codes (Sale Adder Payable is the description used for detail mapping of liability accounts for adjustments). Adjustment codes are maintained in their own database. Codes designated for Point of Sale usage may be assigned to specific G/L accounts for income, cost, and payables. If specific accounts from the detailed mapping are assigned to an adjustment code, they will be used in place of this system mapping.

Capital One Trade Credit (formerly BlueTarp® Financial Services): Mapping for Sales

If your company uses Capital One Trade Credit (formerly BlueTarp® Financial Services), customers who are Capital One Trade Credit (formerly BlueTarp) card holders can use their account to charge goods. This functions similar to a credit card, but is authorized directly with Capital One Trade Credit (formerly BlueTarp), not an independent card processor.

56. Capital One Trade Credit (formerly BlueTarp) Payments (Asset)

When a customer makes a purchase using their Capital One Trade Credit (formerly BlueTarp) account, the transaction causes a debit for that sale to this asset account. This mapping should be completed prior to processing any Capital One Trade Credit (formerly BlueTarp) transactions.

Capital One Trade Credit (formerly BlueTarp) accounts may not be used for customer order deposits or miscellaneous payments (such as CODs).

Transfer Mapping for Implied Branch Transfers

The following mapping is used only if a Point of Sale transaction involves different "sale credited to branch" and "inventory provided by branch." These options may be selected by users from the Branch tab of several process (F12) forms in the Point of Sale area to indicate that a transaction involves more than one branch location. Single branch users don't have to complete this mapping, but any multi-location company should map these accounts to avoid possible processing errors!

Even if your company isn't concerned with which branch receives credit for sales vs. the supplier of goods, it's important to map these accounts. Businesses who aren't concerned can map all branches to the same accounts (leave the "branch" button unchecked and/or don't set-up any individual branch accounts).

Why would I want to track this financially?

Selling goods that were supplied by another location affects the profit of both branches. The selling location is affected in a positive way because it is selling goods that it didn't have to purchase, so that branch's profit is increased. The branch providing the goods is affected in a negative way because it purchased goods that were removed from inventory, but since they didn't receive any income from their sale, their profit is reduced.

Accurately recording sales at each branch, and taking consideration of transfers, can be important when making decisions about a particular location's profitability and can also impact inventory decisions. For example, were your company to consider the sale, closure, or expansion of a particular location. Should you decide to use this mapping effectively, it's best to set up individual sets of accounts for each location you maintain. This adds the ability to analyze the total amount of goods that one branch location supplied to others vs. the sales that location made where goods were supplied by another location.

60. AR (Receivables) Implied XFER Affiliate

This account represents the dollar cost amount of goods provided by the current location but sold by another branch. Essentially, this is money owed to your location because another branch sold goods that the current branch supplied to them.

61. AP (Payables) Implied XFER Affiliate

This account represents the dollar cost amount of goods sold by the current branch that were supplied by another location. The balance of this account represents the cost value of goods this branch owes to another location who supplied the goods for sale.

ACE Rewards® Mapping

76. ACE Instant Savings

This mapping is only used if your company is an ACE Hardware® dealer who participates in the ACE Rewards® loyalty program. The mapped account is used to record the portion of sales involving instant savings. Instant Savings are generally manufacturer's rebates or coupons which are automatically and immediately applied at Point of Sale. ACE reimburses you for these rewards by adding a credit invoice to your AP billing account. Dynamic promotions are considered an immediate discount and have no secondary affect on the ledger (the discount simply reduces what's recorded for the remittance). Only items assigned to the "ACE Instant Savings" type (17) trigger this mapping. Other types of credit SKUs don't.