G/L Account Master Data
Create one chart of account per company.
- ABC Motors International (local currency PHP)
- AMI Marketing (local currency PHP)
3.2 Bank Master Data
Enter the house banks and the related bank accounts for
the respective company codes.
| Bank | City | Bank Id | Bank country | ABA Routing No. |
| BPI | Head Office | BPI | PH | 11000430 |
| Citibank | Cebu | Citibank | PH | 11040305 |
3.3 Customer Master Records
Maintenance of customer master records is decentralized. Sales department first creates the customer master and they establish the customer number to be used. The accounting department is then responsible to extend this record to include the financial information. One of the project team members is the Credit Manager. He/she will determine the appropriate credit information for the credit controlling areas.
3.3.1 Account Groups
For regular customers create master records using external alphanumeric number ranges. For the one time customers create one master record for the Philippines and one for US. For the line item display for one-time accounts, sort by name and city.
Use field selection for the regular customer account group
to control the following:
Region, Industry and Terms of payment fields are to be
mandatory.
Sales district is to be suppressed.
The following reconciliation accounts should be allocated to the individual customers:
- PH receivable
- PH receivable – one – time customer account
The following Incoterms are currently used by ABC Motors International and AMI Ltd.:
CIF Costs, insurance, freight
CIP Cost insurance paid
ZEX Express Freight Chargeable
Payment Terms
The following payment terms are currently used:
PT01 8 days 5%
14 days 2%
21 days net
PT02 14 days 3%
30 days 2%
45 days net
PT01 is used by the ABC Motors International head offices and payment term PTO2 applies to all other customers (including trade industry)
3.3.4 Customers
The allocation of customers to sales organizations is determined by the assigned country and city listed in the customers’ master record. The customer listed below are interested in all product groups of ABC Motors International.
The following customer represents the Cebu subsidiary.
It is used for inter-company sales of finished goods:
| Customer
Address Contact |
Currency
Country Language |
Distribution
Channel |
Terms of
Payment |
| AMI Marketing
101Yonge Street Rosa Ave., Cebu City |
PHP
PH EN |
Wholesale | PT01 |
The following companies represent the customers (wholesalers
and retailers) that ABC Motors International and AMI Marketing sells their
products to:
| Customer
Address Contact |
Currency
Country Language |
Distribution
Channel |
Terms of
Payment |
| Cycles Inc.
64 West Ave. Quezon City |
PHP
PH EN |
Wholesale | PT02 |
| 3 Wheels Inc.
2115 Mt. Pleasant Road Paranaque 344-4355 Contact: Mr. Mendoza |
PHP
PH EN |
Retail | PT02 |
| Bike’s R Us.
12667 East Ave, Quezon City Contact: Ms. Nagin |
PHP
PH EN |
Wholesale | PT02 |
| X-TremeCycles
315 North Ave., Cebu Contact: Ms. Sy |
PHP
PH EN |
Wholesale | PT02 |
3.4 Material Master Records
Because of our commitment to quality, we have begun tracking changes to our key materials and products. We would like to see this practice continue through a change management facility that is built into the system.
We currently group changes by engineering/ design project numbers.
3.4.1 Finished Products
| Material number | Description |
| 100001 | 500 cc Street Motorcycle-Black |
| 100014 | 500 cc Motorcross motorcycle-Green |
| 100025 | 750 cc Street motorcycle- Black |
| 100030 | 750 cc Motorcross motorcycle-Green |
3.4.2 Accessories
The product assortment includes accessories (trading goods)
in number range 5. These items are only bought and sold and are not used
in any way for production. The following materials are to be considered.
| Material number | Description |
| 500020 | Sissy Bar |
| 500021 | Screw Driver Grease |
| 500022 | Black Leather Riding Pants |
| 500026 | Lamp-Tiger eye Halogen |
| 500099 | Six pack “Old Sturgis” – Best Ale |
3.4.3 Material Types
In ABC Motors International, the following material types
are used, with the corresponding number ranges.
The material type “Bike” will have to be created. Bike
should have the same functionality as a Material type HALB (semi finished).
| Beginning of range | End of
range |
External/
Internal |
Account
Cat. Ref |
|
| Finished products | 100001 | 199999 | External | 0009 |
| Bike | 300001 | 399999 | External | 0008 |
| Raw materials | 200001 | 299999 | External | 0001 |
| Operating supplies | 400001 | 499999 | External | 0002 |
| Trading goods | 500001 | 599999 | External | 0005 |
| Services | 600001 | 699999 | External | 0006 |
3.4.4 Material Groups
For control and reporting purposes, ABC Motors International
has decided on the following material groups:
| Acc | Accessories |
| Other | Other |
| Cycles | Motorcycles |
3.4.5 Additional Information for Sales Department
The material master for finished goods is partially maintained. The sales department must maintain additional information. The maintenance consists of the following:
- Minimum order quantities for accessories
- Delivery plant
- Loading group
- Transport group
- Storage condition
Vendor master maintenance for trade vendors are maintained centrally by Purchasing Department while maintenance of non-trade vendor masters is maintained by Accounting.
3.5.1 Account Groups
ABC Motors International normally purchases from a few, regulated suppliers. Where circumstances warrant, the occasional use of additional suppliers is possible. By policy, ABC Motors International will deal with these occasional vendors using the system’s one –time vendor capability.
Account groups and number range information for vendors
is in the following table:
| Account group | Description | Number range |
| KRLV | Local Vendors | Internal numeric |
| KRFV | Foreign Vendors | Internal numeric |
| KROT | One-time vendors | External alphabetic |
Other than for the one-time accounts, ABC Motors International will use internal number assignment. In order to facilitate reporting and control, there should be two one-time vendor accounts: one for foreign and one for the domestic suppliers.
The field status for the account groups should reflect a mandatory field for payment method.
The following reconciliation accounts should be used as appropriate.
Local vendors payable
Foreign vendors payable- one- time accounts
US vendors payable
US vendors payable- one- time accounts
For the line item display for one- time- accounts, sort by name and city.
3.5.2 Vendors
The following vendor master records need to be defined.
| Supplier
Address Contact |
Description | Terms of payment
Valid currency |
| ABC Motors
International 1001 First Street Laguna Contact: Ms. Martha Aldeguer |
Laguna Tech distribution center | PT01
PHP |
| Wheels on the Go
2811 West Avenue Quezon City |
Motorcycle
Manufacturer. Supplier for the Roces Avenue Plant |
PT01
PHP |
| Top Design Corp.
11453 Mockingbird Lane Roces Avenue, QC Contact: Mr. Bert N. Erny |
This company deals with subcontract orders.
Frames, color, and logo are the materials to be provided. |
|
| Cleaners, Inc.
14793 Sct. Tobias
|
Cleaning Service for Laguna | PT02
PHP |
| Paints, etc.
234 Northridge Park, Chicago, IL Contact: Todd Williams |
Provider of paints and colors. | PT01
USD |
