Parts Accrual Overview
The parts accrual system is an optional feature in which IntelliDealer makes entries to the inventory general ledger account when parts are received, thus providing superior inventory account balancing to the parts sub ledger detail.
Topics in this section include:
Configuration
A parts accrual general ledger accounts must be created. A 1:1 ratio of accrual accounts to parts inventory accounts is recommended. For each parts inventory account, there should be a corresponding accrual account. These accounts hold the balance of parts orders that have been received but have not been given a voucher.
The parts accrual logic needs the Interface P/O System to A/P box checked on the Location Settings screen (Configuration > General Ledger > Purchase Orders > Location Settings)
The 
To activate the parts accrual logic on specific parts sales accounts, a G/L account number needs to be keyed in the Inventory Accrual field on that sales account. In the example below, the account 1800001 is assigned as the accrual account for the parts sale account 3660131.
You also need to ensure that the ‘P/O Receipts’ box is checked on the accrual account itself:
Receipts a Parts Order as Normal
Once the above steps have been completed, create, release, receipt and update parts orders as normal.
Journal Entry Created By Parts Receipt
Below is an example of a journal made when a parts order has been updated and the day end runs (either full or the shortened DAYEND run)
DR Parts Inventory account (e.g. 1660001)
CR Parts accrual account assigned to sales account for the parts received (e.g. 1800001)
Here is an example of one of the accrual journal entries and the resulting detail:
Creating an A/P Voucher from Accrued Parts Receipts
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Select the receipt(s) from the Purchase Order tab when creating an A/P voucher:
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The Invoice amount is equal to the total of the receipt(s) selected, and the distribution automatically debits the accrual account:
Deleting Receipt Records
Hovering over a PO and selecting Change in the Purchase Order tab of a voucher will present the Receipt Details. The Delete button can be clicked to delete the record. If a record is deleted, and entry to the accrual account may be required.
After clicking ‘Delete’ you will be asked to confirm if you want to delete the record.
Date retention for records is up until the first of the month of the current year. Example: On May 1, 2025, all records from May 2024 are purged.
Files Populated When the Journal Entry is Created
| POVENI | ||||
|---|---|---|---|---|
| Description | Field | YDTJRL | PURORD | Value |
| Company | ZDCO | YJCO | ||
| Division | ZDDIV | YJDIV | ||
| Branch | ZDBR | POBR | ||
| PO | ZDPON | POPO | ||
| Vendor | ZDVEN | YJDES | POVEN | |
| POHDR | ||||
|---|---|---|---|---|
| Description | Field | YDTJRL | PURORD | Value |
| Company | ZBCO | YJCO | ||
| Division | ZBDIV | YJDIV | ||
| Branch | ZBBR | POBR | ||
| PO | ZBPON | POPO | ||
| Type | ZBTYP | PAR | ||
| Description | ZBDES | POCOM | ||
| PORH | ||||
|---|---|---|---|---|
| Description | Field | YDTJRL | PURORD | Value |
| Company | ZLCO | YJCO | ||
| Division | ZLDIV | YJDIV | ||
| Branch | ZLBR | POBR | ||
| PO | ZLPON | POPO | ||
| Date Receipt | ZLDTE | YJDES | ||
| Sequence No. | ZLSEQ | Incremented for every G/L account per CO/DIV/DR/PO/DATE RECEIPT | ||
| System Code | ZLSCD | 002 | ||
| Receipt Tot | ZLRTD | YJAMT | ||
| Reference # | ZLREF | YJDES | ||
| Voucher No. | ZLVCH | blank | ||
| Account No. | ZLACC | YJACC | ||
| Cost Account | ZLCC | YJCC | ||
| POADD | ||||
|---|---|---|---|---|
| Description | Field | YDTJRL | PURORD | Value |
| Company | ZVCO | YJCO | ||
| Division | ZVDIV | YJDIV | ||
| Branch | VZBR | POBR | ||
| PO | ZVPON | POPO | ||
| Freight Chrg | ZVFRC | 0 | ||
| Act/Est Code | ZVAEC | E | ||
| A/P | ZVAP | Y | ||
Example of How Files Are Populated
This is an example of how the PO files are populated for two receipts for PO 1234. The first receipt occurred on Jan 12, 2002 and the other on Jan 15, 2002:
| POVENI | ||||
|---|---|---|---|---|
| Company | Division | Branch | PO | Vendor |
| 01 | 01 | 01 | 1234 | DEERE |
This record gets created on the first receipt of a parts order. Subsequent receipts for the same order do not get added.
| POHDR | |||||
|---|---|---|---|---|---|
| Company | Division | Branch | PO | Type | Description |
| 01 | 01 | 01 | 1234 | PAR | Order Comment |
This record gets created on the first receipt of a parts order. Subsequent receipts for the same order do not get added.
| PORH | |||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| Company | Division | Branch | PO | Date Req'd | Seq | Sys Code | Receipt Total | Reference | Voucher # | Acct # | CC |
| 01 | 01 | 01 | 1234 | 01/12/02 | 1 | 002 | 100 | IA10 1234 1/12/02 | 21401 | ||
| 01 | 01 | 01 | 1234 | 01/12/02 | 2 | 002 | 75 | IA10 1234 1/12/02 | 21402 | ||
| 01 | 01 | 01 | 1234 | 01/12/02 | 3 | 002 | 10 | IA10 1234 1/12/02 | 21403 | ||
These entries are subtotaled and shown as one entry on the on receipt selection screen in Key A/P vouchers (see below) but debited to the appropriate accrual account (ACCT# and CC) on the A/P voucher distribution screen.
| POADD | ||||||
|---|---|---|---|---|---|---|
| Company | Division | Branch | PO | Freight Chrg | Act/Est Code | A/P |
| 01 | 01 | 01 | 1234 | 0 | E | Y |
This record gets created on the first receipt of a parts order. Subsequent receipts for the same order do not get added.