Posting Profile
Posting Profile is where a company's documents find their accounts. For one module (sales, purchasing, tax, inventory, assets, payroll...) it lists post keys, sides and accounts, optionally narrowed by group, item posting, tax code and so on. Every voucher that another module raises asks this screen for its accounts.
What it is for
One profile per Posting Category per company. The first profile of a category becomes its default. Pick the category and the code of the profile is filled from it.
The rule people get wrong: an empty column means "any". A line with no customer group matches every customer group. When several lines match, the most specific wins: a line with a value beats a line without.
Every field in plain words
| Field | What it means | What to put |
|---|---|---|
| Posting Category | The module the profile is for | Required. Locked after Create |
| Posting Profile | The code | Filled from the category |
| Name | The profile's name | Required |
| Post Key, Name | The kind of line | Required on each line |
| DCInd | The side this account is used on | Required. Give a debit line and a credit line when the post key can fall on both |
| Account | The ledger account | Required |
The other columns appear by category:
| Category | Columns shown | How the account is chosen |
|---|---|---|
| Sales (SD) | Customer Group, Item Posting, Sale Category, Special Indicator, Discount Category | Most specific match on special indicator, customer, customer group, item posting, sale category |
| Purchasing (PS) | Vendor Group, Item Posting, Procurement Category, Special Indicator | Most specific match on vendor group, item posting, special indicator |
| Inventory (IC) | Movement, Item Posting, Warehouse | Movement and the item's item posting must match; a warehouse line beats a line without |
| Sales tax (TC) | Tax Code | The tax code's line, else the line without a tax code |
| Withholding tax (TW) | Tax Code (the withholding tax code) | As for sales tax |
| Fixed assets (FA) | Asset Group, Activity | Asset group and activity |
| Payroll (PY) | Wage Type, Department, Functional Area, Position Category, Employee Area, Business Unit, Legal Entity Office, Position | Most specific match, wage type first |
| Fleet (FM) | Item Posting, Service Group, Customer Group | |
| Real estate (RE) | Payment Category | |
| General ledger (GL) | none | Post key and side only |
A document line may name its own posting profile; otherwise the default profile of the category is used. Profiles of the vendor (AP) and customer (AR) categories can be saved but the posting engine does not read them.
How to configure it
Build each category's profile before the module goes live. Start with lines that have no refinement (the catch-all account for the post key), then add refined lines where one group needs a different account.
Scenarios
- Export customers post to a separate receivable account. Sales profile: one receivable line without a customer group, one with the export customer group and the export receivable account.
- Finished goods and raw materials have different stock accounts. Inventory profile lines per movement and item posting.
- Each tax has its own payable account. Sales tax profile: one line per tax code.
What it is connected to
- Process Post Key - which post keys a screen produces and in which category it looks.
- Tax Code and Withholding Tax - their accounts are here.
- What posts.
- What posts in assets and projects - the accounts the Fixed assets (FA) category gives each asset group and activity.
- Order to cash and Procure to pay - the processes whose documents post through these profiles.
If something looks wrong
- "Account is not configured in Posting Profile ... against Post Key ..." No line of the profile matches this post key, side and refinement. Add a catch-all line for the post key and side.
- "A default Posting Profile already exists with Posting Category: ..." One default per category.
- "Basic data cannot be empty" A profile needs lines.
- "Basic Data - Line ID : ... - Movement cannot be empty" / "... - Item Posting cannot be empty" Inventory lines need both.