Item Account Code not Overriding Contact

Question

I have created a Supplier contact that I have defined a default account code for.

I have also created Items which have their own 'buy' account code.

When I add the Items to a bill for the Supplier, the account code in the Item does not override the default account code for the Supplier.

Anybody any ideas why that would be?

Genreve_S · Answer

Hi @DuncanKinnear,

That actually makes a lot of sense. The software usually grabs the item’s linked account first before using the supplier’s one. It might be worth double-checking the item you’re using. Sometimes, the linked account set is for selling instead of buying.

If the linked account for purchasing looks spot on and the problem’s still hanging around, best to get in touch with our support team. You can chuck us a support ticket through MyAccount or have a quick chat with our virtual assistant, MOCA.

Regards,
Genreve

DuncanKinnear · Answer

Isaiah_C wrote:If you'd like the item's account code to flow through instead, you'll need to enter the bill using the Services and Items layout instead of just Services so it picks up the "buy" account linked to the item.

Also, our "Purchase Settings" already has "Services and Items" defined, and the Item account code doesn't override the Supplier default.

Here's a real example:

This Item has been defined as "Consumables":

But when I enter it in a Bill, it comes up as "Feeds", despite the purchase using the "Services and Items" layout:

From what you are saying, this actually looks like a bug.

DuncanKinnear · Answer

That doesn't make sense, though.

Consider my use case: We buy products from Farmlands that are mostly Horse Feeds, so I have set up the default account code for Farmlands to be "Feeds". However, occasionally we buy other items from Farmlands that are not feeds. I can't create Items for those occasional things with a different account code, because that account code is going to be ignored. Why would the default account code for the supplier override the specific code you have put against the Item?

Using your solution, to achieve this I would have to remove the default account code for the supplier, and then either define the account code for every line in a purchase, or define all the different types of horse feeds that I can possibly buy from Farmlands as items with the "Feeds" account code, as well as the occasional items that are not horse feeds. That's a lot of setting up just because you've decided to go against the way that most other software products work.

The MYOB approach means that you have to spend a lot more time 'correcting' the account code on each line of the purchase by either selecting one every time (if the supplier default is not defined), or by 'correcting' the ones that do not match the default. The latter may lead to an increased risk of human error.