[EM] How to change GL accounts for Equipment Cost Codes/Types

Cost Types

• EM Cost Types can be linked to EM Cost Codes via the Cost Types tab in the EM Cost Codes form.

EM Departments

Use the EM Departments form to:

1. Set up departments.

2. Assign GL accounts for equipment revenue (usage) and costs.

3. Assign each piece of equipment to a department — this determines which GL accounts are used when posting.

Important:

• GL accounts must have Sub Ledger Code = 'E-Equipment' or be blank in the GL Chart of Accounts.

Steps to Change GL Accounts

1. Go to: EM > Programs > EM Departments

2. Decide how many departments you need:

   • One department is enough if all equipment revenue and costs use the same GL accounts.

   • Set up more departments if you need separate accounting for different equipment groups.

1. Assign Departments to Equipment

   • Link each piece of equipment to a department in EM Equipment.

   • When posting usage or costs, the system uses the GL accounts from the assigned department.

GL Account Overrides

• In forms like EM Cost Adjustments, EM Usage Posting, AP Transaction Entry, you can override default GL accounts if Allow GL Accounts Override is enabled in EM Company Parameters.

• To stop automatic GL updates for equipment, set General Ledger Update to No Update in EM Company Parameters.

EM Departments Tabs – Cost Types

• Cost Types Tab: Assigns GL accounts for each cost type in the department.

• You can use:

  • Unique GL accounts per cost type, or

  • The same GL account for multiple cost types.

• Note: Accounts must be E-Expense or A-Asset in the GL Chart of Accounts.

EM Departments – Cost Codes Tab

• Purpose: Allows GL account overrides by cost code, ignoring the cost type.

• Use: When you need more detailed GL tracking.

• Example:

  • You have cost types: Labor, Parts, Subcontract, Miscellaneous.

  • For depreciation or insurance, create special cost codes.

  • Assign override GL accounts to these cost codes.

  • When posting under Miscellaneous with these cost codes, the override GL account is used instead of the default.

EM Departments – Earnings Types Tab

• Assigns GL accounts to specific earnings types in mechanic timecards.

• Use when certain earnings (e.g., overtime, bonuses) should post to a different GL account than the default Labor account.

EM Departments – Liability Type Tab

• Assigns GL accounts to liability types in timecard postings.

• Use when certain liabilities (e.g., burden expenses) need to post to a different GL account than the cost type.

EM Departments – Revenue Breakdown Codes Tab

• Assigns GL accounts to revenue breakdown codes.

• Overrides the revenue code’s GL account when posting equipment usage.

• To avoid the override, make sure the revenue code itself has a GL account defined.

EM Departments – Revenue Codes Tab

• Assigns GL accounts to each revenue code for equipment usage posting.

• If no account is set here, the system uses the GL account from the Revenue Breakdown Codes tab.

EM Departments – Workflow Tab

• Only used with the Workflow module.

• Lets you define workflow processes per department.

• Overrides workflow settings in EM Company Parameters and HQ Company Setup.

EM Departments – Roles Tab

• Only used with the Workflow module.

• Assigns users to roles in a department workflow.

• Rules:

  • Users can only use roles defined in HQ Roles.

  • Users can have multiple roles.

  • Roles can be assigned to multiple users and reused across departments.