Posting profiles

A posting profile is a named set of default accounts. Instead of picking accounts on every invoice, bill or stock movement, you give each customer, vendor, warehouse and tax code a profile, and its documents post to the accounts the profile names. Set up profiles before the first document is posted: a document whose profile is missing an account it needs is refused.

Create a posting profile

1. Go to Finance ‣ Setup ‣ Posting profiles and click New posting profile.
2. Fill in Code and Name, for example AR-LOCAL and Local customers.
3. Pick the Type, and the Subsidiary the profile belongs to.
4. Under Account mappings, pick an account for each line the type uses.
5. Click Save.

A profile belongs to one subsidiary, and its Code is unique within it. The form only shows the receivable, payable, sales and advance lines for the types that use them.

Which profile each record uses

Type	Picked on	Accounts it supplies
Customer	Customers, customer invoices and credit notes	Accounts receivable, Sales / revenue, Sales returns, Advances (money a customer pays before it is invoiced)
Vendor	Vendors, purchase orders and vendor bills	Accounts payable, Advances (money paid to a vendor before the bill)
Inventory	Warehouses	Inventory, Cost of goods sold, GRNI (goods received not invoiced), Shipped not invoiced
Tax	Tax codes	Tax payable on sales, Tax receivable on purchases

When Sales returns is empty, returns post to Sales / revenue.

Example

A distributor sells to both shops and government bodies, and wants their receivables apart. It creates two Customer profiles, AR-TRADE and AR-GOV, each with its own Accounts receivable account, and picks one on each customer. Every invoice then lands in the right receivable without anyone choosing an account.

Set the exchange gain and loss accounts

When a foreign-currency invoice or bill is paid at a different rate from the one it was raised at, the difference is a realised gain or loss. Axon Suite books it to accounts it reads from the subsidiary’s posting profiles.

1. Open one profile of the subsidiary, for example its main Customer profile.
2. Pick the Realized FX gain and Realized FX loss accounts, and the Exchange difference account that takes the cents left over when a foreign amount rounds.
3. Click Save.

You only need these on one profile per subsidiary. Axon Suite takes them from the first profile, by code, that has them filled in.

Note

A profile’s Code, Type and Subsidiary are fixed once it is saved. A subsidiary’s only profile of a type cannot be archived until another one of that type exists.

Messages you may meet

Message	What to do
A posting profile with this code already exists in the subsidiary.	Pick another Code.
Posting profile AR-LOCAL has no accounts receivable account set up. (with the profile and account a document needed)	Open that profile and fill in the account named.
A posting-profile account link names an account no journal can post to.	Pick an active Posting account, not a heading or an archived one.
No realised exchange gain or loss account is configured on this posting profile.	Fill in Realized FX gain and Realized FX loss on a profile of the subsidiary.
No exchange-difference account is configured on this subsidiary’s posting profile.	Fill in Exchange difference on a profile of the subsidiary.
This is the subsidiary’s only profile of its type; create a replacement before archiving it.	Create the new profile first, then archive this one.