Using Account Presets for Accurate Stock Transaction Posting in QNE AI Cloud

Overview:

In QNE Software, Account Presets help you streamline how stock and service items are linked to general ledger (GL) accounts. By grouping commonly used accounts into reusable presets, you reduce manual data entry, improve consistency, and ensure accurate financial reporting.

Instead of assigning accounts one by one for each item, you can apply a preset that automatically maps all relevant sales, purchase, and return accounts—saving time and reducing posting errors.

Scenario: 

A tech company sells both computer peripherals (e.g., keyboards, printers) and software licenses. To track these sales separately in the Chart of Accounts, they created two GL accounts:

• 4020 – Sales: Software Licenses
• 4030 – Sales: Peripherals

Rather than manually selecting the appropriate GL accounts for each stock item, the company creates two Account Presets:

• Software Licenses – Assigns all relevant sales and purchase accounts for software items.
• Computer Peripherals – Assigns the correct accounts for physical hardware.

When adding or editing stock items, the user simply selects the appropriate preset. This ensures consistent posting to the correct GL accounts, improves reporting accuracy, and saves time during item setup.

Procedure:

Step 1: Access Account Presets

Navigate to Stock > Account Presets, then click Add to open the Stock Account Preset Details screen.

Step 2: Define the Preset

Fill in the following fields:

• Preset # – A unique identifier for the preset (e.g., SW-001, HW-001).
• Name – A clear, descriptive name that reflects the preset’s purpose (e.g., Computer Peripherals, Software Licenses).
• Default (Toggle) – Enable this if you want the preset to be applied automatically to new stock or service items. Only one preset can be set as the default.

Step 3: Assign GL Accounts

Select the appropriate GL accounts using the search box or dropdown list for the following fields:

• Sales Account – For credit sales (e.g., 4030 – Sales: Peripherals).
• Sales Return – For customer returns that reduce sales income.
• Cash Sales Account – For immediate payment transactions (e.g., cash, card).
• Purchase Account – For recording the acquisition cost of stock or services.
• Purchase Return – For supplier returns that reduce purchase costs.

Note: Fields marked with a red asterisk (*) are required. All key GL accounts must be assigned before the preset can be saved.

Step 4: Save the Preset

Choose one of the available options to save your work:

• Save – Saves the preset and keeps the form open for further editing.
• Save & New – Saves and opens a new blank form for another preset.
• Dropdown Options (▼):
  • Save & Close – Saves the preset and returns to the list view.
  • Cancel – Discards any changes and closes the form.

Application:

Once created, the Account Preset becomes available when adding or editing stock and service items. By selecting a preset during item setup, you ensure the correct GL accounts are applied automatically for all related transactions—credit sales, cash sales, returns, purchases, and purchase returns.

Example Application

Let’s say you’re setting up 30 new software items and 50 computer peripherals. Instead of assigning five GL accounts for each of the 80 items (400 total selections), you assign the correct preset to each item. This cuts your setup time significantly while eliminating the risk of inconsistent account assignments.