IdealWare Online Users ManualGL4-01 G/L MAINTENANCE |
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│06/22/07 G/L ACCOUNT MASTER MAINTENANCE │ │────────────────────────────────────────────────────────────────────────────────│ │ COMPANY 01 IdealWare Demo Company │ │ DIVISION __ │ │ ACCOUNT │ │ SUB-ACCOUNT │ │────────────────────────────────────────────────────────────────────────────────│ │ 1 NAME │ │ 2 GROUP │ │ 3 SUB-ACCOUNTS ? (Y/N) │ │ 4 ExTRA SECURITY ? (Y/N) │ │ 5 CONTROL ACCOUNT ? (Y/N) │ │────────────────────────────────────────────────────────────────────────────────│ │ ******* THIS YEAR'S BALANCES ******* ******* LAST YEAR'S BALANCES ******* │ │ B/F B/F │ │ JAN JUL JAN JUL │ │ FEB AUG FEB AUG │ │ MAR SEP MAR SEP │ │ APR OCT APR OCT │ │ MAY NOV MAY NOV │ │ JUN DEC JUN DEC │ │───────────[Arrow Up/Down for Prior/Next Division/Account/Sub-Account]──────────│ │F5=DIVISION INQUIRY, F12=CHANGE SCAN MODE. │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
Displays the company you are currently working in.
Enter the desired division code.
[F5] to display list for selection.
[F12] to display scan mode selections.
The following popup window displays. Select the desired scan mode and press [Enter] to close the window. You may change scan mode at any field.
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│SCAN G/L ACCOUNTS BY: │ │( 1) Division/Account/Sub-Account │ │( 2) Account/Sub-Account/Division │ │( 3) Group/Division/Account/Sub-Account │ │( 4) Group/Account/Sub-Account/Division │ │SELECT SCAN OPTION: 1_ │ └─────────────────────────────────────────┘ |
Enter the account code you with to add or modify.
To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.
[F2] to display next acount code on file.
[F4] to exit and return to the G/L account maintenance menu.
[F5] to display G/L account codes for selection.
ADD A CODE
If you enter a code which is not defined the following prompt displays.
[Enter] to add a new code.
The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:
[Enter] to accept and update.
[F2] to modify.
See MODIFY AN EXISTING CODE below.
[F4] to not add the code and return to CODE field.
[F2] to not add a new code.
You may enter a different NEW code, an existing code or press [F4] to exit.
MODIFY AN EXISTING CODE
If you enter an account code which is already defined the account information fields and the current and previous year account balances (if any) are displayed. You may view, modify or delete the account.
Example G/L Account Master Maintenance Screen display:
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│06/22/07 G/L ACCOUNT MASTER MAINTENANCE │ │────────────────────────────────────────────────────────────────────────────────│ │ COMPANY 01 IdealWare Demo Company │ │ DIVISION 01 DIVISION 01 │ │ ACCOUNT 1000 │ │ SUB-ACCOUNT │ │────────────────────────────────────────────────────────────────────────────────│ │ 1 NAME BANK ACCOUNT │ │ 2 GROUP 1000 BANK ACCOUNT │ │ 3 SUB-ACCOUNTS ? (Y/N) N │ │ 4 ExTRA SECURITY ? (Y/N) N │ │ 5 CONTROL ACCOUNT ? (Y/N) N │ │────────────────────────────────────────────────────────────────────────────────│ │ ******* THIS YEAR'S BALANCES ******* ******* LAST YEAR'S BALANCES ******* │ │ B/F 43,231.95- B/F 39,528.75- │ │ JAN 0.00 JUL 0.00 JAN 0.00 JUL 0.00 │ │ FEB 0.00 AUG 0.00 FEB 3,825.41- AUG 0.00 │ │ MAR 0.00 SEP 0.00 MAR 122.21 SEP 0.00 │ │ APR 0.00 OCT 0.00 APR 0.00 OCT 0.00 │ │ MAY 0.00 NOV 0.00 MAY 0.00 NOV 0.00 │ │ JUN 0.00 DEC 7,079.11- JUN 0.00 DEC 0.00 │ │───────────[Arrow Up/Down for Prior/Next Division/Account/Sub-Account]──────────│ │** ENTER FIELD # TO MODIFY, D=DELETE, X=MASS COPY/DELETE, CR=CONTINUE: __ │ │ │ └────────────────────────────────────────────────────────────────────────────────┘ |
[Enter] to clear the display and return to the ACCOUNT field.
Enter the number of the field you wish to modify.
Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.
"D" to delete the code.
It is only possible to delete a general ledger account if no transactions have been posted to the account. If there is a need to delete an account that has had transactions posted, consult an Ideal consultant. When an account has transactions, as an alternative to deleting, moving one account to another can be accomplished using the account change/combine and/or expand/condense sub-accounts programs.
"Y" to delete the code.
"N" to not delete the code.
"X" to copy or delete the account in multiple divisions.
The following prompts display.
Displays the account code and name you are copying and/or deleting.
"C" to copy to other divisions.
The account and its balances are copied to each division specified in the next prompt.
"D" to delete from other divisions.
The account is deleted from each division specified in the next prompt.
[Enter] for all divisions.
Enter desired target divisions.
Enter each division code and press [Enter] to add to list. Then press [Enter] a second time when complete.
[F5] to display list for selection.
"Y" to initiate the copy or delete.
If this account has balances or transactions in a division, the account will not be deleted in that division.
"N" to cancel and return the maintenance screen.
[↓] or [↑] to display the next or previous account.
Pressing [↓] or [↑] repeatedly will display each account on file from the current account forward or back through the master file.
FIELDS
Displays the company you are currently working in.
Enter the desired division code.
[F5] to display list for selection.
Enter the four character account code you want to access or add.
When adding new accounts, the full general ledger account number is made up of the following four parts, CC-DD-AAAA-SSSS where:
CC = company number
DD = division number
AAAA = account number
SSSS = sub-account number (optional)
The account numbering must be in the following order for the financial statements to print properly: asset, liability, equity, sales/revenue, cost of sales and expense. The general ledger module assumes that all income statement account numbers are larger than the balance sheet account numbers. You may wish to use the following model when setting up the chart of accounts:
1000-1999 Asset
2000-2999 Liability
3000-3999 Equity
4000-4999 Sales/Revenue
5000-5999 Cost of Sales
6000-7999 Expense
8000-8999 Extraordinary Gains/Losses
9000-9999 Corporate Taxes
Displays the account sub-accounts if applicable. If the displayed account has been flagged to allow sub-accounts your may enter the sub-account code to create a new sub-account or display an existing sub-account.
See SUB-ACCOUNTS ? (Y/N) field for information about adding sub-accounts.
Enter or display the account description.
Up to 30 characters may be entered.
Enter the desired 4 character grouping code.
Used to combine account totals for financial statements. If you enter a grouping code that is not on file, the program will create the grouping code for you when you update the account.
[Enter] to use the account code as the grouping code.
This will result in the account displaying as a separate group on financial statements.
"L" to use the same grouping code of the last account displayed.
This is useful when you are adding a number of accounts that you wish to group together on financial statements.
"Y" to enable sub-accounts for this account.
"N" to disable sub-accounts for this account.
This field sets a flag to enable/disable the addition of sub-accounts of an account.
Before a sub-account can be created, a control account to which the sub-account belongs must be created and this flag set to "Y". The control account totals the balances of all sub-accounts. On financial statements you have the option to display only the control account with the sub-account totals or to display both the account total and each sub-account balance.
Generally, sub-accounts are used for maintaining separate balances that are displayed on financial statements as a single grand total rather than listing each item separately. For instance, you could have a number of separate service charges that are sub-accounts of a single service charge account. Often individual components of an expense account are broken out into sub-accounts, for instance, if you maintain a fleet of delivery trucks you can set up a sub-account for maintenance expense for each truck and display the the total truck maintenance expense via the control account on your financial statements. Further, you have the ability to include sub-account details on your trial balance and print only control account totals on your other financial statements such as the balance sheet and income statement.
"Y" to enable extra security.
Access to this account via the general inquiry's G/L code inquiry will be controlled by a security action in all users' security profiles.
"N" to disable extra security.
Anyone will be able to access this account via the general inquiry's g/l code inquiry.
Displays balance forward for the current year plus the ending balances for each month.
Displays balance forward for last year plus the ending balances for each month.
[Enter] when modifications are complete.
[Enter] to accept changes and update.
The file is updated and you are returned to the ACCOUNT field.
[F2] to make additional modifications.
You are returned to the FIELD NUMBER prompt above.
[F4] to cancel changes and return to CODE field.