General Ledger Account Maintenance

Document path Reference Contents > Ledgers Nominal or General Ledger > General Ledger Account Maintenance

This window enables you to set up G/L accounts, assign the account to a report line, amend descriptors, set the account type and currency, and set up and edit budgets. Before any account maintenance is possible, Report layouts must be prepared (see Ledgers Period Calendar Maintenance window for details).

Field

Description

Account code

General Ledger Accounts. Account code. {GLAFILE.GLACODE char 10}

Account group

General Ledger Accounts. Account group. {GLAFILE.GLAAC char 6}

Cost centre

General Ledger Accounts. Cost centre. {GLAFILE.GLACC char 4}

Description

General Ledger Accounts. Description. {GLAFILE.GLADESC char 40}

Currency

General Ledger Accounts. Currency of the account. {GLAFILE.GLACUR char 3}

Current exchange rate

General Ledger Accounts. Currency rate. {GLAFILE.GLARATE number float}

Reference

General Ledger Accounts. User reference. {GLAFILE.GLAUSER char 10}

Account type

See below. General Ledger Accounts. Type (S=sales, P=purchase, B=bank, C=cash, blank=other). {GLAFILE.GLATYPE char 1}

Note NOTE:There are several restrictions that apply when you try and change an account type:
1. Only 'B', 'C', 'P', 'S', 'T' or blank are permitted.
2. If the account is a Manager Control account it is unlikely that you can change it.
3. If the type was a 'P' or 'S', you may well have to check that parts do not have this account as a default sales or purchase account. You can globally change these part records.

Trading or Asset account

Trading accounts are those for costs and sales. Transactions applied to these accounts reflect the flow of trade through the business. Turnover is listed on Profit and Loss Statements. Asset type accounts are for holding the worth or liabilities of the business. Balances are included in Balance Sheets.

You can not change the account code or its status as a Trading or Asset account. However, you can change the report line it is associated with.

Report assignment

General Ledger Accounts. Report line (P=Trading, B= Asset, followed by 001 to 999 line number). {GLAFILE.GLARBPI char 4}

Report heading

G/L Report Layout. Heading for report. {RBPFILE.RBPHEAD char 40}

Button

Action

Show Tree

The General Ledger Report Structure Tree window will open from which you can drag and drop report line assignments.

Cheques

This button is only available when you select a Bank type account. The Cheque Book Details window will open.

Find

Enables you to enter a value in an indexed field. With the cursor in the field of interest, execute an OK. The record with the closest match to the entered value will be found and displayed.

New

This will create a new (normally blank) record in the file. You will then be able to enter details for the record. Then confirm with an OK, or abandon the New record with a Cancel.

New Set

To create a set of account codes from previous group and cost centres. It opens the Create General Ledger Account Set window.

Delete

Execute this button to permanently remove the currently selected record from the file.

You can never delete an account that has been set in the Manager Controls as a control account.

You can delete the account and month-end history without difficulty if there are no transactions associated with it or any other reference to the account elsewhere on the system.

If an account has associated relationships, you will be given the option of transferring the related records to another account and by doing that release the account for deletion. The G/L Account Records Transfer Selection window will open.

Currency

To change the currency of the account. The G/L Account Currency Control window will open.

General Ledger accounts can be foreign currency accounts. Unlike the Accounts Receivable and Payable ledgers, all transactions within an account are in the same currency. It is unlikely that you will wish to have Trading Accounts as foreign currency accounts, however, it is possible to do so. In the most part, only Bank and Cash accounts will need to be defined as foreign currency accounts.

Warning WARNING: Ledger Manager control accounts can not be foreign currency accounts.

Print

Will cause a report to be printed of the subject matter. You can change the Destination of the report by selecting the 'Report Destination' menu command.

Revert

To revert any changes to the previously saved version.

Save

To save the changes you have made to the data file.

Cancel

Aborts the process currently in session. The keyboard equivalent is the Esc key for Windows computers and Command-.(full stop or period) for the Mac.

OK

The OK button updates the data you have entered, or confirms the selection and/or processes the function you have called.

Account Types

Type

Effect

Rules you should apply

B = Bank

Funds can move in and out of these accounts to and from suppliers and customers. It is accessible under "Bank Accounts..."

The account should be an Asset Account and may be in any currency.

C = Cash

Funds can move in and out of these accounts to and from suppliers and customers. It is accessible under "Petty Cash..."

The account should be an Asset Account and may be in any currency.

P = Purchase

Costs can be allocated to these accounts in the "A/P" "Invoices and Credits..." and "Petty Cash..." functions. They can also be part default purchase accounts and put against Purchase Order line items.

The account should be a Trading Account and should, unless there is good reason, be in the local currency.

S = Sales

Sales can be allocated to these accounts in Sales Orders. They can also be part default sales accounts and put against Invoice or Credit Note line items.

The account should be a Trading Account and should, unless there is good reason, be in the local currency.

T = Tax Accrual

This type of account can be used as a tax accrual account in the tax system and can be analysed in the Sales Tax Analysis G/L function. (See the Tax Maintenance window for details of the tax system.)

The account should be a Asset Account and should, unless there is good reason, be in the local currency.

BLANK

Accounts without a specific Type will be all those accounts not in the categories above.

Mostly Asset Accounts.

The window has three tab panes.

Current Status

Period Budget and History

Graphical

Current Status

Shows the current values on the account. All figures are in the currency of the account.

Field

Description

Trading Turnover

 

Last year

General Ledger Accounts. Trading turnover last year in account currency. {GLAFILE.GLATLYF number 2dp}

The total transaction value (excluding balancing-off) for the last financial year. This value is set only during Year-end processing.

Current period

General Ledger Accounts. Trading turnover current period in account currency. {GLAFILE.GLATCPF number 2dp}

The total transaction value in the current G/L period. This value is re-set every Month-end.

Year-to-date

General Ledger Accounts. Trading turnover year-to-date in account currency. {GLAFILE.GLATYTDF number 2dp}

The total transaction value (excluding balancing-off) for all periods since the first period of the current financial year. This includes the current G/L period and any postings to future periods, even when these extend into the next financial year. The value is re-set during Year-end processing.

Future periods

General Ledger Accounts. Trading turnover future periods in account currency. {GLAFILE.GLATFUTF number 2dp}

The total transaction value for postings in future G/L periods to the current. This value is re-set every Month-end.

Tip TIP: Year-to date Turnover minus Future Period Turnover (GLATYTD-GLAFTUR (local) or GLATYTDF-GLAFTURF (currency)) is equal to the turnover this year to the end of the current G/L period.

Balances

 

Year opening

General Ledger Accounts. Balance last-year-closing in account currency. {GLAFILE.GLABALYF number 2dp}

The account balance as at the end of the last financial year and the beginning of the current financial year. This value is set only during Year-end processing.

This period

General Ledger Accounts. Balance current-period in account currency. {GLAFILE.GLABACPF number 2dp}

The account balance for the current G/L period without taking account of any transactions in future periods. This value is set every Month-end processing.

Period opening

General Ledger Accounts. Balance last-period-closing in account currency. {GLAFILE.GLABALPF number 2dp}

The account balance as at the end of the last G/L period and the beginning of the current G/L period. This value is set every Month-end processing.

Future periods

General Ledger Accounts. Balance future-periods in account currency. {GLAFILE.GLABAFPF number 2dp}

The account balance for the all periods for which postings have been made. It is in effect a total of all transactions on the account. This value is re-set every Month-end processing

Budget

 

This year

General Ledger Accounts. Budget value for this year in account currency. {GLAFILE.GLABUTYF number 2dp}

Variance

The percentage variance of the current year-to-date figure as compared to the budgeted year value.

This year so far

General Ledger Accounts. Budget value year-to-end-of-current-period in account currency. {GLAFILE.GLABUYTF number 2dp}

Variance

The percentage variance of the current year-to-date figure as compared to the budgeted year-to-this-period value.

Current period

General Ledger Accounts. Budget value this-period in account currency. {GLAFILE.GLABUTPF number 2dp}

Variance

The percentage variance of this period's actual value to the current period budget amount.

Tip TIP: If these values appear to be out-of-step with transactions on the accounts, use the Data File Integrity Maintenance window accessible from the Advanced Menu to correct the problem.

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Period Budget and History

Lists the budget and historic figures for the account.

The list provides details of the period budgets and historical actual data recorded at G/L month-ends. The file records that make up this data are created automatically at each G/L month-end if you have not previously set a budget for the account. To create an additional budget line where there exists a period in the calendar, tab out of the last line. After any budget adjustment, the account budget values (shown on the first pane) are adjusted automatically.

Field

Description

Grid

Lists all period history and budget data available. You can extend the budget to the extent of the ledger calendar by tabbing out of the last line.

Period

Ledger Period Calendar. Period identifying descriptor. {BDAFILE.BDADESP char 6}

Ending

Ledger Period Calendar. Period end date. {BDAFILE.BDADATE date date1980}

Months

Ledger Period Calendar. Period size in months (1,3,12 etc). {BDAFILE.BDASIZE integer shortint}

Budget in currency

Budget and Period G/L History. Budget amount in currency for account period. {BUDFILE.BUDAMMOF number 2dp}

History in currency

Budget and Period G/L History. Period history amount in currency for period. {BUDFILE.BUDHISTF number 2dp}

Budget local

Budget and Period G/L History. Budget amount in local currency for account period. {BUDFILE.BUDAMMO number 2dp}

History local

Budget and Period G/L History. Period history amount in local currency for period. {BUDFILE.BUDHIST number 2dp}

Button

Action

Export

Click to export the future period budgets to a tab-delimited text file that can be manipulated in a spreadsheet. Where zero values exist, one year prior results will be entered. The Export G/L Budget Selection window will open from which you can select accounts whose budgets you want to export. See the Export G/L Budget Selection window for full details of export and import capabilities.

Import

Click to import the budget values from a tab-delimited text file that has been manipulated in a spreadsheet. See the Export G/L Budget Selection window for full details of export and import capabilities.

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Graphical

Illustrates the historic performance graphically. For details see Graphs.

Linux Sun Solaris LINUX and SUN SOLARIS ONLY: Graphing is not supported on terminals using the Linux or Sun Solaris operating systems.

Field

Description

All Periods

Shows all periods of history.

Last 24 Periods

Shows the last 24 periods of history.

Last 12 Periods

Shows the last 24 periods of history.

Up to Last Period

Only includes budget records up to the last closed period, otherwise all listed periods are included.

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See also: -

Compiled in Program Version 3.10. Help data last modified 25 MAY 2004 17:45. Class wAcGlaMaint last modified 11 OCT 2009 06:22:51.

Document path Reference Contents > Ledgers Nominal or General Ledger > General Ledger Account Maintenance