To access the Chart of Accounts List window, select the menu option entitled Chart of Accounts on the System Manager Control Files Menu.
The Chart of Accounts window will be displayed as follows:
The system defaults to displaying only the active general ledger account numbers. To display the inactive, or both the active and inactive general ledger account numbers, click on the drop-down box arrow located at the upper right corner of the window.
Cycle Box
To remain in the add mode without returning to the Chart of Accounts list window each time you add a new General Ledger Account, check the cycle box. To place a check in the box, click on the Cycle box, press Alt Y, or press the Space Bar when the selection box is positioned over the “cycle” field. You would normally check the cycle box if you are entering more than one General Ledger Account during the current session.
To access online help, click on the Help button, press “Alt H”, or press F1.
To exit the Chart of Accounts list window, click on Close button, press “Alt O”, or press the Esc key.
Chart of Accounts Maintenance
To add a new General Ledger Account, click on the Add button, press “Alt A”, or press the Insert key.
To edit an existing General Ledger Account, highlight the Account and click on the Edit button, press “Alt E”, or press Enter.
When you add a new General Ledger Account, the system will display the General Ledger Account Information window as follows:
Enter or edit the information on the General Ledger Account Information window according the following specifications:
Base Account
The General Ledger Base Account is a ten-character field used to identify the General Ledger Account within the system. The system does not allow the use of duplicate General Ledger Account numbers.
General Ledger Account Description
Enter up to thirty-characters to describe the General Ledger Account.
Account Type
Enter a valid account type. To display a selection list of the valid account types, press Enter, or click on the Lookup button. The valid account types are as follows:
Asset
Liability
Equity
Sales
Cost of Sales
Expense
Other Income
Group Sequence
Group sequence codes are used to determine what section of the financial statement the account will display or print. An entry in this field is required for asset and liability account types, and an entry is optional for all other account type. To display a selection list of the valid group sequences, click on the Lookup button
Summary Code
The summary code is used to group certain accounts together for presentation on the financial statements. An entry in this field is optional. To display a selection list of the valid summary codes, click on the Lookup button.
Current Balance
The current balance field is maintained by the system and displays the current balance for the account.
Intra Company
Enter a check in the box if the account is an Intra Company revenue account. Intra Company accounts allow you to track revenue for company logging crews and company trucking. If this is not an Intra Company revenue account, leave the box unchecked. To place a check in the box, click on the Intra Company box, or press the Space Bar when the selection box is positioned over the Departments field.
Offset Number
You only have access to this field if the Intra Company box is checked. Since the system reverses the cost from the actual account, most users would not enter an offset account.
Status
Select the active box if the account is active, or select the inactive box if the account is inactive. The system defaults to displaying only the active accounts on the selection list.
To save and exit the Chart of Accounts window, press Page Down, click on the OK button, or press “Alt O”. To exit without saving the Chart of Accounts window, click on the Cancel button, press “Alt C”, press Esc, or click on the “X” in the upper right corner of the screen.
To access online help, click on the Help button, press “Alt H”, or press F1.