GL Accounts Tab Setup

The following fields appear on the tab:

Current EntityCompany

Select an entitycompany from the drop-down list. The general ledger accounts associated with that entitycompany display in the grid below.

Add GL Account Button

Use this button to add a general ledger account.

Find [Column Title]

This field defaults to Account #; however, if you click any underlined grid column title, the field label changes to reflect your selection. You can then search for entries based on the field label. For example, if you know the account description, click the Description column title and the find field label changes to Find Description.

Enter the first few letters or numbers to search for (or select from a drop-down list if one displays), and then select the Find button. The items that are the nearest match to your entry display in the grid below. Click column titles to sort the list further.

Go Button

Use the Page field and the Go Button to display additional pages when the list of entries in the grid is longer than one page.

Account #

The general ledger account number that appears on lists and in reports. Click this column title to sort the list and change the Find field. Click an account number link to display tabs.

Description

The description of the general ledger account number that appears on lists and in reports. Click this column title to sort the list and change the Find field.

Account Type

The account type for the general ledger account number. Click this column title to sort the list and change the Find field.

Record Type

The record type for the general ledger account number. Click this column title to sort the list and change the Find field.

Documents

One of the following icons appears in this column:

No documents are currently stored for the GL Account. Click the icon to upload documents for the GL Account.

At least one document is currently stored for the GL Account. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.

For more information, refer to the Documents Tab instructions.

User Fields

Use this button to open a User Fields form that allows you to enter additional information for the GL account.

Click the button and a User Fields pop-up box opens. Add or edit information.

When done with the pop-up, click the Close button.

Required information is marked with a red circle.

When you want to close the pop-up without making changes, click the x at the top right of the User Fields pop-up form.

The fields in the User Fields pop-up form are established in global setup using the User Defined Fields menu item.

Delete

Use the Delete button to delete a GL Account.

NOTE that when there are transactions tied to a GL account, the GL account cannot be deleted.

This tab appears when you click Add GL Account or select a GL account from the Setup GL Accounts Tab. Use this tab to add or edit general ledger account data.

Note

An asterisk (*) indicates a required field.

Account # *

Enter the general ledger account number. This number appears on lists and in reports.

The format of the number you enter must conform to the account mask set up on the Other Tab in Global Policies.

Department

Select a department from the drop-down list. Selections appearing on this list are established on the Departments Tab. Department codes can be used in conjunction with account numbers when entering journal transactions, which allows you to run financial reports for each department. Therefore, this field must be completed if you intend to run financial reports for departments.

Description *

Type a description for the general ledger account number. This description appears on lists and in reports.

Account Type

From the drop-down list, select on of the following account types: (Not Set), Asset, Liability, Capital, Profit, Income, Expense.

If you are setting up to use the Cash Flow Statement, do not select the account types Income or Expense because neither applies when selecting a cash flow code. Refer to Cash Flow Statement Concepts and Processes for more information.

If you select (Not Set), the account number is saved. However, you cannot select the account number for association with an expense code. In addition, when you try to select this account number for a general ledger transaction, you receive a message advising you that you must select an active detail account; that is, this account is not active.

Record Type

Select a record type from the drop-down list. The following record types are possible: (Not Set), Heading, Detail, Total.

Heading accounts are used for titles, printed notes, comments, or other information on financial reports. Journal transactions cannot be posted to Header accounts.

Detail accounts accumulate debits and credits from posted journal transactions and make up the majority of accounts in a chart of accounts. These accounts appear on various reports when the detail level reports are requested. When an account is identified as a detail account, you can post to the account from GL Batches, Allocations, or through batch interface programs from other applications. If the account is flagged as detail and has an Account Type of Asset, Liability, or Capital, the account prints on the Statement of Assets & Liabilities Report when a detail report is requested. Subledger number must have record type of Detail.

Total accounts accumulate totals from a range of accounts and display the total on financial reports. Journal transactions cannot be posted to Total accounts.

NOTE that the From and Thru accounts for a Total (Record Type) GL Account must be Detail GL accounts.

Control Type

Select a Control Type. Available options are only available for the Account Types Asset and Liability, and only for Record Type Detail. Otherwise this field does not appear.

Asset: options are Not Set, AR Asset or AR Retainage.

Liability: options are Not Set, AP Liability or AP Retainage.

Post Flag

From the drop-down list, select one of the following post flags: (Not Set), Normal, Closed, Privileged.

NOTE that GL accounts set to Privileged are not available for entry in (and cannot be saved in) Journal Entry, Accounts Payable, or Accounts Receivable.

NOTE that expense codes tied to GL accounts set to Privileged are not available for entry in (and cannot be saved in) Invoice Entry or Purchase Orders.

Cash Flow Code

From the drop-down list, select one of the following cash flow codes: (Not Set), Cash, Profit, Source of Funds, Other.

If you plan to run Cash Flow Statements, select a cash flow code for each account. Refer to Cash Flow Statement Concepts and Processes for more information.

(Not Set)
Select this code if you do not want accounts to appear on the Cash Flow Statements. Header and total accounts typically use this code because these accounts should not be included in the report.

Cash
Select this code if you plan to run Cash Flow Statements. Amounts for accounts with this cash flow code appear in Section II. Recap of Cash Flow, Beginning Cash, and Ending Cash lines. Cash accounts and their balances are also listed in Section III. Cash Account.

Profit
Select this code if you plan to run Cash Flow Statements. Amounts for accounts with this cash flow code appear in Section II. Net Income From Operations line on the statement. Typically, Income and Expense accounts use this code. The net balance between these accounts establish the net income or loss.

Source of Funds
Select this code if you plan to run Cash Flow Statements. Amounts for accounts with this cash flow code appear in Section I. Sources & Uses of Funds line on the statement. Balance sheet accounts use this code and appear in either the Sources or Uses column depending on the type of account.

Other
Select this code if you plan to run Cash Flow Statements. Amounts for accounts with this cash flow code appear in Section I. Sources & Uses of Funds on the statement. Accounts that use this code appear in the Other column.

Cash Group Code

This drop-down list is available only when the Record Type is Detail and the Cash Flow Code is Cash. From the drop-down list, select a Cash Group Code for the account.

Total From

Click the Lookup icon to display the Select GL Account pop-up and select a GL Account.

NOTE that the From and Thru accounts for a Total (Record Type) GL Account must be Detail GL accounts.

Total Thru

Click the Lookup icon to display the Select GL Account pop-up and select a GL Account.

NOTE that the From and Thru accounts for a Total (Record Type) GL Account must be Detail GL accounts.

Activate On

Type the activation date (mm/dd/yyyy). Or, use the Calendar icon to select a date. If you do not enter a date, the account is activated automatically.

Track Unit?

The default is Optional. If you do not want to track the account total by units, leave the selection as Optional. The fields Building and Unit do not display on accounts payable transaction tabs.

Or, if you want to track the account total by units, select Required. The fields Building and Unit display on accounts payable transaction tabs. Refer to Unit Tracking Concepts and Processes for more information.

Note

GL transactions cannot be imported for accounts that are tracked by unit (i.e., the Track Unit? selection is Required on the GL Account Maintenance Tab). When applicable, the GL Transactions Import Exception report lists any accounts that could not be imported for this reason.

Job Related Flag

Select an option from the drop-down list. Options include Yes, No, Not Set. The default is Not Set. If you select Yes, job-related options appear below.

Account Group

Select an Account Group from the drop-down list. Account Group is set to be active or inactive in User Codes (Job Cost—Setup—Common—User Codes).

You can view or add Account Group codes in JC Codes (Job Cost—Setup—Job Costing—JC Codes).

This field is not available unless the Job Related Flag is set to Yes.

Work Complete Flag

Select or clear the check box. This is available only for Asset and Liability accounts.

This field is not available unless the Job Related Flag is set to Yes.

More details...

Work Complete Account #

Use the lookup to select an Asset or Liability account for the work completed.

For Asset accounts, the lookup only shows Expense accounts that have not already been used.

For Liability accounts, the lookup only shows Income detail accounts that have not been used.

This field is not available unless the Job Related Flag is set to Yes. Also, it will not display unless the Work Complete Flag is checked.

More details...

Posting Valid For:

Posting is valid for the options checked. By default, no options are checked. Options are: Administrative, Material, Subcontractor, Income, Equipment, Labor, Other.

This field is not available unless the Job Related Flag is set to Yes.

Cancel

Click to exit without saving changes.

Save

Click to save your changes.