The Chart of Accounts Entry allows you to create Account entries and develop Header accounts.

You will find the balance of any account for a three-year period. The balances are broken down by the month. You can compare actual and budget amounts for the current and previous year.

This section may be used to compare the Accounts Receivable Aging to your Accounts Receivable account; the Accounts Payable Aging to your Accounts Payable account; and your checkbook balance to your Cash account. Make sure ALL Journal Entries are posted, in "Post Journal Entries to Ledger" (8.1.3) before comparing these accounts.

The Account is the Chart of Accounts Number. If this is an existing account the information will be displayed.

The Description is very important and will print on all applied reports.

The Account Types are: <A> = Asset, <L> = Liability, <E> = Equity, <R> = Revenue, and  <X> = Expense.

The Header Account is the account that will include sub-accounts in the total. The Header Account Type must be the same as this sub-account. One exception to this is for setting up the Total Liability and Equity Header Account.

You may not Delete a Header Account if there are any sub-accounts attached. You must first Delete or Reclassify the Sub-Account and then Delete the Header.

You may set the account to be Active or Inactive.  You cannot post to an Inactive Account. The status is set only on the account being edited. This allows an account to be active in one location and inactive for other locations. This feature affects all programs that post to the General Ledger.

The balances for the account will be displayed.

You may add Budget Amounts for this account. This will compare the current and previous years’ amounts to the corresponding budget amounts. Enter a <B> at the “Enter Selection” prompt and press E for budget amounts.

You may add Ending Balances for this account. This will compare the current and previous years’ amounts to the corresponding ending balances. Enter an <E> at the “Enter Selection” prompt and press E for the ending balances.

You can save the entry for the Location you are in or copy the entry for all Locations

You may change (copy) a General Ledger Account Number to a new GL Account Number. This replaces the GL Account Number in all files where the old number resides. Type CO at the “Enter Selection” prompt and press <ENTER>. This process should be performed while no one is using the system, i.e. after business hours.

When Deleting an Account, the system will check for past activity by selecting the Journal File. You will see a message at the bottom:  “Now checking for past activity….”  If it detects a Journal with the Account for any Location, the program will stop the deletion process with the following message: “Cannot Delete Account with Past Activity. Mark as Inactive instead”. The best practice is to mark the account as Inactive (field 4, option I) , then use the option <C> at the bottom to Copy the Status to all the other Locations for this Account.

Percentage Differences - The option, <P>, will show percentage differences between years in the bottom highlight bar. A simple average is also displayed. The simple average is the average of the years showing on the screen, not including the year showing in the left column.