Changing Account Information
Go to and a Chart of Accounts list will open.
Open the account you wish to view or edit as shown below:
On the upper part of the window the following information will appear:
- The title part of the window displays the folder and subfolders in which this account appears followed
by the account description.
- The G/L Account code is
the code used throughout the system to identify this account. Review
the Adding General Ledger
Accounts section for more details about creating this code. Review
or Moving an Account to Another Folder section for instructions
on how to change the G/L Account entry.
Select a new account by using the lookup button located to the right
of the G/L Account entry.
Use the Page Up and Page Down buttons to position to the first account,
previous account, next account, or last account.
To change the Folder in which
this account resides, click on the down arrow and select new folder. Note
that the account code needs to be within the range allowed in the selected
folder. Review the Changing
or Moving an Account to Another Folder section for instructions on
how to move to another folder at the same time the G/L Account entry is
Go to the General Ledger > Account
> General tab, and the following window will appear:
- The Type setting cannot
be changed after an account is created. The possible types are Asset,
Liability, Capital, Revenue, or Expense.
- Inactive is a check box
for accounts that are no longer being used. If an account is inactive,
a warning message will be displayed each time the account code is
entered. For more information, review the section on Making
an Account Inactive.
- The Description should
be the name of the account. For example: Checking Account, Retail
Sales, or Advertising. The description can be changed without any
adverse effects on the system.
- The Department field describes
the department identified in this account. If the department code
is zero (?????-000), this entry can be used to further describe the
account. See the Departments
and Profit Centers section for more details.
- Use the Note to record
any information about this account. This entry is used only for miscellaneous
information and is not printed on most general ledger financial reports.
- Reconcile This Account
is a check box to enable the accounting system to include accounts
in the reconciliation function. Checking this box will highlight the
Reconcile button and add some
additional entry fields in the advanced tab. For more information,
review the section on Account
- The Bank Account button
will be active only on accounts that are classified as bank accounts.
See the section on Account classification for more on how to classify
accounts as bank accounts.
- Click Budget to display
budget totals for account. See section on Budgets
for more information.
- The Profit Centers button
will be active if the Use Profit
Center switch is enabled in the
tab. Review the section on Departments
and Profit Centers for more information on using Profit Centers.
- The New button brings up
the wizard to add a new General Ledger account. Review the Adding
General Ledger Accounts section for further instructions.
Reports > Print Button for details on setting up reports in this
window and using the Print option.
Go to the tab, and the following
window will appear:
- If the current account is a Revenue or Expense type, the Retained
Earnings Account entry must be set; otherwise this entry field is
disabled and can be ignored. If this entry field is enabled, it must
contain a general ledger account that is classified as a retained
earnings account. All the available accounts can be listed by clicking
on the down arrow to the right of this entry field. Review the Account Classification section
for more information on the use of Retained Earnings accounts. Since
our example above is an expense type account, we set the retained
earnings to reflect the account entered in the Equity folder.
- The 1099 Form setting is
important when printing year-end 1099 forms. Review the Printing
1099 Forms section for more details on this setting.
- The Printed Register Balance
entry only shown when the Reconcile
this Account box in the General
tab is checked. All accounts classified as a Bank Account should be
reconciled, as well as Cash accounts and accrued tax accounts. The
Printed Register Balance reflects
the ending balance of the last printed register. For example, in the
account shown below, this field would allow the user to record the
ending balance of the previous check register in order to use it as
the beginning balance of the next report.
- The Last Reconcile information
is updated with user login name, date and time when the Account Reconciliation
Process is completed. Review the Account
Reconciliation section for more details.
OK will save changes and return
to the main window.
Cancel will not save changes
before returning to the main window.
New will bring up the window
to start entering a new G/L account. Review the Adding
General Ledger Accounts section for details on the new wizard.
Delete will delete the selected
G/L account. Note that a G/L account cannot be deleted if transactions
exist in any year tabs. Instead of deleting a G/L account, they should
either be merged with another account or moved to an inactive status.
For further information on merging an account or making a G/L account
inactive, review the Making an
Account Inactive section.
Print has a drop-down list of
reports linked to this window. A report can be added by selecting Add a Report at This Time.