Table of Contents
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Overview
Used by Accountant or Financial Controller to manage the chart of accounts
Reporting
Financial reporting is covered in Financial Reports including Balance Sheet, Profit and Loss, Trial Balance, Aged Debt and Payable
Chart of Accounts
The Chart of Accounts has the following basic layout
- The Accounts required for the Profit and Loss
- The Accounts required for the Balance Sheet
Account types
Each of these accounts have the associated setting so we know where to put them on the reports
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Account Subtype is also used to ensure accounts appear in the correct place in reports
Account Details
Code and Name are Alphanumeric
Moving accounts
Accounts can be moved in the COA. Right click - make child of - a list of possible accounts is shownwhen moving an account to a different section of the chart - first move it to the base level then into the area you want it to be.
Refresh after each movement to see the result
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If you move a branch with sub branches to another root (example moving "Discounts" plus 3 sub Accounts from Cost of Goods Sold to Revenue ) the sub Accounts will not immediately update from "Cost of Goods Sold" to Revenue. After the move - go to the Root (Revenue) and save. The save at the root will populate the updated Account Type (Revenue) to all children accounts. |
GL Account Settings
Default Tax Type
Default Tax Type will be the default if no other tax type is chosen when the transaction is entered.
Fixed Currency
Fixed currency is only required on Bank Accounts - all transactions will be required to be in the set currency.
Special Types
These flags are used by the system to filter information in processes or reports.
- Supplier claim - account visible on the Creditor Card Supplier Claim dropdown.
- Stock Adjustment - makes this account visible in the stock adjustment screens
- Notional R&D - for reporting Research and Development
- Spend Money - account in the spend money dropdown when spending company cash
- Landed Cost - Landed Cost will include this account when searching for landed cost invoices
- Clearing account - used when multiple transactions result in a single line in a bank account
- Debt Write off - to reduce the options when writing off debt
Display Sequence
Display sequence is used when accounts are in the same level to set the sequence
If two accounts are on the same level - set one to 10 and one to 20 and they will sort by this sequence number
Report Sequence
Used to sequence the accounts on the same level in the reports.
Balance
Shows balances calculated when Financial years are closed.
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Creating new GL Accounts
Right click in the tree - create new.
Deleting Accounts
Accounts can only be deleted if there are no transactions in the account. Right click - Delete.
To move all transactions out of a GL Account
Select the Account that transactions are to move to.
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Right click on the account that you want to move transactions from
Making Accounts unable to Accept any new transactions
Visibility in other Host Companies
The system has a list of all the Host Companies in the system that are using the COA - untick the visibility if it is not to appear in that host company.
If the account is to appear in that host company - you can rename the account to suit the business - an example is to rename from "Bank 1" to ANZ Bank etc.
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