The Chart of Accounts can be modified at any time. Existing accounts can be modified and new accounts can be added.

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1 Chart of Accounts Maintenance Overview The Chart of Accounts can be modified at any time. Existing accounts can be modified and new accounts can be added. Navigate to: General Ledger>Maintenance>General>Chart of Accounts I. Modify an Existing G/ /L Account To find the existing G/L Account record to modify, use the Filter Options group in the ribbon of the Chart of Accounts tab. Enter the G/L account number information to filter on and select Find Rows with Filters. In this example, just the G/L Accounts in Department 010 for Property 87 will be displayed. Page 1 of 7

2 The results of the search are displayed in the Chart of Accounts grid. Select an account to modify and click Update in the Maintenance group in the ribbon. Modify any available fields as necessary in the Account viewer and click Save in the Maintenance group in the ribbon to save the change(s). NOTES: A description of each field can be found on the following pages. Modifications to the Classification field may have an impact during the Close Year process. Page 2 of 7

3 II. Add a New Account To add a new account, press Addd in the Maintenance group in the ribbon. Enter the information for the new account in each available field. Page 3 of 7

4 Fields Required fields are noted below. GL Account: (Required) Enter the account number, without separators. Example: Correct Incorrect Active? The status is either Active or Inactive. When the box is checked, the account status is Active. The account status determines whether new entries can be posted to the account. NOTES: The status defaults to Active for new accounts. If an account has had transactions posted to it, it cannot be deleted, even if it has a zero balance. However, the status can be set to Inactive to prevent any future posting to the account. Description: (Required) Enter the account description. All other fields are optional. Classification: (Required) **VERY IMPORTANT** The classification of an account plays a vital role in the Close Year process, as it determines how the balance of the account will be handled. Asset (A) Balance Sheet (CONVERSION) (B) Capital (C) Expense (E) The balance is zeroed out at Close Year, and Income (I) The balance is zeroed out at Close Year, and Liability (L) Owner's Equity (O) Profit / Loss (CONVERSION) (P) The balance is zeroed out at Close Year, and Revenue (R) The balance is zeroed out at Close Year, and Statistic (S) Units (U) The balance is zeroed out at Close Year, but does not affect Retained Earnings. Page 4 of 7

5 GL Account Type: Accounts can be further categorized, by assigning a GL Account Type. Accounts can be placed into different categories, such as: Overhead Expense, Cost of Sales, Labor, etc. This field offers more options when printing a Chart of Accounts list. The Types must be set up in the Account Types section of Maintenance. Prior Heading: This optional entry is used to specify a heading description, which is printed on the Chart of Accounts List, just above the account. For example: The first asset account could specify a prior heading of Current Assets. Posting Method: <Subsidiary Ldgr> <General Ledger> Select the posting method for both the Subsidiary Ledgers and the General Ledger. This will affect the way accounts post and how balances appear in reports and inquiries. Batch Detail Journal summarize account balances by batch number display detail of account balances summarize account balances by journal code Use Tax Account?: Check this box if this account should be reported on the Use Tax Report. Apply Use Tax?: Check this box if use tax should always be calculated for this account. Post from BR?: Check this box to allow posting to this account from Bank Reconciliation. Default S/U/N: This entry is used to specify how the General Ledger journal postings are to be accumulated in the Month To Date and Year To Date sources and uses of funds fields, in the Account Balances file. If left blank, credits are accumulated as Sources; debits are accumulated as Uses. <None> credits are accumulated as Sources; debits are accumulated as Uses. Neither accumulate debits and credits to MTD/YTD Neither Sources accumulate debits and credits to MTD/YTD Sources Uses accumulate debits and credits to MTD/YTD Uses Allocation Code: Enter the Allocation Code for this account, if it is to be allocated to different accounts. (Refer to the Tech Note on Allocation Codes) Alternate Name / ID Enter in an Alternate Name or ID for this account, such as the account name from a previous accounting system. Page 5 of 7

6 Daily Revenue Account Information Post Account to Daily Report?: Check this box to include amounts posted to this account in Daily Reporting. The other selections in the section are relevant only when utilizing an Interface for Daily Reporting. Check the appropriate box to include amounts posted to this account from AP, AR, and PA. Include Account in Daily Batch?: Check this box to include this account in Daily Revenue Batch entry. Edit Sequence: List order for Daily Revenue Batch entry Click Save in the Maintenance group in the ribbon to save the account. A message will appear to confirm the Account Class and the effect on Retained Earnings. For example: Also, the following will appear asking if daily balances will be loaded for the current and last fiscal years. If so, click Yes. The system will create records for Daily Revenue balances for current and last fiscal years. Page 6 of 7

7 Multi-Property Installations Only: If the system is multi-property, after the account is saved, a message appears asking if the changes made to this account should made for other properties. The account is created initially for one property but can be copied to some or all other properties. Click the All button to copy to all other properties, the Some button to copy to a selection of properties, or the None button to not copy to other properties. If Some is chosen, a list of properties will appear to choose from in the Property Search window. Daily balances will be configured for these properties as well if done for the original setup. If you have further inquiries please refer to our website or contact the Data Plus Support department. Website Data Plus Support Ext 3 support@dphs.com Page 7 of 7