GL-A  View Chart of Accounts

Purpose of Program

This program allows you to view accounts from the General Ledger chart of accounts and gives you a convenient way to change budget amounts to project future performance.  You are not allowed to create new accounts or to change existing accounts in this option.

To create or change GL accounts, see AM-C  Enter General Ledger Accounts.  Before changing or deleting a GL account, check your default accounts in AD-A  General Ledger Defaults to be sure you are not affecting system defaults.

Field Explanations

Acct Code

The actual GL account code or number. This field specifies which GL account you wish to view.

Dept

The GL department code.  This field specifies the department whose GL account is to be viewed.  If you are not using GL departments, or if the account you wish to view has no department, leave this field blank.

The following fields are filled in automatically after you enter the Account Code and press <Enter>.  These descriptions are given solely to explain the display, as the only items you are allowed to change are the Budget amounts.

Description

The title for this GL account.

Type

The type of account.  Values are: A - Asset, L - Liability, O - Owner's Equity, I - Income, E - Expense.

Norm Dr/Cr

The account normally has a Debit [D] or Credit [C] balance.  Asset and expense accounts are debit accounts, while owner's equity, income, and liability accounts are credit accounts.  The program displays the account status automatically.

Non-Cash

The entry in this field indicates if this account is or is not a non-cash expense account.  This entry is used for the Changes in Financial Position (Cash Flow) statement generated using GL-F  Print Financial Statements.  When determining your actual ending cash position, non-cash expense amounts are added back to net income.  Non-cash expense amounts are those that do not have cash or a check paid for them.  For example, depreciation expense would be a non-cash expense.

Current

These are the monthly amounts that have been posted from the various system programs in the current year.

Budget

These are the monthly amounts that you have entered as comparisons for the actual (Current) amounts that will be posted.  Budget amounts may be changed in this program and used for comparison within financial statements.  This is to assist you in your projections or to review performance.

1 Year Past

The monthly posted amounts from the previous year.

2 Years Past

The monthly posted amounts from two years past.

Prior Years

Clicking the Pervious and Next buttons advances the screen forwards and backwards as far back as 6 years past.

General Program Operation

 

Viewing a GL Account

When the program screen is displayed, the cursor is located in the Acct Code field.  Enter the full account code at the Acct Code field location and press <Enter> or select an account from a lookup window by pressing the F2 key (or clicking on the Lookup button).

Once the Acct Code is entered, the account information is displayed.  Click the Clear button (or press F3) to clear the screen fields prior to entering each new account code.  You can change only the budget amounts balances in this program.  The program will automatically calculate the Ending Balance for that column.  If the account is normally a credit (Cr) Type, an entry of $100.00 will be automatically stored and displayed as <$100.00>.  It is not necessary to enter it as a negative number, as -100.00.  However, the entry is displayed as -100.00 when you are in that entry field to make a change.

NOTE: You must save the record before your budget changes are permanently updated in the file.