1. General Ledger Account Setup
1.1. Prerequisites for the GL Account Setup
Complete the attached worksheet and  "Mark as Completed RoadMap Section C Item 2-d"  before continuing the setup.

G/L Account Types and Ranges must be completed before using this section.
1.2. Introduction for the GL Account Setup

This section is for preparing all general ledger account numbers for MANEX.   If accounting is currently running within another software program, it may be helpful to print out the chart of accounts from the existing system. The “Txt and “Amt” columns are for the financial statements. This data is used to determine at what location on the page the Title of the account and the Amount of the account are to print out. The higher the number, the further to the right the information will be printed.   You can leave these two boxes blank and set the report spacing up in the G/L Reports Setup.

1.3. Fields & Defintions for the GL Account Setup
 
GL Number General Ledger Number.  Defaulted in from the GL Acct Types & Ranges.
Description GL Account Description.  Defaulted in from the GL Acct Types & Ranges.
Account Type

2 or 3 character alpha abbreviation of the account sort, such as CAS for Cash.  Account Types in the pull down are setup in GL Acct Types & Ranges.

Type Description Sort of accounts that are in this type, such as Cash, etc. Defaulted in from the GL Acct Types & Ranges.
Lower Limit

Is the lowest account number (1st 7 digits is account, next 2 digits is Division, last two digits is Department), for example you would enter 1000000-00-00 for the lowest range for Cash. Defaulted in from the GL Acct Types & Ranges.

Upper Limit Is highest account number (1st 7 digits is account, next 2 digits is Division, last two digits is Department), for example you would enter  1199999-00-00 for the highest range for Cash. Defaulted in from the GL Acct Types & Ranges.
  This button will be displayed in RED if there are any notes defaulted in from the GL Acct Types & Ranges. 
Account Number

The account number is 7 digits. The Div and Dept. numbers are per General Ledger Division/Department Setup, and are two digits each. If no Div or Dept, use zeros. The account number must be between the Lower and Upper ranges as defined in the General Ledger Account Ranges design.  In this field you would enter a number in-between the lowest and highest range.
Class

The class is either: Posting, Heading, Total, Closing or Title. Set up year to date income, gross margin, total other income/expense, income before taxes and net income after taxes as closing accounts. Note that all of the General Ledger defaults must be classified as posting, except for the Current Earnings account which must be a Balance Sheet Equity account, classified as a closing account, in the GL Acct Types & Ranges.

Status

Status is either active or inactive.
Account Title

The title is the account Description. 
Long Title The GL Account Description.
Account Notes Enter notes during Account Setup.
Statement This tells the user whether this account type has been setup as a Balance Sheet or an Income Statement.  Defaulted in from the GL Acct Types & Ranges.
Page
This is the page number you want the account to print out on the reports.This is normally set as 1.  Defaulted in from the GL Acct Types & Ranges.
Normal Balance This tells the user whether this account type has been setup as a Debit or Credit.   Defaulted in from the GL Acct Types & Ranges.
  

 

1.4. How To .........
1.4.1. Setup the GL Account Setup
Enter the ActSetup.exe/G.Ledger/G/L Account Setup
 
The following screen will appear:
 
 
Depress the Add action button.
 
Select an Account Type for the pull down:
 
Once the Account Type has been selected, the Type Description, Lower Limit, Upper Limit, Statement, Page, and Normal Balance fields will default in:  
 
 
Enter the New Account Number (must be be a number between the Lower Limit and Upper Limit).  It is VERY important that the Account Number for WO-WIP Kit Overissue Whse is NOT the same as the Work in Progress Inv. Account number. (For further detail see Article #3061).   Select a Class from the Pull Down. 

If the account is a Total Account or a Closing Account, an additional box will appear in lower right hand of screen.  User must enter in the GL number to Start and End with.
 
 
Make sure the Status is Active. 
 
Enter a Short Account Title and a Long Title.  Enter any notes required for this account.

Depress the Save button to save changes, depress the Abandon changes button to abandon changes.

The completed entry will appear as follows:
 
 
 
 
 
After establishment of one or more accounts, user may Edit or Delete  the account    Note:  A user will NOT be allowed to delete or Inactivate an account which is used in any of the setup screens in System Setup or Accounting Setup.  If it is necessary to delete or inactivate such an account, 1st go into the requisite set up screen and edit the account number, then the user can come back into this screen and delete or inactivate the account.  You are also NOT allowed to delete an account which has been used within the last three years.  However, you can change the status to Inactive.  After Adding or Editing, the user must Save or Abandon the modifications.  Please remember that you can’t add a natural debit account within a range where the Normal Balance was identified as a Credit, or visa versa.
Users are allowed to change the Class of a GL number (Posting, Title, Total, etc) only if there is no activity, or if the only activity was in a period that started with a 0.00 balance, and has some activity but then ended with a 0.00 balance.

If a user tries to Inactivate an account which is used in any of the setup screens in System Setup or Accounting Setup they will receive the following message and a GlDeactivateIssue.XLS file will be created. 


  

Steps to Delete:

 Note:  If you have any duplicate Titles, Headings, Totals or Closing accounts, please be sure to delete them.  Otherwise, duplicate titles, etc. will appear on the reports.  Delete the titles, etc. for Divs 01, 02, etc., but NOT for Div 00.

Highlight the account you want to delete.  Depress the Delete button.  The following confirmation message will appear:
 

Depress Yes to continue, depress No to abort. 
 
If the user depresses Yes to continue, the system will check all GLTRANS table for the existence of the account, as well as all tables used in the release and post transactions, and in any system setup default accounts (like inventotry, warehouse, etc) are using this account number.  If yes, then the system will NOT allow it to be deleted from the system and users are suggested to change the description for that Account number to "Do Not Use" and change the status to Inactive. 
 

Where Used:  This Setup is required to be completed prior to establishing General Ledger numbers to inventory setups.

After completing this section:                                «Mark as Completed in RoadMap in Section C Item 2-d»