G/L Account
Master Maintenance G/L Account
Master MaintenanceUse this screen to add or maintain the details of a G/L account number. Based on the account codeCode that represents the file that holds G/L account balances for this year, previous years, and budgets. entered on the launch screen, this screen also displays balances for the G/L account for one of the following: this year, the previous year, the G/L account budget, or one of six prior years that your organization is keeping on file.
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Access this screen by entering a new or existing G/L account number and account code on the G/L Account Master Maintenance - Launch screen. On this screen, enter the account type, description, and analysis codes. You can also review balances for the account.
G/L Account Master Maintenance - Launch
G/L Account Master Maintenance
G/L Account Master Maintenance - Copy Chart of Accounts
G/L Account Master Maintenance - Copy G/L Account
Displays the G/L account number you are adding or maintaining. The format for RentalMan's 16-digit G/L account numbers is as follows:
999999 9999 9999 99
Main Location Natural Class Department
The first 6 digits represent the main account number. If you do not use all 6 digits, you can start that section with leading zeros, but that is not required.
The next 4 digits are the number assigned to the location for which the account was created. Use leading zeros as necessary.
The next 4 digits can be used to differentiate accounts with the same Main number. You can roll up balances from these different classes into one total balance.
The final 2 digits provide a way to group similar accounts like expenses and some income accounts. For example, you might group all of your rental accounts into Department 20.
Enter the code that represents the type of the G/L account. Valid types are:
AS - Asset
LI - Liability
CP - Capital
IN - Income
EX - Expense
Displays the account codeCode that represents the file that holds G/L account balances for this year, previous years, and budgets. you entered on the Launch screen. This code determines which account balances are displayed at the bottom of the screen.
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Enter up to five sequence numbers to indicate where you would like this account to show up on various financial reports. When setting up a format for a financial report in the Format File program, you will enter a position number to indicate which of the five sequences to use for that report.
Example: You have a rental
income G/L account that appears on three of your financial reports in
different areas of those reports. In this field you might enter
three sequences of 4000, 4100, and 4200 because the account appears on
three reports. So, when creating the format and the line information
for rental income for the first financial report, you could enter a Position of 2,
to indicate that you want the financial report to look at the
second sequence, which is 4100, to determine where to put this
account's balance on the report. Also, if other rental income accounts
have sequence 4100 in the second position, their balances will be rolled
up with this account's balance on the report.
If applicable, enter the G/L number for this account from a legacy accounting system to use as a cross reference.
Enter a description of the account that is seen in lookup windows.
Displays the next lettrageFrench for settlement. It is matching related G/L transactions by assigning the same system-generated number to them. number to be used for the G/L account.
Enter the code that represents how this G/L account is used. Valid codes are:
M - Account is used for manual journal entries only
S - Account is used by system programs only; for example, A/P batch posting
Blank - Leave the field blank to allow the account to be used for manual journal entries and by system programs
If you use F9=Status to set the G/L account's
status to A, you cannot set this
Use code to M.
Enter a short description for the account that appears on reports.
Displays the date the account master record was last maintained and the name of the user who maintained it.
Enter up to six analysis codes to use for reporting purposes. Use Analysis Code Maintenance to create the codes, and then assign them to G/L account numbers and enter them as parameters for reports. For example, you may have an expense account for fuel, and you want to be able to report on the various ways that fuel is used in your organization. Create analysis codes for fuel use, and then assign them to the G/L account for fuel expense.
If you do not know the analysis code, press F4 and you are presented with a list of only the codes that can be entered in that analysis code position. This is achieved using the AC miscellaneous reason code to set the field reference for specific types of analysis codes. For example, you have set up an analysis type of Taxes using miscellaneous reason code AC, and you entered 2 in the Field Reference field. You have 8 analysis codes assigned to the Taxes analysis type. When entering a new G/L account number to which you want to assign an analysis code with a type of Taxes, you will only be able to enter that analysis code in the Analysis Codes 2: field.
Enter a code that represents the current status of the G/L account. Valid codes are:
A - Available for all uses
L - Limited use for manual journal entries only (use this code in conjunction with the M Use code)
H - Hold (will not show in Search windows)*
C - Closed permanently (will not show in Search windows)**
*A Hold date range might be required.
**It is recommended that you reclassify all balances for the account before closing it. The account can be reopened by a user with the proper security.
For accounts with balances that roll forward such as assets, liabilities, and capital accounts, indicate whether to roll them forward in detail (all non-lettraged entries are rolled forward separately) or in summary (all debits and credits are combined and rolled forward as a net amount). Enter Y for Detail and N for Summary.
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The previous year's ending debit balance brought forward to start this year.
The previous year's ending credit balance brought forward to start this year.
The previous year's ending net change brought forward to start this year. This is a calculated amount.
The total debits for this G/L account for that month/period.
The total credits for this G/L account for that month/period.
The net change for this G/L account for that month/period.
The total debits for the G/L account for the current year.
The total credits for the G/L account for the current year.
The total net change for the G/L account for the current year.
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Function Key |
Description |
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F1 |
Help. Place your cursor in a field and press F1 to access online help for that field. Place your cursor outside of any field, and press F1 to access online help at the program level. |
|
F3 |
Exit. Exit the page or program. |
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F4 |
Search. Place your cursor in a searchable field and press F4 to access a lookup window or more advanced search screen. |
|
F6 |
Journal Code Control. Access the window where you control the journal codeUser-defined code that is assigned to general ledger transactions to classify them for reporting and inquiry.s that can be used with this G/L account. |
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F7 |
G/L Toggle. If control record USEAGL is set to allow the use of an alternative G/L account number, this function key toggles the screen between that account number and the G/L account number set up in RentalMan. |
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F8 |
Use. Access the System Account Settings popup window for G/L accounts marked as Use=S. This window displays the programs and locations where the account is used. |
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F9 |
Status. Access the Edit Status popup window where you can change the status of the G/L account. |
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F10 |
Comments. Advance to the Comments screen where you can enter comments associated with this G/L account. |
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F12 |
Cancel/Previous. Exit the program or move back a screen. |
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F21 (Shift + F9) |
Copy. Access the Copy G/L popup window where you choose whether you want to copy an entire chart of accounts or copy only one G/L account. |
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F23 (Shift + F11) |
Delete. Delete an account that has no activity. |
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F24 (Shift + F12) |
More. Display more available function keys for the program. |
G/L Master Worksheet
G/L Master Spreadsheet
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