General Ledger Administration Tables
Service – Administration – Service Sale Codes
- Used only in Service when closing a WO.
- Inventory GL Account – Control Account
- Sales GL Account – Income Account
- Cost of Sales GL Account – Expense Account
Physical Inventory and Part Quantity Adjustment both deal with GL transactions.
- Involves the Inventory account and the Inventory Adjustment account.
- Sometimes the Inventory Adjustment Account is separate; sometimes it is the same as the COS Account.
- When doing an adjustment it is one to one: one adjustment = one transaction.
- When doing Physical Inventory, it creates one transaction for everything, regardless of the Part.
- If different accounts are used, a different dr/cr transaction line will be created.
- Credit Inventory Adjustment – Found Inventory (more than what was in the system).
- Debit Inventory Adjustment – Lost Inventory (less than what was in the system).
Finance – General Ledger – Administration – Fix Invalid
Fixes any accounts which will not Post because of an Invalid accounts or information.
Transaction #:
- Shows all Invalid transactions in the system.
- Manually enter the transaction number or click on the Underlined link to choose from the Table.
GL Account:
- Manually enter the Account or click on the Underlined link to choose from the Table.
Ctrl Acct/Account Description:
- Defaults in from the GL Account.
- Cannot be edited in this window.
Debit Amount/Credit Amount:
- Enter the correct amounts to balance the Transaction.
Account Line Description:
- Manually enter a description for the transaction.
Transaction Balance:
- Has to be 0.00 in order to Submit.
Finance – General Ledger – Administration – GL Tables – Categories
Category Code:
- Some reports sort the information by Category Code not Sort Code.
- Creates Subtotals on a Financial Report.
- If using Peartree Chart of Accounts, this is pre-populated.
- If not pre-populated, Dealership needs to create its own.
- Manually enter the Code to be submitted.
- If looking at a Code already in the system, manually enter into the field or click on the Underlined link to choose from the Table.
- Alphanumeric but best to use a digital code.
- Best not to mix numbers and letters.
Description:
- Alphanumeric.
- Freeform.
- Shows in the dropdown on for Category Code on different windows and reports.
Sort Key;
- Allows reports to be sorted by the Sort Key and not the Category Code.
- Alphanumeric but best to use digits.
Cost of Sales Category:
- If checked, shows the Gross Profit in the P & L Report.
FISCAL CALENDAR
This is part of the Initial set up at any site. A Fiscal Calendar has to exist before any kind of Transaction can be created.
Finance – General Ledger – Administration – GL Year End – GL Fiscal Year
GL Year Sequence:
- First year will be 1000.
- A sequential number. Each new year adds to it (1001, 1002 etc.).
- Manually enter the Year of interest or click the Underlined link to choose from the Table.
- If choosing a previous year, a warning will appear.
GL Fiscal Year:
- Shows the Fiscal Year.
GL Fiscal Year Description:
- Describes Fiscal year, usually beginning month/year to end month/year.
- Alphanumeric.
- Freeform.
GL Fiscal Period:
- Usually abbreviation of the month and the last two digits of the year (January 2012 = JAN12).
- Once set up, never have to do again. System will automatically fill in when Year is rolled.
Period Description:
- Description of the Fiscal Period.
- Alphanumeric.
- Freeform.
Period Start Date:
- Month/Day/Year the Fiscal Period starts.
Period End Date:
- Month/Day/Year the Fiscal Period ends.
New Year:
- Once the first year has been set up, and Year End, creates the Periods for the next Fiscal Year.