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SAGE ACCPAC
General Ledger
Getting Started
2006SageAccpacInternational,Inc.Allrightsreserved.
SageSoftware,SageSoftwarelogos,andallSageAccpacproductandservicenamesareregistered
trademarksortrademarksofSageAccpacInternational,Inc.,oritsaffiliatedentities.Allother
trademarksarethepropertyoftheirrespectiveowners.
SageAccpacInternational,Inc.
Publisher
Nopartofthisdocumentationmaybecopied,photocopied,reproduced,translated,microfilmed,
orotherwiseduplicatedonanymediumwithoutwrittenconsentofSageAccpacInternational,Inc.
UseofthesoftwareprogramsdescribedhereinandthisdocumentationissubjecttotheSage
SoftwareLicenseAgreementenclosedinthesoftwarepackage.
Sage Software
End User License Agreement for Indicated
Evaluation, Demonstration or Retail Software
THIS END USER LICENSE AGREEMENT APPLIES TO THESE SAGE ACCPAC SOFTWARE PRODUCTS:
z
Sage Accpac 100 ERP z
Sage Pro 100 ERP z
ACCPAC VisionPoint
z
Sage Accpac 200 ERP z
Sage Accpac Exchange z
ACCPAC Plus
z
Sage Accpac 500 ERP z
Sage Accpac WMS z
BPI Accounting II
z
Sage Accpac Options z
Sage Accpac ePOS
IMPORTANT READ CAREFULLY BEFORE YOU INSTALL OR USE THIS SOFTWARE: This End User License Agreement
(EULA) is a legal agreement between You (You and Your includes a person and/or an individual entity) and Sage Accpac
International, Inc. (Sage Accpac) concerning the specified evaluation, demonstration and/or retail software products(s) (hereinafter
respectively referred to as Evaluation Product, Demonstration Product and Retail Product; and collectively referred to as
Software). The Software includes all component parts, the associated media, any printed materials, any updates, and any online
or electronic documentation, as applicable. By accessing, installing, copying or otherwise using the Software, You agree to be bound
by the terms of this EULA. If You do not agree to the terms of this EULA, Sage Accpac is unwilling to license the Software to You. In
such event, You may not access, use or copy the Software, and You should promptly contact Sage Accpac for instructions on
returning the Software. WRITTEN ASSENT IS NOT A PREREQUISITE TO THE VALIDITY OR ENFORCEABILITY OF THIS EULA.
___________________________________________________________________________________________________________________________________
1. License.
a. License Grant.
(i) Retail Product. If You licensed a Retail Product, subject to the payment of all applicable license fees, and the terms
and conditions of this EULA, Sage Accpac hereby grants to You a limited, non-sublicensable, non-exclusive, non-transferable right to
install and run one copy of the specified version of the Software and the accompanying documentation, solely for Your individual use.
This EULA authorizes You to make one copy of the Retail Product solely for backup or archival purposes, provided that the copy You
make contains all of the proprietary notices set forth in or on the original version of the Software.
(ii) Demonstration Product. If You licensed a Demonstration Product, subject to the payment of all applicable license
fees, and the terms and conditions of this EULA, Sage Accpac hereby grants to You a limited, non-sublicensable, non-exclusive, non-
transferable and revocable right to install and run copies of the Demonstration Product and the accompanying documentation, solely
on computer(s) owned or controlled exclusively by You, for Your individual use and for demonstration, marketing, promotional, end
user support, training and/or development purposes, each to the extent permitted and/or required under the applicable Sage Accpac
Solution Provider, Certified Consultant, Development Partner, Professional Accountant Recommender, Online Referral Partner,
Hosting Partner, Recognized Training Center, Distribution Agreement or other applicable agreements between You and Sage Accpac
(collectively the Other Sage Accpac Agreement). Use of the Demonstration Product is limited to not more than the number of
concurrent users and/or seats as specified in the Other Sage Accpac Agreement, multi-user license, product packaging or
accompanying documentation. This EULA authorizes You to make one copy of the Demonstration Product solely for backup or
archival purposes, provided that the copy You make contains all of the proprietary notices set forth in or on the original version of the
Software. You may have additional rights as may be set forth in the applicable Other Sage Accpac Agreement.
(iii) Evaluation Products. If You licensed an Evaluation Product, subject to the terms and conditions of this EULA, Sage
Accpac hereby grants to You a limited, non-sublicensable, non-exclusive, non-transferable and revocable right to install and run one
copy of the Evaluation Product and the accompanying documentation, solely for Your individual use for evaluation purposes.
(iv) All Software. Upon receipt of the appropriate Software registration information, Sage Accpac will provide You an
alphanumeric key (the Activation Code or PAC Code) to enable You to use the Software pursuant to the terms of this EULA.
Documentation shall include, but not be limited to, any printed materials, online or electronic data provided by or obtained from Sage
Accpac with regard to this Software (Documentation). The Software and Documentation are licensed, not sold. Even though
copies of the Software may be provided on media of different formats, copies of the Software on different media formats do not
constitute multiple licenses to the Software. If the Software is licensed as a suite or bundle with more than one specified Software
product, this EULA applies to all such specified Software products, subject to any restrictions or usage terms specified on the
applicable product packaging or accompanying documentation that applies to any of such Software products individually.
b. Single-User. If this Software is licensed as a single user product, You may use only one copy of the Software, by not
more than one user at a time, on a total of one computer or workstation, or personal digital assistant, or pager, or smart phone, or
one such other electronic device for which the Software was designed (Client Device), unless otherwise set forth herein. The
component parts of the Software may not be used individually or jointly in full or in part on more than one Client Device, unless
otherwise set forth herein. The Software is in use on a computer when it is loaded into the temporary memory (i.e., random-access
memory or RAM) of that Client Device.
c. Multi-User. If the Software is licensed with multi-user or networked license terms, You may use the Software on one
server computer, or a greater number as specified in the applicable multi-user license, product packaging or accompanying
documentation, within a multi-user or networked environment for connecting, directly or indirectly, to not more than the maximum
number of Client Devices, concurrent users and/or seats, as specified in the applicable multi-user license, product packaging or
accompanying documentation. Use of software, hardware or services that bypass any Software license restrictions and/or reduce the
number of Client Devices, concurrent users and/or seats, as may be applicable, accessing or utilizing the Software (e.g.,
multiplexing, pooling, or third party add on software or hardware) expressly does not reduce the number of licenses required (i.e.,
the required number of licenses would equal the number of distinct inputs to the multiplexing or pooling software or hardware front
end). If the number of Client Devices, concurrent users and/or seats that can potentially connect to the Software exceeds or has the
potential to exceed the number of licenses You have obtained, then You must have a reasonable self-enforcing automatic
mechanism in place to ensure that Your use of the Software does not exceed the use limits specified for the license You have
obtained.
2. Term. Regardless of the location of the Software, You are responsible for strict compliance with any and all of the terms and
conditions of this EULA. This EULA will terminate automatically if You fail to comply with any of the limitations or other requirements
described herein, and such termination shall be in addition to and not in lieu of any criminal, civil or other remedies available to Sage
Accpac. When this EULA terminates, You must immediately cease using the Software and destroy all copies of the Software and the
Documentation. You may terminate this EULA at any point by destroying all copies of the Software and the Documentation.
a. Retail Product. If You licensed a Retail Product, this EULA is effective unless and until You or Sage Accpac terminates
the EULA earlier, in accordance with the terms set forth herein.
b. Demonstration Product. If You licensed a Demonstration Product, this EULA is effective unless and until You or Sage
Accpac terminates the EULA earlier, in accordance with the terms set forth herein or the terms set forth in Your Other Sage Accpac
Agreement or upon the earlier termination or expiration of Your Other Sage Accpac Agreement.
c. Evaluation Product. If You licensed an Evaluation Product, this EULA is effective for a period commencing on the earliest
date this Evaluation Software is downloaded, installed or first run and thereafter continuing for the period specified in the product
packaging or accompanying documentation, unless sooner terminated by You or Sage Accpac in accordance with the terms set forth
herein, but in no event shall such term exceed one hundred and eighty (180) days.
3. Updates. Sage Accpac may, at its sole discretion, make bug fixes, updates and/or service packs available. Sage Accpacs
maintenance service, if applicable and offered, is available for Retail Product at an additional cost to You, as Licensee, under a
separate written agreement. Sage Accpacs maintenance service is not available for Evaluation Product.
4. Ownership Rights.
a. Ownership of Software. The Software and Documentation are protected by United States patent, copyright laws and
other intellectual property laws, and international treaty provisions. Sage Accpac and its third party licensors, if any, retain all title to
and, except as expressly and unambiguously licensed herein, all rights and interest in (a) the Software, including, but not limited to, all
copies, versions, customizations, compilations and derivative works thereof (by whomever produced) and all related Documentation;
(b) the Sage Accpac trademarks, service marks, trade names, icons and logos; (c) any and all copyright rights, patent rights, trade
secret rights and other intellectual property and proprietary rights throughout the world in the foregoing; and (d) all Confidential
Information (as defined in Section 13 below). You acknowledge that Your possession, installation, or use of the Software does not
transfer to You any ownership, title, or registrable interest of any kind to the intellectual property in the Software, and that You will not
acquire any rights to the Software except as expressly set forth in this EULA. You agree that all backup, archival, or any other type of
copies of the Software and Documentation will contain the same proprietary notices that appear on and in the Software and
Documentation.
b. Submissions. Should You decide to submit any materials to Sage Accpac via electronic mail, through or to Sage Accpac
website(s), or otherwise, whether as feedback, data, questions, comments, ideas, concepts, techniques, suggestions or the like, You
agree that such submissions are unrestricted and shall be deemed non-confidential upon submission. You grant to Sage Accpac and
its assigns a non-exclusive, royalty-free, worldwide, perpetual, irrevocable license, with the right to sublicense, to use, copy, transmit,
distribute, create derivative works of, commercialize, display and perform such submissions.
5. Restrictions. You may not rent, lease, sublicense, loan, sell, distribute, market or commercialize any portion of the Software or
its components. You may only install and use the Software (a) on hardware which is under Your exclusive control and, in the case of
hardware performing any server functions, located at premises where You normally conduct day-to-day business operations; (b) on
server hardware located at premises under the exclusive or primary control of an authorized Sage Accpac Hosting Partner or its
agent; or (c) on a server not owned by You if You will be the only party with access to the Software on such server. You may not
permit any parent, affiliate, subsidiary or any other third parties to benefit from the use or functionality of the Software, either directly
or via a facility management, timesharing, service bureau or any other arrangement; provided, however, that You may use the
Software, as provided herein, to process the data of an affiliate or subsidiary of which You own more than fifty percent (50%);
provided, however, You may not exceed the number of datasets specified on the applicable product packaging or accompanying
documentation. You may not use the Software as part of a facility management, timesharing, or service bureau arrangement. You
may not transfer any or all of the rights granted to You under this EULA. To the maximum extent this restriction is permitted under
applicable law, You may not rename files of, modify, translate, localize, decompile, disassemble, decrypt, reverse engineer, attempt
to derive source code from, remove any proprietary notices from, or create derivative works based upon the Software, in whole or in
part. You may not duplicate or copy any portion of the Software or Documentation, unless otherwise set forth herein. You may not
remove any proprietary notices or labels on the Software, including, but not limited to, the Sage Accpac and product names wherever
they may appear. All rights not expressly set forth hereunder are reserved by Sage Accpac. Sage Accpac reserves the right to
periodically conduct audits upon advance written notice to verify compliance with the terms of this EULA.
6. Warranty and Disclaimer.
a. Limited Warranty. Sage Accpac warrants that for ninety (90) days from the date of original purchase the media on which
the Software is contained will be free from defects in materials and workmanship.
b. Customer Remedies. Sage Accpacs entire liability and Your exclusive remedy shall be replacement of the defective
media. To receive replacement of defective media, You must receive a return authorization number from Sage Accpac and return the
defective media to Sage Accpac at Your expense with a copy of Your receipt. This limited warranty is void if the defect has resulted
from accident, abuse, or misapplication. Any replacement media will be warranted for the remainder of the original warranty period.
This remedy is not available to the extent it is prohibited under United States export control laws and regulations.
c. Warranty Disclaimer. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, AND EXCEPT FOR THE
LIMITED WARRANTY SET FORTH HEREIN, THE SOFTWARE (AND ACCOMPANYING DOCUMENTATION) IS PROVIDED ON
AN AS IS BASIS WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED. WITHOUT LIMITING THE FOREGOING
PROVISIONS, YOU ASSUME SOLE RESPONSIBILITY FOR SELECTING THE SOFTWARE TO ACHIEVE YOUR INTENDED
RESULTS, AND SOLE RESPONSIBILITY FOR THE INSTALLATION OF, USE OF, AND RESULTS OBTAINED FROM THE
SOFTWARE. WITHOUT LIMITING THE FOREGOING PROVISIONS, SAGE ACCPAC MAKES NO WARRANTY THAT THE
SOFTWARE WILL BE ERROR-FREE, VIRUS FREE, OR FREE FROM INTERRUPTIONS OR OTHER FAILURES OR THAT THE
SOFTWARE WILL SATISFY YOUR SPECIFIC REQUIREMENTS. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE
LAW, SAGE ACCPAC DISCLAIMS ALL WARRANTIES AND CONDITIONS, EITHER EXPRESS, IMPLIED, OR STATUTORY,
INCLUDING BUT NOT LIMITED TO ANY (IF ANY) IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY, OF
FITNESS FOR A PARTICULAR PURPOSE, OF LACK OF VIRUSES, OF LACK OF ACCURACY OR COMPLETENESS OF
RESPONSES, OF RESULTS, AND LACK OF NEGLIGENCE OR LACK OF WORKMANLIKE EFFORT, ALL WITH REGARD TO
THE SOFTWARE AND ASSOCIATED DOCUMENTATION. THERE IS NO WARRANTY OR CONDITION OF TITLE, QUIET
ENJOYMENT, QUIET POSSESSION, CORRESPONDENCE TO DESCRIPTION, OR NON-INFRINGEMENT WITH REGARD TO
THE SOFTWARE. THE ENTIRE RISK OF THE QUALITY OF OR ARISING OUT OF USE OR PERFORMANCE OF THE
SOFTWARE, IF ANY, REMAINS SOLELY WITH YOU. SOME STATES AND JURISDICTIONS DO NOT ALLOW LIMITATIONS
ON IMPLIED WARRANTIES, SO THE ABOVE LIMITATION MAY NOT APPLY TO YOU. THE FOREGOING PROVISIONS
SHALL BE ENFORCEABLE TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.
d. Indemnification. You agree to defend, indemnify and hold harmless Sage Accpac and its directors, officers, employees,
affiliates, sublicensees, and agents from and against all claims, defense costs (including reasonable expert and attorneys fees),
judgments and other expenses arising out of or on account of any negligent act, omission, or willful misconduct by You or on Your
behalf in (i) the installation or use of the Software or (ii) your compliance or failure to comply with this EULA.
e. Data. YOU ACKNOWLEDGE THAT ANY DATA ENTRY, CONVERSION OR STORAGE IS SUBJECT TO THE
LIKELIHOOD OF HUMAN AND MACHINE ERRORS, MALICIOUS MANIPULATION, OMISSIONS, DELAYS, AND LOSSES,
INCLUDING, BUT NOT LIMITED TO, INADVERTENT LOSS OF DATA OR DAMAGE TO MEDIA THAT MAY RESULT IN LOSS
OR DAMAGE TO YOU AND/OR YOUR PROPERTY, AND/OR YOUR DETRIMENTAL RELIANCE ON MALICIOUSLY
MANIPULATED DATA. SAGE ACCPAC SHALL NOT BE LIABLE FOR ANY SUCH ERRORS, OMISSIONS, DELAYS, OR
LOSSES. YOU ARE RESPONSIBLE FOR ADOPTING REASONABLE MEASURES TO LIMIT THE IMPACT OF SUCH
PROBLEMS, INCLUDING BACKING UP DATA, ADOPTING PROCEDURES TO ENSURE THE ACCURACY OF INPUT DATA,
EXAMINING AND CONFIRMING RESULTS PRIOR TO USE, ADOPTING PROCEDURES TO IDENTIFY AND CORRECT
ERRORS AND OMISSIONS, REPLACING LOST OR DAMAGED MEDIA, AND RECONSTRUCTING DATA. YOU ARE ALSO
RESPONSIBLE FOR COMPLYING WITH ALL LOCAL, STATE, AND FEDERAL LAWS PERTAINING TO THE USE AND
DISCLOSURE OF ANY DATA. IF YOU LICENSED AN EVALUATION PRODUCT, YOU ACKNOWLEDGE AND UNDERSTAND (I)
THAT THE EVALUATION PRODUCT MAY BE USED FOR EVALUATION PURPOSES ONLY, (II) THAT THE EVALUATION
PRODUCT SHALL BE OPERABLE ONLY FOR A LIMITED TIME AND (III) THAT, UPON EXPIRATION OF THE EVALUATION
PERIOD, ANY DATA OR OTHER INFORMATION USED WITH, PROCESSED BY AND/OR STORED IN CONJUNCTION WITH
THE EVALUATION PRODUCT MAY BE IRRETRIEVABLE, UNRECOVERABLE AND/OR OTHERWISE UNUSABLE.
f. Authorized Sage Accpac Solution Providers and Certified Consultants. ANY AUTHORIZED SAGE ACCPAC
SOLUTION PROVIDER, CERTIFIED CONSULTANT, RESELLER, INSTALLER OR CONSULTANT IS NOT AFFILIATED WITH
SAGE ACCPAC IN ANY CAPACITY OTHER THAN AS A RESELLER, INSTALLER OR CONSULTANT OF SAGE ACCPACS
PRODUCTS AND HAS NO AUTHORITY TO BIND SAGE ACCPAC OR MODIFY ANY LICENSE OR WARRANTY. SAGE
ACCPAC MAKES NO REPRESENTATIONS, WARRANTY, ENDORSEMENT OR GUARANTEE WITH RESPECT TO THE
SKILLS OR QUALIFICATIONS OF ANY AUTHORIZED SAGE ACCPAC SOLUTION PROVIDER, CERTIFIED CONSULTANT,
RESELLER, INSTALLER OR CONSULTANT AND YOU ARE ENCOURAGED TO INDEPENDENTLY INVESTIGATE THE SKILLS
AND QUALIFICATIONS OF ANY AUTHORIZED SAGE ACCPAC SOLUTION PROVIDER, CERTIFIED CONSULTANT,
RESELLER, INSTALLER OR CONSULTANT WITH WHOM YOU ASSOCIATE.
7. Limitation of Liability. UNDER NO CIRCUMSTANCES AND UNDER NO LEGAL THEORY, WHETHER IN TORT,
CONTRACT, OR OTHERWISE, SHALL SAGE ACCPAC BE LIABLE TO YOU OR TO ANY OTHER PERSON OR ENTITY FOR
ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES OF ANY CHARACTER WHATSOEVER
(INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF PROFITS, LOSS OF GOODWILL, LOSS OF CONFIDENTIAL
OR OTHER INFORMATION, FOR BUSINESS INTERRUPTION, WORK STOPPAGE, COMPUTER FAILURE OR MALFUNCTION,
FOR PERSONAL INJURY, LOSS OF PRIVACY, FOR FAILURE TO MEET ANY DUTY INCLUDING A DUTY OF GOOD FAITH OR
OF REASONABLE CARE, FOR NEGLIGENCE (WHETHER ACTIVE OR PASSIVE), AND FOR ANY OTHER PECUNIARY OR
OTHER LOSS WHATSOEVER) ARISING OUT OF OR IN ANY WAY RELATED TO THE USE OR INABILITY TO USE THE
SOFTWARE, OR OTHERWISE UNDER OR IN CONNECTION WITH ANY PROVISION OF THIS EULA, EVEN IN THE EVENT OF
FAULT, TORT (INCLUDING NEGLIGENCE, AND GROSS NEGLIGENCE), STRICT LIABILITY, BREACH OF CONTRACT, OR
BREACH OF WARRANTY BY SAGE ACCPAC, AND EVEN IF SAGE ACCPAC HAS BEEN ADVISED OF THE POSSIBILITY OF
SUCH DAMAGES. IN NO EVENT WILL SAGE ACCPAC BE LIABLE FOR ANY DAMAGES IN EXCESS OF THE LIST PRICE
SAGE ACCPAC CHARGES FOR A LICENSE TO THE SOFTWARE. THIS LIMITATION OF LIABILITY SHALL NOT APPLY TO
LIABILITY FOR DEATH OR PERSONAL INJURY TO THE EXTENT THAT APPLICABLE LAW PROHIBITS SUCH LIMITATION.
FURTHERMORE, SOME STATES AND JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF INCIDENTAL
OR CONSEQUENTIAL DAMAGES, SO THIS LIMITATION AND EXCLUSION MAY NOT APPLY TO YOU. THE FOREGOING
PROVISIONS SHALL BE ENFORCEABLE TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW.
8. Entire Agreement. This EULA expressly supersedes and completely replaces any and all prior end user license agreements.
Sage Accpac shall not be bound by or liable to You for any pre-existing or contemporaneous written or oral representations or
warranties, made by anyone, with respect to the Software Product, including any authorized Solution Provider, Certified Consultant,
distributor or reseller or their respective agents, employees, or representatives, nor shall You be deemed a third party beneficiary of
any obligations of Sage Accpac to any such Solution Provider, Certified Consultant, distributor or reseller.
9. Severability. If any provision of this EULA is held to be unenforceable, the enforceability of the remaining provisions shall in no
way be affected or impaired thereby.
10. United States Government. The Software and accompanying Documentation are deemed to be commercial computer
software and commercial computer software documentation, respectively, pursuant to DFAR Section 227.7202 and FAR Section
12.212, as applicable. Any use, modification, reproduction, release, performance, display or disclosure of the Software and
accompanying Documentation by the United States Government shall be governed solely by the terms of this EULA and shall be
prohibited except to the extent expressly permitted by the terms of this EULA.
11. Export Controls. You acknowledge that the Software may be subject to export controls imposed by U.S. laws and regulations.
During the term of this EULA, You agree to comply with the U.S. Foreign Corrupt Practices Act and with all export laws and
restrictions and regulations of the United States Department of Commerce, U.S. Department of the Treasury or other United States or
foreign agency or authority, and not to knowingly export, re-export, download, or allow the export, re-export or downloading of the
Software or Documentation and any underlying information or technology in violation of any such restrictions, laws or regulations. By
accessing, installing, downloading or using the Software You are agreeing to the foregoing and You are certifying that You are not
located in, under the control of, or a national or resident of any country to which the export of the Software is prohibited.
EXPORT OF THE SOFTWARE MAY BE SUBJECT TO COMPLIANCE WITH THE RULES AND REGULATIONS PROMULGATED
FROM TIME TO TIME BY THE BUREAU OF INDUSTRY AND SECURITY, UNITED STATES DEPARTMENT OF COMMERCE,
WHICH RESTRICT THE EXPORT AND RE-EXPORT OF CERTAIN PRODUCTS AND TECHNICAL DATA. YOU ACKNOWLEDGE
AND AGREE THAT IF THE EXPORT OF THE SOFTWARE IS CONTROLLED UNDER SUCH RULES AND REGULATIONS, THEN
YOU SHALL NOT CAUSE THE SOFTWARE TO BE EXPORTED OR RE-EXPORTED, DIRECTLY OR INDIRECTLY, (A) WITHOUT
ALL EXPORT OR RE-EXPORT LICENSES AND UNITED STATES OR OTHER GOVERNMENTAL APPROVALS REQUIRED BY
ANY APPLICABLE LAWS, OR (B) IN VIOLATION OF ANY APPLICABLE PROHIBITION AGAINST THE EXPORT OR RE-EXPORT
OF ANY PART OF THE SOFTWARE. SOME COUNTRIES HAVE RESTRICTIONS ON THE USE OF ENCRYPTION WITHIN
THEIR BORDERS, OR THE IMPORT OR EXPORT OF ENCRYPTION EVEN IF FOR ONLY TEMPORARY PERSONAL OR
BUSINESS USE. YOU ACKNOWLEDGE THAT THE IMPLEMENTATION AND ENFORCEMENT OF THESE LAWS IS NOT
ALWAYS CONSISTENT AS TO SPECIFIC COUNTRIES. YOU ACKNOWLEDGE THAT IT IS YOUR ULTIMATE RESPONSIBILITY
TO COMPLY WITH ANY AND ALL GOVERNMENT EXPORT AND OTHER APPLICABLE LAWS AND THAT SAGE ACCPAC HAS
NO FURTHER RESPONSIBILITY AFTER THE INITIAL LICENSE TO YOU WITHIN THE ORIGINAL COUNTRY OF LICENSE.
12. High Risk Activities. The Software is not fault-tolerant and is not designed or intended for use in hazardous environments
requiring fail-safe performance, including without limitation, in the operation of nuclear facilities, aircraft navigation or communication
systems, air traffic control, weapons systems, direct life-support machines, or any other application in which the failure of the Software
could lead directly to death, personal injury, or severe physical or property damage (collectively, High Risk Activities). Sage Accpac
expressly disclaims any express or implied warranty of fitness for High Risk Activities.
13. Confidentiality. You agree that the Software, including, but not limited to, all source and object code components, screen shots
and displays, graphical user interfaces, algorithms, formulae, data structures, scripts, application programming interfaces and
protocols, and the Documentation (collectively the Confidential Information) are trade secrets of Sage Accpac and are owned by
Sage Accpac or, where applicable, its third-party licensors. You agree to retain all Confidential Information in strict confidence at
least with the same amount of diligence that You exercise in preserving the secrecy of Your most-valuable information, but in no
event less than reasonable diligence. You agree to: (i) only disclose Confidential Information to Your employees and agents to the
extent required to use the Software under the terms of this EULA and not to disclose or disseminate the Confidential Information to
any third party without the prior written consent of Sage Accpac, (ii) use the Confidential Information solely for Your benefit as
provided for herein and not to allow any third party to benefit from the Confidential Information, and (iii) bind Your employees and
agents, by terms no less restrictive than those set forth herein, to maintain the confidentiality of such Confidential Information, and not
use or disclose such information except as permitted under this EULA. Notwithstanding the disclosure of any Confidential Information
for any reason, such Confidential Information shall continue to be owned by Sage Accpac or its licensors. Nothing contained herein
shall be deemed to prevent You from disclosing or disseminating Your data, in any format or any report, to whomever You so choose.
Notwithstanding anything else to the contrary in this Section 13, and only with respect to Demonstration Product, You are permitted to
use the Demonstration Product to demonstrate and promote the functionality and benefits of the Product.
14. Miscellaneous. This EULA is exclusively governed by the laws of the United States and the State of California, without
reference to conflicts of law principles. In the event of a dispute or legal action between the parties, they agree to waive any
objections to personal jurisdiction, and agree to service of process and exclusive venue in the Federal District Court for Northern
California or the California Superior Court of Alameda County. The application of the United Nations Convention of Contracts for the
International Sale of Goods is expressly excluded. This EULA sets forth all of Your rights and is the entire agreement between the
parties. This EULA supersedes any other communications with respect to the Software and/or Documentation. This EULA may not
be modified except by a written addendum issued by a duly authorized representative of Sage Accpac. No provision hereof shall be
deemed waived unless such waiver shall be in writing and signed by a duly authorized representative of Sage Accpac. You hereby
acknowledge a breach of this EULA would cause irreparable harm and significant injury to Sage Accpac that may be difficult to
ascertain and that a remedy at law would be inadequate. You agree that Sage Accpac shall have the right to seek and obtain
immediate injunctive relief to enforce the obligations under this EULA in addition to any other rights and remedies it may have. If any
provision of this EULA is held invalid, the remainder of this EULA shall continue in full force and effect. The controlling language of
this EULA is English. If You have received a translation into another language, it has been provided for Your convenience only.
15. Sage Accpac Customer Contact. If You have any questions concerning these terms and conditions, or if You would like to
contact Sage Accpac for any other reason, please call (925) 461-2625, or write to us at: Sage Accpac International, Inc., 6700 Koll
Center Parkway, Third Floor, Pleasanton, California 94566, USA. You may also find us on the Web at http://www.accpac.com or
http://www.accpaconline.com.
Contents
Getting Started v
Index
Introducing
G/L
Chapter 1
Introducing General Ledger
This chapter introduces you to the General Ledger and Financial
Reporter and to the General Ledger documentation. It describes
important software features, discusses how General Ledger
integrates with other applications, and suggests how to use the
guides to learn about the system.
Use General Note that you can access your General Ledger data using the Sage
Ledger through a
Accpac desktop or through your Internet browser. All General
browser or from the
Sage Accpac Ledger data entry forms are designed to enable users at remote
desktop locations to enter transaction data using a browser.
To find out how to set up your system for use with an Internet
browser, see the System Manager Administrator Guide.
You can use General Ledger and Financial Reporter to set up and
maintain your general ledger accounts, and enter or transfer
transactions from various sources. You can track account and
transaction details on displays and printed reports.
Getting Started 11
Up to five budgets.
Introducing
General Ledger and Financial Reporter Features
G/L
satisfied that a batch will create the correct results in the
general ledger, you post the batch to your permanent
records.
Getting Started 13
Introducing
General Ledger and Financial Reporter Features
G/L
Produce Comprehensive Management Reports
General Ledger provides a full range of reports, journals, and lists,
including (but not limited to) the following:
If you use optional fields, it can print the report for accounts that
use specified optional fields and values.
Getting Started 15
Maintain Budgets
If you are using Sage Accpac 500 ERP, you can maintain up to five
sets of budget figures for each account, to project future needs and
compare projections. In addition, you can set up budgets by
transferring or adding amounts from the current or previous year for
any account.
Introducing
General Ledger and Financial Reporter Features
G/L
Sage Accpac Multicurrency Accounting
Sage Accpac multicurrency accounting allows you to:
Enter, post, and report transactions in all the currencies you use
in your business, transfer multicurrency transactions from other
Sage Accpac applications to General Ledger, and import them
from non-Sage Accpac applications.
Select the currency and type of rate, such as spot rate or floating
rate, for each transaction detail.
Getting Started 17
Accounts Accounts
Receivable Payable
Revenue Payment
and and Payroll Payroll
adjustment adjustment and
transactions transactions tax
transactions
GENERAL LEDGER
Validates G/L account numbers Order
Cost Entry
and
revenue
transactions
Receipt Receipt
and and
adjustment return
transactions transactions
Inventory Purchase
Control Orders
Introducing
Integrating with Other Applications
G/L
Integrating with Other Applications
General Ledger processes batches of financial transactions created
for it by other Sage Accpac applications, as follows:
Getting Started 19
Introducing
Where To Now?
G/L
Chapter 3, Setting Up General Ledger, guides you through setting
up General Ledger to meet the unique needs of your company and
transferring your current general ledger data to your new system.
Where To Now?
If General Ledger and Financial Reporter are already installed on
your system, we suggest you read Chapter 2, What You Need to
Know Before Setting Up General Ledger, before you begin using
General Ledger and Financial Reporter with your own data. (If they
are not yet installed, see the System Manager Administrator Guide.)
When you are ready to create your own G/L and Financial Reporter
system, follow the instructions in Chapter 3.
Converting from If you are converting your data from ACCPAC Plus General Ledger
ACCPAC Plus for
and Financial Reporter for DOS to Sage Accpac, follow the
DOS?
instructions in the Converting from ACCPAC Plus guide, available
with the System Manager.
Chapter 2
What You Need to Know
Before Using
Before Setting Up General Ledger
InstalltheSystemManagerandConfigureCommonServices....................... 21
DesigningtheChartofAccounts ................................................. 22
FollowTheseStepstoDesignYourChartofAccounts .......................... 22
TipsforNumberingAccounts ............................................ 24
DefiningtheAccounts .......................................................... 25
Segments .................................................................. 26
SegmentCodes ......................................................... 28
ClosingYearEndIncomeandExpensesbySegment ....................... 29
AccountStructures ........................................................ 210
AccountGroups ........................................................... 213
HandlingOpeningandClosingPeriodicInventory ....................... 213
OptionalGeneralLedgerSetupInformation ..................................... 214
SourceCodes ............................................................. 214
SourceJournals ............................................................ 215
RevaluingMulticurrencyAccounts .......................................... 216
G/LSecurity .............................................................. 218
AccountPermissions ................................................... 218
DefaultAccessSecurityOption.......................................... 219
SettingUserAccountPermissions ....................................... 220
OptionalFields ............................................................ 222
GeneralLedgerAccountData .................................................. 223
AddingtheGeneralLedgerAccounts ........................................... 225
DetailandConsolidatedPosting ............................................ 227
AssigningOptionalFieldstoAccounts ...................................... 228
Allocation ................................................................ 230
ExampleofAllocationbyAccountBalance ............................... 231
Getting Started 2i
Chapter 2
What You Need to Know
Before Using
Before Setting Up General Ledger
IfyouareresponsibleforsettingupSageAccpacGeneralLedger,
youshouldreadthischapter.
TheSystemManagerAdministratorGuideprovidesdetailed
instructionsforinstallingtheSystemManager,installingother
applications,creatingdatabases,definingtheAdministrativeand
CommonServicesforyourcompany,andactivatingGeneralLedger.
Chapter3,SettingUpGeneralLedger,inthisguide,summarizes
installing,creatingthedatabase,choosingoptions,andactivating
GeneralLedger,aswellasprovidingdetailedinstructionsforsetting
uptheGeneralLedger.
Getting Started 21
Eachaccountinthechartofaccountsrecordsinformationfora
particulartypeoftransaction.Forexample,youmighthaveanoffice
suppliesexpenseaccountinwhichyourecordthepurchaseofoffice
supplies,apettycashaccountinwhichyourecordtheexpenditure
andreceiptofpettycash,andsoon.Together,alltheaccounts
relatedtoacompanymakeupthechartofaccounts.
GeneralLedgerprovidestwosetsofsampledata:
SAMINCisasinglecurrencycompany.
SAMLTDincludesmulticurrencyaccounts.
Keepinmindthatitismucheasiertorearrangeaccountsbefore
enteringthemintothesystemthantochangethemafterward.
2. Designanaccountnumberingschemethatsuitsyourfinancial
reportingneeds.
Before Using
accountnumberofmorethan24characters,theentryscrollsas
youtype.
YoumustmodifythestandardGeneralLedgerreportstodisplay
accountnumberslongerthan24characters.
Allaccountnumbersmustcontainatleastonesegment,called
theaccountsegment.Theaccountsegmentisthenucleusofthe
accountnumber.Theaccountsegmentshouldidentifythe
accountasanasset,liability,income,orexpenseaccount.
Forexample,accountswithaccountsegmentsinthe1000to1999
rangecouldbeassetaccounts,2000to2999couldbeliability
accounts,andsoforth.
Sectionsthatfollowinthischapterexplainsegmentsindetail.
GeneralLedgerusesaccountgroupstocreatestandardfinancial
statements.AccountgroupsincludeCurrentAssets,Current
Liabilities,ShareholdersEquity,Revenue,CostofSales,Cost
andExpenses,andsoforth.
Youcancreateanunlimitednumberofaccountgroupsforyour
business,orusethoseincludedwiththeinstallation.
Youshoulduseaccountgroupsunlessyouhaveagoodreason
nottousethem.(Ifyoudonotassignaccountstoaccount
groups,youcannotusethebalancesheetsorincomestatements
providedwithGeneralLedger.)
Getting Started 23
4. Arrangeandnumbertheaccountsinthestandardaccountgroup
order.
5. Decideifyouwanttokeepquantityinformation,suchas
numberofitemssold,incertaingeneralledgeraccounts.Ifso,
decidewhichaccountswillstorequantities.
6. Ifyoudobusinessinmorethanonecurrency,decidewhich
accountsshouldreceivetransactionsincurrenciesotherthan
yourowncurrency.
7. Ifyouallocateaccountbalancesperiodically,decidewhich
accountsshouldbeallocableandwhichaccountsshouldreceive
theallocations.
Beforeyoucompleteyouraccountnumberingscheme,considerthe
followingsuggestions:
Usenumbers(ratherthanlettersorcombinationsoflettersand
numbers)forallsegments.Itiseasiertodefinerangesof
accountsforGeneralLedgerandFinancialReporterifall
segmentsarenumbers.Numbersalsomaketheorderinwhich
accountsappearmorepredictable.
Ifyouraccountnumbershavemorethanonesegment,makethe
accountsegmentthefirstsegmentintheaccountstructure.(The
accountsegmentisthecorepartoftheaccountnumberthat
identifiesthetypeofaccount,suchasassetorliability.)The
systemwillsortandselectaccountsfordisplayandprinting
mostefficientlyandpredictablywhentheaccountsegmentisthe
firstsegment.
Defineaccountnumberssoyoucanaddaccountsinthefuture.
Leaveunusedblocksofnumbersbetweensegmentssoyoucan
addnewaccountsintheirnormalnumberrange.Forexample,
assignnumberssuchas1100,1200,and1300toconsecutive
accountsegments,ratherthan1001,1002,and1003.
Orderaccountsaccordingtohowyouwantthemtoappearon
reports.
Before Using
Assignconsecutivenumberstoaccountingsubdivisionsyou
normallywanttoprintasagroup.Forexample,youcanassign
100,200,and300tothethreedepartmentsinyoureastern
offices,and600,700,and800tothethreedepartmentsinyour
westernoffices.Youcanthendefinerangesforprintingthatwill
includejusttheeasternorwesterndepartments.
Ifthesegmentsthatrepresentdifferententitiesaredifferent
lengths,youcaneasilytellwhichpartoftheaccountrepresents
whichentity.Inthesamplechartofaccounts,forexample,the
segmentrepresentingdivisionsisthreedigitsandthesegment
representingregionsistwodigits.Youknowataglancethat
account400010010issalesfordivision100,region10.
1. Definethesegmentsrequiredbyyourcompany.
2. Provideacode(anumberorsomeothercombinationof
characters)foreachsegmentexcepttheaccountsegment.For
example,ifyoudefineaonedigitsegmentthatrepresentsyour3
departments,youthensetupacodeof1forDepartment1,a
codeof2forDepartment2,andacodeof3forDepartment3.
Thesystemusesthesegmentcodestovalidateaccountnumbers
whenyouentertransactions.
3. Finally,yousetuponeormoremultisegmentaccountformats
calledaccountstructures.
Anaccountstructureidentifieswhichsegmentsareincludedin
anaccountnumberandtheorderinwhichthesegmentsappear
whentheaccountnumberisprintedindisplaysandonreports.
Getting Started 25
Youassignanaccountstructuretoeachaccountasyousetup
theaccount.
Thefollowingsectionsprovidemoredetailedinformationabout
segmentsandtheaccountstructuresyouusetovalidateand
organizeaccounts.
Segments
Anaccountnumbercanconsistofupto10partscalledsegments.
Youmustdefinethesegmentsandthecodesforeachsegment(except
theaccountsegment)beforeyoucanaddtheaccountstoyour
ledger.
Notethatthemaximumnumberofsegmentsvariesdependingon
whicheditionofSageAccpacyouuse.
Amultisegmentaccountnumberprovidesflexibilityandcontrolin
severalways:
Youcanclosemultisegmentincomeandexpenseaccountsto
multipleretainedearningsaccountsbyselectingcertain
segmentstouseinclosing.
Singlesegmentincomeandexpenseaccountsclosetoasingle,
companywideretainedearningsaccount.
Thesystemvalidatesaccountnumbersasyouaddtothechartof
accounts.
Youcanarrangesegmentsindifferentwaysfordifferent
reportingneeds.
Eachsegmentcodecanbeupto15characters.Thenumberof
charactersinallthesegments(asdefinedbythataccountsstructure)
inanaccountnumbercanbeuptoatotalof45,includingdelimiter
characters.(Delimitersarethecharactersthatseparatethesegments.)
Unlessyoumodifythem,reportsonlyprint24charactersforaccount
numbers.
Before Using
typeoftransactionyounormallyposttotheaccount.
Youselectthedelimitercharacterwhenyoudefinethesegmentsof
theaccountnumber.Thedelimiterisdisplayedwhenaccount
numbersappearonformsandonreports.
Thenextexampleshowsfouraccountswiththreesegments.
Getting Started 27
Intheexample,thesecondsegmentrepresentsadepartmentwithin
thecompanyandthethirdsegmentrepresentsadivisionwithinthe
company.
Theaccountsegmentidentifiestheaccountasasalesaccount,used
topostthesalesforthedepartmentswithinthedivisionsshown.
Asegmentmayalsorepresentcostcenters,productlines,orpartners
inalegalfirm.Youruseofsegmentsdependsontherequirementsof
yourcompany.
Segment Codes
Afteryousetupeachsegmentinyouraccountnumberingscheme
withanameandalength,foreachsegment,youenterthecodesthat
identifytheaccountingentitiesitrepresents.Forexample,youmight
enter10,20,30,and40asthecodesforthesegmentthatrepresents
thefourregionsinyourcompany.
Foreachsegmentcodeyouenter,youcanoptionallyspecifya
correspondingdescriptionandaretainedearningsaccount.Closing
entriesforincomeandexpenseaccountswiththissegmentcodecan
bepostedtothisretainedearningsaccountwhenyoucreateanew
fiscalyear.
Whenyoucreateanewfiscalyear,GeneralLedgerautomatically
Before Using
createstransactionsthattransfertheincomeandexpenseaccount
balancestoretainedearnings.
Department Segment
Inthisexample,whenyoucreateanewfiscalyear,retailsales
accountsfordepartments12,13,14,and15generateentriesto4
differentretainedearningsaccountsbecauseyouassignedseparate
closingaccountsbysegmentcode.
Ifyouraccountnumbershaveonlyonesegment(theaccount
segment),creatingthenewyeartransfersthecompanysincomeand
expenseaccountbalancestothedefaultclosingaccount.
Getting Started 29
Account Structures
Anaccountstructuredefinesthelengthandshapeofanaccount
numberbydefiningthenumberofsegments,theorderinwhichthe
segmentsarestored,andtheorderinwhichthesegmentsappear
whenanaccountisprintedordisplayed.
Theaccountnumberlimitof45charactersappliestothecharacters
inthesegmentsdefinedbytheaccountsstructure,plusthe
delimiters.
Formanycompanies,asingleaccountstructureissufficient.Ifyou
wanttomergechartsofaccounts,however,theaccountstructure
featureletsyouaddorimportaccountsinanyformat,aslongasyou
firstidentifytheformattoGeneralLedgerbycreatinganaccount
structure(plussegmentsandsegmentcodes)forit.
Youcandefineanunlimitednumberofaccountstructuresin
GeneralLedgerifyouusetheG/L500ERPedition.Ifyouuse
ERP200,youcandefineupto3accountstructures;ifyouuse
ERP100,youcandefineupto2accountstructures.
Whenyouaddanewaccount,youassignitanaccountstructure.
Eachaccounthasonlyoneaccountstructure;youcanassignan
accountstructuretoanunlimitednumberofaccounts.Youspecifya
defaultaccountstructuretoappearautomaticallyasyoucreate
accounts.
Thefirstexampleisacompanywhoseaccountnumbershavean
accountsegmentandasegmentthatrepresentsdepartments.
Thecompanyhasdefinedtwoaccountstructures:allcompanywide
accountsusethefirstaccountstructureandalldepartmentalized
accountsusethesecond.
Account structure
for company-wide
accounts
Before Using
Account structure
for departmental
accounts
Thenextexampleisacompanythatusesdifferentaccountstructures
foritstwodivisions,salesandmanufacturing.Thecompanydefines
itssegmentsasshown:
Segments
Thesalesdivisionhasthefollowingaccountnumberstructure:
Account Structure
for divisional
accounts
Theaccountsinthemanufacturingdivisionhavethefollowing
structure:
Manufacturing
6250 - 25 - 2 - 7
Division
Cost
Center
Account Product
Segment Line
Accounts for each Eachdivisionusesdifferentsegmentsinitsaccountnumberandhas
division have
adifferentnumberofsegments.Salesaccountshavetheaccount
different account
structures structureSALESandManufacturingaccountshavetheaccount
structureMANUF.
Single-segment Youmaychoosetousesinglesegmentaccountnumbers,especially
ifyourcompanyhasfairlysimpleaccountingneeds.
Ifyouuseonlyonesegment,theaccountnumberconsistsonlyofthe
accountsegment.Keepinmindthatwithsinglesegmentaccount
numbers,youcannotusetheaccountstructure,segmentcode,and
multipleclosingaccountsfeaturesofthesystemandyouwillnotbe
abletoprintfinancialstatements(orotherreports)bysegment.
Account Groups
TheFinancialReporterusesaccountgroupstocreatestandard
Before Using
financialstatementsforyourgeneralledger.Ifyoudonotselectthe
optiontoassignaccountstoaccountgroups,youcannotusethe
balancesheetsorincomestatementsshippedwithGeneralLedger.
Youwillhavetocreateyourownstatements.
Youshoulduseaccountgroupsunlessyouhaveagoodreasonnotto
usethem.
Ifyouselecttheoptiontouseaccountgroups,youmustassigneach
accountyouaddtoanaccountgroup.
01 CurrentAssets 09 CostofSales
02 FixedAssets 10 OpeningInventory
03 OtherAssets 11 Purchases
04 Accumulated 12 ClosingInventory
Depreciation
05 CurrentLiabilities 13 CostandExpenses
06 LongTermLiabilities 14 OtherIncomeandExpenses
07 ShareholdersEquity 15 ProvisionforIncomeTaxes
08 Revenue 16 Other
zzzzzzzzzzzz Unclassified
YoucanchangethedefaultaccountgroupsthatshipwithG/Lor
createanunlimitednumberofaccountgroupsforyourbusiness.
TheOpeningInventoryandClosingInventoryaccountgroupsare
includedintheaccountgroupclassificationstoaccommodatea
periodicinventorysystem,whereyouupdaterecordsafterphysical
inventorycounts.
Ifyouuseaperpetualinventorysystem,youhaveasingleInventory
accountinGeneralLedgerassignedtotheCurrentAssetsaccount
group.
Addsourcecodesinadditiontotheonesprovided.
Createsourcejournals.
Addautomaticmulticurrencyrevaluationinformation.
Assignpermissionstousersthatprovideaccessonlytocertain
accounts.
Setuprecurringentries.
Setupoptionalfieldsforbothaccountsandtransactiondetails.
Ifyouplantousethemulticurrencyfeatures,youshouldsetthem
upbeforeyouaddaccounts.Youcanaddsourcecodesandsource
journalsatanytime.
Source Codes
AsourcecodeisassociatedwitheachGeneralLedgertransaction
detaillinetoidentifythetransactionorigin(ledgerorsubledger)and
transactiontype.Youcanprintcustomizablereports,calledsource
journals,thatallowyoutoselectandgrouptransactionsbysource
code(andothercharacteristics).
Before Using
Receivable)andatransactiontypecode.Forexample,subledger
sourcecodesmightincludeAPCK(AccountsPayableCheckRun)
andARCA(AccountsReceivableCashReceipt).
Whenyouentersetupinformationforautomaticallocationandfor
revaluationofaccounts,youassignsourcecodestothetransactions
createdbyrunningthefunctions.YoucanassignanyexistingGL
sourcecodetoallocations,andassignanyexistingsourcecodeto
revaluations.
Source Journals
GeneralLedgerletsyoudefineanunlimitednumberofreports,
calledsourcejournals,thatyoucanusetomeetavarietyof
transactionreportingrequirements.Youdonothavetodefinesource
journals.
Youconstructthesourcejournalsbyenteringalistofsourcecodes
(discussedintheprevioussection)tobeincludedineachsource
journal.
Youcanselecttransactionswithinthepredefinedsourcejournalsby
accountnumber,segment,accountgroup,fiscalperiod,reference,
date,batchnumber,andpostingsequencenumber.Ina
multicurrencysystem,youcanalsoselectandreportsourcejournal
transactionsbytheirsourcecurrency.
Otherexamplesofsourcejournalsyoucanprintinclude:
Alldetailsthathavethesamesourcecode,suchasallcreditcard
payments,allcreditmemos,andallchecks.
Alldetailsenteredonaparticularday(specifyingallsource
codesforasingledate).
Alldetailsenteredinaparticularbatch.
Alldetailsthatcontainacommonreference.
Alldetailspostedtoadivision,department,oranyaccounting
entityassociatedwithasegment.
Thebalanceinamulticurrencyaccountisthesumofthefunctional
equivalentbalances.
Ascurrencyratesfluctuate,youmayneedtorevaluemulticurrency
accountbalancesatcurrentrates,particularlyatperiodandyearend
orbeforeprintingfinancialstatementsandreports.Forexample,you
Before Using
mayperiodicallyrevalueabankaccountkeptinaforeigncurrency.
(Youwouldnotusuallyrevaluenonmonetaryaccountssuchas
buildingorlandassetaccounts.)Youwouldalsolikelyrevalueyour
receivablesandpayablescontrolaccounts.IfyouuseSageAccpac
AccountsReceivableandAccountsPayable,youshouldrevaluethe
controlaccountsinthesubledgerapplications,ratherthaninGeneral
Ledger.
Yousetuprevaluationcodestohelpautomateaccountrevaluation.
Whenyousetupeachrevaluationcode,youspecify:
Asourcecodetoassociatewiththetransactionsresultingfrom
revaluation.
TheUnrealizedExchangeGainandUnrealizedExchangeLoss
accountstowhichthesystempostsgainsorlossesdueto
changesinexchangerates.
Whenyousetupamulticurrencyaccount,youcanassigntoita
revaluationcodeforeachcurrencyyouwishtorevalue.
Youcanuseonerevaluationcodeforalltheaccountsandcurrencies
yourevalue,oryoucandefineseveralrevaluationcodestorevalue
accountsandcurrenciesinanycombinationthatisusefultoyou.
Therevaluationcodingschemesyoumightchooseallowyouto:
Groupaccountsandcurrenciesbytypeofaccount,using
revaluationcodessuchasBANKorCASH.Youcouldthen
revaluebankaccountsseparatelyfromcashaccounts.
Trackexchangegainsandlossesbycurrency.Forexample,you
candefinearevaluationcodeforItalianlire,sothatwhenyou
revaluetransactionsmadeinlire,theexchangerategainsor
lossespostautomaticallytothesameUnrealizedExchangeGain
orLossaccount.
G/L Security
G/LSecurityisaseparatelyinstalledandlicensedfeatureofthe
GeneralLedgerprogramthatletsyoulimittheaccountsthat
individualuserscanhaveaccessto.
Account Permissions
Byassigningpermissions,youcancontrolwhichaccountsSage
Accpacuserscanviewandworkwithtominimizetheriskof
unauthorizedactivity.
Youcanblockoffentireaccountsegmentsoronlythemostsensitive
accounts(forexample,Payroll,RetainedEarnings,Sales,Common
Stock,andPreferredStock).Formaximumsecurity,youcanblock
yourentirechartofaccountstoallSageAccpacusersexceptuser
ADMIN.
Individualaccountaccessneeds.
Departmental,divisional,orbusinessunitaccountaccessneeds,
rank,reportingstructure,geographiclocation,andsoon.
Forexample,youcansetupidenticalaccessrightsforallSage
Accpacuserswithinadepartment,division,orbusinessunitthat
restrictaccesstoaccountsoutsidethatgroup.
G/L Security
version must Note: TheversionofG/LSecuritymustmatchtheversionof
match G/L version GeneralLedgerthatyouareusing.Forexample,ifyouareusing
GeneralLedger5.4A,yourequireG/LSecurity5.4A.
Before Using
How Access Restrictions Affect Sage Accpac Users
AccountaccessrestrictionsaffectSageAccpacusersasfollows:
Ifusersenterrestrictedaccountnumbersintofields,theywillseean
errormessagestatingthatthespecifiedaccountdoesnotexistinthe
GeneralLedger.
TheDefaultAccesssecuritysettinginG/LOptionsdetermines
whether,bydefault,usershaveaccesstogeneralledgeraccounts.
AllSageAccpacuserswillhaveaccesstoallG/Laccountsunlessyou
addtheirUserIDtotheG/LAccountPermissionsformandspecify
rangesofaccountnumbersand/orrangesofaccountsegmentcodes
towhichyouwanttorestrictaccess.
NoSageAccpacusersexcepttheADMINusercanvieworpost
accountdatatoG/Laccountsorsaveaccountdatainsubledger
applicationsunlessyouaddtheirUserIDtotheG/LAccountPermissions
formandgrantthemindividualaccessrightstorangesoraccountsand
accountsegments.
IfyouchoseNoAccounts,youwillnotseeanyaccountnumbersin
theFinderorintheChartofAccountswindow.
OnceyouinstallG/LSecurity,youmustusetheG/LAccount
Permissionsformtodefineaccountaccesspermissionsforindividual
SageAccpacusers.
Note: DependingontheDefaultAccesssetting,youwill
needtousetheAccountPermissionsformmainlytogrant
accesstoaccounts,ortorestrictit.
Inthefollowingexample,R.Browncannotusetworangesof
accountnumbers:between6120and6400,andbetween6720and
6760.
Before Using
TheSegmenttabcanbeusedtofurtherrestricttheusersaccessto
theaccountsofasingledepartmentordivision.
Thisallowsyoutodefineavailableaccountswithinarestricted
rangeasinthefollowingexample:
Mixed account Ifyouuseamixofaccountstructuresinyourchartofaccounts,you
structures
needtoconsiderhowtheprogramhandlesaccountsthatdonot
containallthesegmentsyouuseinyoursystem.
Ifanaccountnumberdoesnotincludeaparticularsegment,say
division,theprogramconsidersthissegmentblank.Unlessyou
specificallyrestrictblankvaluesforthedivisionsegment,the
segmentwillbeallowed.
Forinstance,forthesamplecompany,SAMLTD,account1000
containsonlytheaccountsegment.Ifyoudonotrestrictblank
divisionandregionsegmentsandtheaccountsegment1000is
allowed,account1000willbevisible.
Toallowaccountsthatincludedivision100butrestrictthosethat
donotcontainthedivisionsegmentyouwouldsetaccount
permissionsasfollows:
IfthedefaultaccessinG/LOptionsisAllAccounts:
Alldivisionsegmentswithablankvaluearerestricted.
IfthedefaultaccessinG/LOptionsisNoAccounts:
Notethattheorderofpermissionsforthedivisionsegmentisimportant.
Optional Fields
TransactionAnalysisandOptionalFieldCreatorisaproductthat
youpurchaseandactivateseparatelyforusewithGeneralLedger
andotherSageAccpacprograms.
Customize Youcanalsouseoptionaltransactionfieldstocustomizethe
information
informationthatispostedwithGeneralLedgertransactiondetails.
Before Using
IftheoptionaltransactionfieldsyousetupforGeneralLedger
matchthoseusedinotherSageAccpacapplications,GeneralLedger
retainstheoptionaltransactionfieldswhenyousendbatchesto
GeneralLedgerfromtheotherSageAccpacapplication.
Notethatoptionaltransactionfieldsaremaintainedatthedetail
level.Ifyouconsolidatetransactions,theoptionaltransaction
informationisremoved.
Onceyouhavesetupoptionalfieldsforyoursystem,youcan
definetheoptionalfieldsyouwillusetocustomizeyourchartof
accountsandtostoreadditionalinformationwithgeneralledger
transactiondetails.ThenyouassigntheGeneralLedgeroptional
fieldstoparticularaccounts.
OptionalfieldsaredisplayedinFinders.
Forinformationaboutassigningoptionalfieldstoyouraccounts,see
AssigningOptionalFieldstoAccounts,laterinthischapter.
ForstepbystepinstructionsondefiningoptionalfieldsforGeneral
Ledger,seeStep9:SetUpOptionalFieldsinChapter3ofthis
guide.
numberingandtheaccountnumberformat,seeDefiningthe
Accounts,earlierinthischapter.
GeneralLedgerstoresthefollowinginformationforeachaccount:
Accounts Basicinformationthatdescribesanddefinestheaccount,suchas
thenumber,description,accountgroup,normalbalancetype
(debitorcredit),andaccountstructure.
Youenterthisinformationwhenyoucreatetheaccount.
Amounts Netchangesforeachfiscalperiod.
Youcanstorethefollowingnetchangesforeachaccount:
Actualamountsthatreflectthenetmonetarytransactionsof
thecompany.
Aquantitycorrespondingtoeachmonetaryamount
(optional).
Uptofivesetsofbudgets(SageAccpac500ERP).
Provisionally(temporarily)postedamounts.
Sourcecurrencyamountsthatreflectthenettransactionsineach
currencythatpoststotheaccount(multicurrencyaccountsonly).
Functionalequivalentcurrencyamountsthatreflectthenet
transactionsinthefunctionalcurrencyforeachsourcecurrency
(multicurrencyaccountsonly).
Period net
changes and Note: GeneralLedgerstoresopeningbalancesandnetchanges.
balances Onreportsandformsthatshowperiodbalances,General
Ledgercalculatestheperiodbalancesfromopeningbalances
andnetchanges.
Thefollowingdiagramillustratesthepiecesofinformation
associatedwithasinglecurrencySageAccpac500ERPaccount.
Before Using
Chart of Accounts
Acct 1200-1
Acct 1000-1
Basic Account
Acct 1000-2
Information
(name, number, group, etc.)
Acct 1100-1
Acct 1300-1
Transaction
Acct 1300-2 Information
Afteryouaddtheaccounts,youcanaddhistoricalandcurrentyear
todateamountsaswellasbudgets.
Rememberthatyoumustturnonsomeoptionsearlyduringthe
processofsettingupyourdatatomakethemavailablewhenyouset
upaccounts.Forexample,theabilitytoassignaccountstoaccount
groups,tomaintainamulticurrencyledger,tomaintainquantities,
andtoassignpermissionstoaccountsareavailableonlyafteryou
turnontheseoptions.Indicatingwhichsegmenttouseinclosingis
availableonlyifyouselectedoneormoresegmentstouseinclosing
whenyousetupsegments.
Forinformationonplanningyourchartofaccountsanddefiningthe
segmentsandaccountstructures,seeDesigningtheChartof
Accounts,andDefiningtheAccounts,earlierinthischapter.
ForinformationonusingtheSetupWizard,seetheSystem
ManagerQuickStartGuide.
Youcanenterthemdirectlyintothesystem,usingtheAccounts
form.
Youcanimportthemfromanotherapplication,suchasa
spreadsheet.
InformationaboutcreatingfilestoimportintoGeneralLedgeris
containedinAppendixB,ImportingandExporting,inthe
GeneralLedgerUserGuide.
Youcanautomaticallycreateanewsetofaccountsthathavethe
samecharacteristicsasanexistingsetofaccounts.
Selectthenormalbalancetypefortheaccount(debitorcredit).
Indicatewhethertheaccountisactive(thatis,whetheryoucan
posttoit).
Choosewhethertoposttotheaccountindetailform(posting
eachdetailseparately)orconsolidatedform(combiningthe
debitsandcreditsfortheaccountintoasingleentryforthe
postingrun,fiscalperiod,andsourcecode).
Selecttheaccountsaccountstructure,ifotherthanthedefault
accountstructure.
Indicatewhetheritisacontrolaccountforasubledger.
Accountsmarkedascontrolaccountscanbepostedtoonlyby
thesubledger.
Before Using
Assigntheaccounttoanaccountgroup,ifyouhaveselectedthe
optiontouseaccountgroups.
Choosetomaintainquantitiesforaccountsforwhichyouwant
tokeepquantitydata,ifyouhaveselectedtheoptiontomaintain
quantitiesforthecompany.
Forincomestatementaccounts,indicatethesegmenttousein
closingifyouwanttocloseincomeandexpensestomultiple
retainedearningsaccounts.
Enteraccountallocationinformationforanyaccountswhose
balancesyouintendtoallocatetootheraccounts.
Entermulticurrencyinformationforaccountsyouusefor
multicurrencytransactions.
IfyouuseOptionalFields:
Enteranyoptionalaccountfieldsforinformationthatyou
wanttokeepwiththeaccount.
Enteranyoptionaltransactionfieldsthatyouwishtouse
withtransactionsthatyouposttotheaccount.
Whenyousetupanaccount,youcanselectanoptionto
consolidatetransactionsastheyarepostedtotheaccount.
Youcanconsolidatedetailsforselectedaccountsafterthe
transactionshavebeenposted.
Thissectiondiscussesconsolidationduringposting.Thesection,
ConsolidatePostedTransactions,inChapter2oftheUserGuide
discussesconsolidatingaftertransactionshavebeenposted.
Consolidating Whenyoupostinconsolidatedform,postingcombinesallthe
during posting
detailsinthetransactionsdestinedfortheaccountintoasingleentry
foreachfiscalperiodandsourcecode.Thedateassignedtoeach
consolidatedentryistheendingdateofthefiscalperiodtowhich
thedetailswereposted.
Notethatwhenyouconsolidatetransactions,youlosetheabilityto
drilldowntooriginatingtransactionsinsourceledgers.Youalso
loseanyoptionalfieldspostedwiththetransactions.
Consolidated Postingsfortheaccountappearonlyinconsolidatedforminthe
accounts
SourceJournalsandG/LTransactionsListing.
Regardlessofthepostingformspecifiedforanaccount,allthe
detailspostedtoitarelistedinthePostingJournal.
Note,however,thatifyouconsolidatetransactionsinGeneral
Ledger,youlosetheabilitytodrilldowntosourcetransactionsin
AccountsReceivableandAccountsPayable.
Thepostingoptionyouselectforanaccountdependsonsuch
considerationsasthenumberofdetailsusuallypostedtothe
account,thetypeofinformationyouneedtohaveavailableforthe
account,andtheamountoffreediskspaceyouhave(consolidated
postingsconsumelessspace).
Youcanincludeoptionalaccountfieldswhenyouprintyourchartof
accounts.Youcanalsousethemasselectioncriteriawhenprintinga
varietyofotherreportsinGeneralLedger.
YouusetheOptionalFieldstabontheAccountsformtoassignthese
optionalaccountfieldstospecificaccounts.
Optional
Before Using
Youcanalsoassignoptionalfieldstostorecustominformationwith
transaction fields
transactionsthatyouposttotheaccount.Youassignoptional
transactionfieldstoanaccountusingtheTransactionOptional
FieldstabontheAccountsform.Theseoptionaltransactionfields
thenappearinjournalentrydetailsthatusetheaccount,whether
youcreatetheentriesmanuallyintheJournalEntryformorgenerate
themautomaticallyusingoneoftheautomaticbatchcreationforms.
Youcanalwayseditordeletetheoptionalfieldsusedinadetail
beforeyoupostatransaction.
Youcanaccepttheinsertedoptionalfieldsandtheirdefaultvalues,
oryoucanadd,edit,ordeletethem,providingtheoptionalfieldsare
definedinGeneralLedger.Notethatifanoptionalfieldrequires
validation,youcanenteronlyvaluesthataredefinedforthe
optionalfieldinCommonServices.
AnoptionalfieldcanbesetasRequiredwithoutalsorequiringthe
usertoenteradefaultvalue.Inthiscase,youmustalsosettheAuto
InsetoptiontoYes.
Note: Beforeyoucanassignoptionalfieldstoanaccount,
youmustsetupsystemwideoptionalfieldsinCommon
Services,thendefinetheoptionalfieldsyouwanttousefor
accountsandtransactionsinGeneralLedger.Youdefine
GeneralLedgeroptionalfieldsusingtheG/LOptionalFields
form,asdescribedearlierinthischapter.
Forstepbystepinstructionsonassigningoptionalaccountfields
andoptionaltransactionfieldstospecificaccounts,seeEntering
Accounts,inChapter3ofthisguide.
Allocation
YoucanhaveGeneralLedgerautomaticallyallocateselectedaccount
balancestootheraccounts.
Tosetupanallocableaccount,youspecifytheaccountsthatreceive
theallocationsandthepercentageoftheallocableaccountbalanceto
allocatetoeachreceivingaccount.Youcanallocateamountstoany
numberofaccounts,butthesumoftheallocationpercentagesmust
be100percent.
Youalsospecifyoneofthefollowingmethodsbywhichtoallocate
anaccountbalance:
Eachtimeyouruntheautomaticallocation,GeneralLedgercreates
journalentriesthat:
Distributetheallocatedamounttotheaccountstowhichthe
balanceisallocated.
Reducethebalanceoftheallocatedaccountbytheamount
allocated(100percentofthebalance).
Whenreallocatingaccountbalancesbyquantity,GeneralLedger:
Distributesthenetquantityfortherangeofperiodsyouspecify
fromthesourceaccounttotargetaccounts(specifiedonthe
AllocationtaboftheG/LAccountsformforthesourceaccount).
Distributesthebalanceinthefinalperiodyouspecifyaccording
tothepercentagerepresentedbyeachdistributedquantity.(So,
iffourunitswereevenlydistributedtofouraccounts,the
programwouldalsodistribute25%ofthesourcebalancetoeach
targetG/Laccount.)
SupposethecompanysCorporateAccounting&LegalFeesaccount
Before Using
(55501)containsamountsthatmustbeallocatedtotheAccounting
&LegalFeesaccountsofseveraldifferentdepartmentswithinthe
company.
Thesecostsareallocatedtoeachdepartmentaccordingtoa
percentagethatreflectsitssize.Department10isthelargest;
departments20and30arethesamesize.
Thefollowingchartreflectsthesetupoftheallocation:
Account Allocation
Percent
5550-10-1 Accounting & Legal Fees Dept. 10 40%
5550-20-1 Accounting & Legal Fees Dept. 20 30%
5550-30-1 Accounting & Legal Fees Dept. 30 30%
IftheaccountbalanceoftheCorporateAccounting&LegalFees
account(55501)is1000.00,GeneralLedgerwillcreateanallocation
batchcontainingthefollowingtransactions:
Reallocationbyquantitieswilloftenredistributeaccountbalances
differentlythanreallocationbyaccountbalances,andthese
differenceswillbegreaterwhenyouaredistributingsmallquantities
overalargenumberofaccounts.
Thefollowingexampleillustratesthedrawbacksofreallocationby
smallquantities,butitalsoshowsclearlyhowtheprogram
calculatesthereallocationquantitiesandamounts.
Forthisexample,assume:
Quantity=3(nodecimalplaces)
Accountbalance=$100.
Distributionis25%toeachoffouraccounts.
Ifyoureallocatebyaccountbalance,theprogramwilldistribute$25
toeachaccount(andnoquantities).
Ifyoureallocatebyquantity,theprogramwilldistributeoneunitto
eachofthreeaccounts,and,basedonthequantitydistribution,will
transfer$33.33totwoaccounts,$33.34tooneaccount,and$0.00to
oneaccount.
Theprogramperformsarunningtotalmethodofproration(whereit
continuallycheckshowmuchofthetotalallocationithasmadeto
date).
Thisishowtheactualdistributionwilllook(assuminganinitial
creditbalanceinthesourceaccount).
2 nd
Distribution Account 33.34 1
4 Distribution Account
th
33.33 1
Hereshowtheaccountreallocationworks:
1. GeneralLedgerfirstdeterminesthenetchangeinquantitiesfor
therangeofperiodsbeingconsideredfortheallocation.
2. GeneralLedgercalculatesthequantitiesforeachdistribution
beforecalculatingtheamounts:
a. Bytheendofdistribution1,theprogramshouldhave
allocated25%oftheunits.25%isofaunit,whichis
roundedupto1.
Before Using
b. Bytheendofdistribution2,theprogramshouldhave
allocated50%oftheunits.
50%of3unitsis1units,andtheprogramhasalready
allocated1unit,soitcanallocateofaunit(whichis
roundedupto1).
c. Bytheendofdistribution3,theprogramshouldhave
allocated75%oftheunits.
75%of3unitsis2units,buttheprogramhasalready
allocated2units,soitcanonlyallocateofaunit(whichis
roundeddownto0).
d. Finally,bytheendofdistribution4,theprogramshould
haveallocated100%oftheunits.
100%of3unitsis3units,andtheprogramhasalready
allocated2units,soitcanallocate1unittothelast
distribution.
3. Oncethequantitieshavebeenallocated,theprogramdoesthe
samethingtocalculatetheamountsbasedonthequantity:
a. Bytheendofdistribution1,theprogramshouldhave
allocated1/3oftheaccountbalance.1/3ofthebalanceis
$33.33.
b. Bytheendofdistribution2,theprogramshouldhave
allocated2/3oftheaccountbalance.
2/3oftheaccountbalanceis$66.67,buttheprogramhas
alreadyallocated$33.33,sotheprogramallocates$33.34.
c. Distribution3hasnounitsallocated,sothedistribution
amountisalso$0.00.
d. Finally,bytheendofdistribution4,theprogramshould
haveallocatedallofthebalance.
Sincetheprogramhasallocated$66.67,theremaining
amountforallocationis$33.33.
Allaccountsassociatedwithreallocationsbasedonquantity
mustmaintainquantities.
Allaccountsassociatedwiththesamequantityreallocation
transactionmustusethesameunitofmeasure.
Reallocationsbasedonquantityusethenetchangeinquantity
fortherangeofperiodsyouspecify.
Periodrangesforreallocationsbasedonquantitycannotspan
fiscalyears.
Multicurrency Accounts
Multicurrencyaccountsaretheaccountstowhichyouwanttopost
transactionsinmorethanonecurrency.
GeneralLedgerkeepscurrent,historical,and(optional)budgetdata
forallaccounts.Formulticurrencyaccounts,thesystemkeepstwo
additionalsetsofamountsforeachcurrencyusedbytheaccount:the
sourcecurrencyamountsthathavebeenpostedtotheaccountand
theequivalentsoftheseamountsinthefunctionalcurrency.Ifthe
euroisyourfunctionalcurrency,andyouspecifiedareporting
currency,thesystemkeepsaseparatesetforthereportingcurrency
equivalent.
Eachmulticurrencyaccountcontainsthefollowing:
Source Currency.Aseparatesetofperiodtotalsiskeptforeach
currencythatispostedtoamulticurrencyaccount,includingthe
functionalcurrencyifitisassignedtotheaccount.
Functional Equivalent.Theperiodtotalsforeachsource
currencythatpoststoamulticurrencyaccountareconvertedto
thefunctionalcurrencyandstoredasfunctionalequivalent
Before Using
amounts.Thesumofallthefunctionalequivalentamountsis
equaltothecorrespondingperiodtotalsinthefunctional
currencyaccount.
Revalue GeneralLedgersautomaticrevaluationfunctionallowsyouto
multicurrency
revaluemulticurrencyaccountsatcurrentexchangerates.Assigning
accounts
automatically revaluationinformationtomulticurrencyaccountsisdiscussedin
thesectionearlierinthischapter,RevaluingMulticurrency
Accounts.
Formulticurrencyaccounts,youmustindicatewhetheralloronly
specifiedcurrenciescanbepostedtotheaccount.Whenyoupost
multicurrencytransactionsandrevaluemulticurrencyaccounts,you
mustprovideexchangeratesforGeneralLedgertouse.
Posting in Youhavetheoptiontoenterandposttransactionstoa
specified
multicurrencyaccountinspecifiedcurrenciesonly.
currencies
Currencies in Ifthetransactionsyouenter,import,andreceivefromsubledgers
imported,
arealwaysinthefunctionalcurrency,youdonothavetoselectthe
subledger
transactions multicurrencyoptionforanaccount.
Considerthefollowingpointswhenyoumakedecisionsabout
multicurrencyaccounting:
AmulticurrencyGeneralLedgercanreceive,import,orretrieve
transactionbatchesfrommulticurrencyorsinglecurrency
subledgers.
AsinglecurrencyGeneralLedgercanreceivetransaction
batchesfromlocalmulticurrencysubledgersandcanretrieve
multicurrencybatchesfromanACCPACPlusforDOS
subledger.
AsinglecurrencyGeneralLedgercannotimportmulticurrency
batchesfromremoteSageAccpacsubledgers.
AsinglecurrencyGeneralLedgercannotimportmulticurrency
batchesfromnonSageAccpacapplications.Ifyouwanttobring
transactionsofthistypeintoGeneralLedger,youmusteditthe
importfiletoremovethemulticurrencyfieldsbeforeyoucan
importthetransactions.
Before Using
accountsbasedonthecharacteristicsofanexistingsetofaccounts.
Forexample,youcancreateasetofaccountsforanewdepartment
usingtheaccountsforanexistingdepartmentasamodel.
YouusetheCreateAccountsiconfromtheG/LAccountsfolderto
generatenewaccountsautomaticallyby:
Arangeofaccounts.
Arangeofaccountgroups.
Aspecificsegmentcode.
Example ThefollowingexampleillustrateshowyoucanusetheG/LCreate
Accountformtogeneratenewaccounts.Theexampleusesaccounts
fromSampleCompanyLtd.,oneofthesamplecompaniesthatcome
withSageAccpac.
SampleCompanyhasdecidedthattheRevenuesectionoftheChart
ofAccountsneedssomeexpansionbecausetheexistingaccountsno
longermeetthedemandsofincreasedsales.Theiraccountantwants
tocreatenewsalesaccounts,toensurethateachregionis
represented.
Theexistingchartofaccountslookslikethis:
12/09/2002 11:07:00A Sample Company Limited Page 1
Chart Of Accounts - Short Form (GLCHTA01)
of accounts. 4010-100-20
4010-100-30
Sales, accessories
Sales, accessories
Active
Active
I,CR,F
I,CR,F
Detail
Detail
REGION
REGION
Yes
Yes
EACH
EACH
4010-100-40 Sales, accessories Active I,CR,F Detail REGION Yes EACH
4010-200-10 Sales, accessories Active I,CR,F Detail REGION Yes EACH
4010-200-20 Sales, accessories Active I,CR,F Detail REGION Yes EACH
4010-200-30 Sales, accessories Active I,CR,F Detail REGION Yes EACH
4010-200-40 Sales, accessories Active I,CR,F Detail REGION Yes EACH
4020 Sales, chairs Active I,CR,F Detail ACC Yes EACH
4030 Sales, desks Active I,CR,F Detail ACC Yes EACH
WithaccountsusingtheACCaccountstructureasthemodel,the
accountantcreatesfournewaccountsthatusetheREGIONaccount
structure,fillingouttherangeof4000accounts.
Thefollowingscreenshowsthechoicesusedtogeneratethenew
accounts:
The program
inserts new
accounts with the
required structure
in the specified
range.
Theresultingchartofaccountslookslikethis:
12/09/2002 12:19:14P Sample Company Limited Page 1
Chart Of Accounts - Short Form (GLCHTA01)
Recurring Entries
Recurring Entries
GeneralLedgerletsyousetupandschedulerecurringjournal
Before Using
entriesforrecurringtransactionsthatvarylittlefromperiodto
period,suchasperiodicdepreciationchargesorloanrepayments.
Create Later,youusetheCreateRecurringEntriesBatch,inthePeriodic
transactions
Processingfolder,tocreateabatchofrecurringtransactions.
periodically
YoucanalsoscheduleremindersforSageAccpacuserswhoare
responsibleforprocessingtheserecurringentries.Whenarecurring
entrycomesdue,SageAccpacremindstheseuserstocreatejournal
entriesfortherecurringentries.(Forinformationaboutscheduling
reminders,refertotheSystemManagerUserGuide.)
Fordetailsonaccountinformationthatcanbeimportedand
exported,andforinformationontheimportandexportfileformats,
seeAppendixB,ImportingandExporting,intheUserGuide.
Fiscal Sets
Fiscal Sets
GeneralLedgerstoresthetotalsofalltransactionamountsforeach
accountinrecordscalledfiscalsets.GeneralLedgerautomatically
addsthefiscalsetsyourequirewhenyouposttransactionsto
generalledgeraccounts,createnewfiscalyears,setupbudgets,and
otherwisecreateaccountdataforcurrent,previous,andfutureyears.
Afiscalsetcontainsthefollowingdata:
Theopeningbalancefortheyear,anadjustmentamount,anda
closingentry.
Thenetchangesforperiods1through14fortheyear.
Thenetchangesresultingfromadjustmentsforthefiscalyear
end.
Thenetchangesresultingfromtransferringincomeandexpense
accountbalancestoretainedearnings(closingentries).
13periods.Inaddition,eachfiscalsethasanadjustmentperiodand
aclosingperiod.
Multicurrency Multicurrencyaccountshaveadditionalfiscalsetsthathold
fiscal sets
amountspostedtotheaccountineachsourcecurrencyused
withtheaccount.Designatinganaccountasamulticurrencyaccount
causesthesystemtocreatesourcecurrencyandfunctionalcurrency
equivalentfiscalsetsfortheaccountasrequired.Refertothesection
earlierinthischapter,MulticurrencyAccounts,whichdiscusses
multicurrencyfiscalsetsindetail.
Euro-based? Ifyouselectedtheeuroasyourfunctionalcurrencyandspecifieda
reportingcurrency,GeneralLedgermaintainsafiscalsetforstoring
thereportingcurrencyequivalentofeachperiodtoletyoudisplay
balancesandnetchangesinthereportingcurrency.
Fiscal Sets
Before Using
fiscalset,becauseeachfiscalsetstoresonlyonesetofnumbersfor
onefiscalyearandanaccountcanhavedifferenttypesoffiscalsets.
A AnActualfiscalsetstoresoneyear(12or13periodsplusa14th
periodforadjusting,anda15thperiodforclosingrecords)of
actualmonetarydataforonegeneralledgeraccount.
Q AQuantityfiscalsetstoresquantityinformationrelatedtothe
actualamounts.Ifyouusequantities,eachactualfiscalsetis
pairedwithaquantityfiscalset.
1 BudgetFiscalSet1storesplanninginformation.Dependingon
theSageAccpaceditionyoucanstoreuptofiveseparate
budgetsinsets1through5.Youmightwanttousebudgetset1
tostoreyouroriginalbudgets.
2 BudgetFiscalSet2.Youmightwanttousethisbudgetsettostore
yourrevisedbudgets.
3 BudgetFiscalSet3.Youmightwanttousethisbudgetsettostore
forecasts.
4 BudgetFiscalSet4.Youmightwanttostorebudgetedquantity
informationfortheaccount.
5 BudgetFiscalSet5.
P TheProvisionalfiscalsettemporarilystoresamountsfrom
provisionalbatchpostings.
Fiscalsetscontaininganaccountshistoryfortwoyears.
Quantitiesfortheaccount.
Twosetsofbudgetamountsfortheaccount.
Fiscal Sets
Twoyearsofhistoricalamountsplusthecurrentyearsamounts
makeupthreeactualfiscalsets.Twoyearsofhistoricalquantities
plusthecurrentyearsquantitiesmakeupthreequantityfiscalsets.
Thetwobudgetsmakeuptwobudgetfiscalsets.Youhaveatotalof
eightfiscalsetsfortheaccount.
ActualfiscalsetinformationappearsonGeneralLedgerreportssuch
astheIncomeStatementandtheBalanceSheet.Whenyouposta
batchoftransactions,thesystemupdatestheactualfiscalsets.
Then,tomaintainquantitydataforindividualaccounts,youselect
theoptiontomaintainquantitiesforeachapplicableaccount.
Youenterquantityinformationasyouentermonetaryamountsin
transactionbatches.Eachtimeyoumakeajournalentryforan
accountforwhichquantitiesaremaintained,GeneralLedger
promptsyouforadebitorcreditamountandaquantity.Whenyou
postthebatch,GeneralLedgerupdatestheactualandthequantity
fiscalsets.
postbatchesprovisionally,GeneralLedgeraddsthetransaction
amountstotheprovisionalfiscalsetinsteadoftotheactualfiscalset,
andkeepsthebatchesavailableforfurthereditingandposting.
Before Using
Whenyoupostthebatchpermanently,GeneralLedgerremovesthe
effectsofprovisionalposting.Youcanprintfinancialstatementsthat
includeprovisionalamounts,andchecktheresultsbeforeposting
thetransactionspermanentlytoledgeraccounts.Youcanpost
batchesprovisionallyonlyifyouselecttheoptiontoallow
provisionalposting.
Chapter3,SettingUpGeneralLedger,inthisguideprovidesstep
bystepinstructionsforestablishinghistoricaldata,opening
balances,andcurrentyeardatabypostingjournalentries.
Budgets Ifyouwanttoprintstatementscomparingactualandbudget
amounts,youmustalsoaddbudgetamountsforyouraccounts.
BudgetsarediscussedintheBudgetssection,laterinthischapter.
Thehistorical(andcurrent)monetaryandquantityamountsstored
foreachaccountinGeneralLedgerinclude:
Theopeningbalance.
Thenetchangesforeachofthefiscalperiodsinthefiscalset.
Yearendadjustmentsandclosingtransactions.
Ifyouusethismethod,youcanprintaPostingJournalofthe
transactionsandkeepitaspartofyouraudittrail.
Before Using
Posting Current-Year Data
You must post to Theonlywaytoaddcurrentyearfiscalperioddataistoenterand
the current year
posttransactions.
Youcandecidehowmuchdetailyouwantinyourledger.Themore
detailyouwant,themoredetailyoumustpost.
Forexample,youcan:
Enterallthecurrentyeartransactions,oneatatime,periodby
period.
Thisprovidesacompleteaudittrailforcurrentyear
transactions.
Enterthenetchangesforeachoftheearlierperiodsinthe
currentyearandallthetransactionsforthecurrentperiod.
Thiscreatesbalancesforpreviousperiodsinthecurrentyear
andprovidesfulldetailforcurrentperiodtransactions.Youcan
printfinancialstatementsforallthecurrentyearperiodstodate,
anddetailedaudittrailreportsforthecurrentperiod.
Enteronlythenetchanges(netincreaseordecrease)foreach
accountineachperiodtodate,includingthecurrentperiod.
Thisproducesbalancesforeachaccountineachperiodofthe
currentyear,allowingyoutoprintfinancialstatements.
However,itdoesnotprovidetransactiondetail(suchasdate,
reference,anddescription)fortheaudittrailreports.
Budgets
yearis2010,thefiscalyearhas12periodscorrespondingtothe
calendarmonths,andyouwanttokeeponeyearofhistory.
Forsimplicity,thisdiagramassumesyouareenteringhistoricaldata
forasingleaccount:
Budgets
TheSageAccpac500ERPeditionletsyoumaintainuptofive
budgetsforeachaccount.Allothereditionsprovideonebudgetfor
eachaccount.Youcanimportbudgetamountstosetuporupdate
theamounts,andyoucanexporttheamountstononSageAccpac
applicationssuchasspreadsheetsanddatabases.GeneralLedger
Budgets
comeswithaspreadsheetmacrothatletsyouupdatebudget
amountsusingExcel.
Before Using
Ifyouenterbudgetdata,youcanprintfinancialstatementsthat
compareactualandbudgetamounts.
Multicurrency Ifyouhaveamulticurrencyledger,youcanstorebudgetsforsource
budget fiscal sets
currenciesandtheirfunctionalequivalents.
Forexample,youcoulddecidetousethreebudgetsetsforthe
followingpurposes:
Budgetfiscalset1Originalbudget
Budgetfiscalset2Revisedbudget
Budgetfiscalset3Forecast
Usethesamebudgetsetupforallaccountstocreatereportsthat
comparetheactualamountstoyouroriginalbudgetinbudgetfiscal
set1andyourrevisedbudgetinbudgetfiscalset2.
Youcanlockorunlockabudgetfiscalsetatanytimetoprevent
usersfromchangingbudgetdata.Forexample,youmaywantto
lockthefiscalsetthatcontainsyouroriginalbudget.
Youcanusethisfeaturetoexportactualorbudgetaccountdatatoa
spreadsheet,manipulateit,thenimportitasbudgetdata.
SeeAppendixB,ImportingandExporting,intheUserGuide.
Themethodsforsettingupbudgetamountsineachperiod,
describedindetailinChapter3,SettingUpGeneralLedger,allow
youto:
Enteroraddafixedamountintoeachperiod.
Enteranamounttodistributeovertheperiods.
Enterapercentincreaseoverabaseamount.
Enteranamountincreaseoverabaseamount.
Copytheamountsfromthefiscalsetyouareusingasabase,
increasethembyapercent,orincreasethembyanamount.
Useaweightingfactor.
Youcanreviewthefollowingaccountinformationusingtheseforms:
Before Using
accountinformationincludingaccountnumber,description,status,
type,andthebalancefortheselectedperiod.
TheChartofAccountsformprovidesbuttonsforentryintotheother
accountmaintenanceandinquiryforms:
TheOpenbuttonopenstheG/LAccountsform.
TheTransactionsbuttonopenstheTransactionHistoryform.
TheComparisonbuttonopenstheFiscalSetComparisonform.
TheBudgetbuttonopenstheBudgetMaintenanceform.
TheHistorybuttonopenstheAccountHistoryInquiryform.
TheCurrencybuttonopenstheSourceCurrencyInquiryform.
Drilldown Youcanviewtransactionsfromanyyearforwhichyoumaintain
fiscalsets.YoucanalsodrilldownfromTransactionHistorytoview
thesourcetransactionsuchasanAccountsReceivableinvoiceor
receipt.
Inmulticurrencyledgers,theprogramdisplayssourcecurrency
code,ratetype,ratedate,andpostingrateandamount.
Inmulticurrencyledgers,youcanchooseeitherthesourceor
functionalequivalentamountsforaspecifiedcurrency.Iftheeurois
yourfunctionalcurrency,youhaveanadditionalcurrencyoption:
Where To Now?
reportingcurrency.Choosethisoptiontoseeamountsinthe
currencyyoudesignatedasreportingcurrency.
Where To Now?
OnceyouunderstandhowGeneralLedgermanagesyouraccounts
andtheirassociateddata,youshouldgoontoChapter3inthis
guide,SettingUpGeneralLedger,whichprovidesstepbystep
instructionsforgettingyourledgerupandrunning.
Chapter 3
Setting Up General Ledger
Using General Ledger with an Internet Browser ................................... 31
Summary of General Ledger Setup Steps ......................................... 32
General Ledger Setup Flowchart ............................................. 34
Setting Up G/L
While You Work ............................................................... 36
Prepare General Ledger Data .................................................... 36
Step 1: Configure System Manager .............................................. 37
Step 2. Activate General Ledger ................................................. 38
Access to General Ledger ................................................... 310
Step 3: Set Up General Ledger Options .......................................... 310
Step 4: Set Up Segment Codes .................................................. 321
Step 5: Set Up Account Structures .............................................. 323
Step 6: Set Up Source Codes ................................................... 325
Step 7: Set Up Account Groups ................................................. 327
Step 8: Set Up Source Journal Profiles ........................................... 328
Step 9: Set Up Revaluation Codes .............................................. 329
Back Up the Data .......................................................... 331
Step 10: Set Up Optional Fields ................................................. 332
Deleting Optional Fields ................................................... 335
Step 11: Add Accounts ........................................................ 336
Importing Accounts ....................................................... 338
Entering Accounts Individually ............................................. 339
Step 12: Add General Ledger Opening Balances and Period Data .................. 353
Entering Historical Data .................................................... 354
Posting Historical Year Period Changes to G/L Accounts .................. 354
Check Data Integrity and Back Up the Data .............................. 356
Entering Current-Year Opening Balances .................................... 356
Converting to a Euro-based General Ledger .............................. 357
Getting Started 31
Chapter 3
Setting Up General Ledger
This chapter contains instructions for defining and creating a general
ledger system suited to your business. It also describes how to
transfer your existing general ledger records to Sage Accpac General
Setting Up G/L
Ledger and Financial Reporter after you have set up the system.
The Quick Start You can use the Setup Wizard to set up General Ledger
Guide summarizes
particularly your chart of accounts very quickly. The Quick Start
General Ledger
setup Guide that comes with System Manager was written especially for
use with the Setup Wizard, but you may find its summary of
General Ledger setup useful even if you are setting up your ledger
manually.
Setup Wizard If you use the Setup Wizard, print the Follow-up Checklist and use it
Follow-up Checklist
to complete the setup process. (To print the checklist, on the Sage
Accpac program group on the Windows Start menu, click Online
Documentation, Setup Wizard, then Setup Wizard Follow-up
Checklist. Or, from the Help menu in the Sage Accpac desktop,
choose Online Documentation, then choose General Ledger, then
choose Setup Wizard Follow-up Checklist.)
This guide contains more detail than the Quick Start Guide on setting
up General Ledger. The purpose of this chapter is to get you up and
running quickly. For a complete understanding of the options you
encounter in this chapter as you set up the system, read Chapter 2 of
this guide.
Getting Started 31
If you are using General Ledger through a browser, you navigate the
program a little differently than you would from the Sage Accpac
desktop. Because the differences are minimal, they are noted once,
here, rather than throughout this guide.
The following illustration depicts the browser after you have signed
on to your company database.
The left-hand panel
provides buttons that let
you open the program
you wish to use.
Setting Up G/L
Use the Setup Wizard to select options and create your
chart of accounts, and then use the Follow-Up Checklist
to complete the rest of the setup.
3. Use the G/L Setup Options form to enter basic posting, account,
and segment information.
Before you can enter accounts, you must indicate the name and
length of each segment and which segment is the account
segment on the Segments tab of G/L Options. Even if you use
only one segment, you must specify it as the account segment on
the Segments tab.
6. Set up source codes. You perform this step only if you want to
organize transactions by source codes other than the several
codes General Ledger automatically provides.
Getting Started 33
10. Add optional fields for accounts and for transaction details
(optional).
14. Set up recurring entries for regular transactions that vary little
(for example, depreciation or prepaid insurance).
Setting Up G/L
Getting Started 35
Review What You When you need background or overview information before making
Need to Know...
a choice, consult Chapter 2 in this guide for information about how
the General Ledger options work together.
Skip steps that do not apply to the way you will use General Ledger.
Make frequent Throughout this chapter you will see reminders to make backups of
backups
your Sage Accpac data. Do not ignore the suggestion.
As a rule, you should back up your data each time you have entered
information you would not want to have to enter a second time.
Account number.
Trial balance for each period end of the current year (optional, if
you are setting up a General Ledger and Financial Reporter
system partway through a fiscal year).
Setting Up G/L
Samples of the financial statements you use.
Monthly trial balances from previous years for which you want
to enter historical data (optional).
A list of the source currencies and current exchange rates (if you
use a multicurrency General Ledger).
16. Start Sage Accpac and select the company you created.
Getting Started 37
Enter the fiscal 4. When you first select a newly created company, Common
year starting date
Services Activation prompts you for the starting date of your
fiscal year. Enter the starting date of the current fiscal year. Sage
Accpac will create this fiscal year in the fiscal calendar.
Fiscal period start 6. Review the fiscal period start and end dates in the Fiscal
and end dates
Calendar form. Edit the dates if the displayed dates are not
correct.
Exchange rates 7. Set up currencies and currency rate tables using the Currency
forms, if you are setting up a multicurrency ledger.
If you intend to
Setting Up G/L
When you activate General Ledger, the system prompts for the
enter data for
starting date of your oldest fiscal year and for the current fiscal
historical years...
year.
Enter the oldest 2. For the oldest fiscal year starting date, enter the starting date of
fiscal year for
the first fiscal year for which you want to enter a full year of
which you want to
enter data history.
If you plan to add data from historical years so you can print
comparative financial statements, you should use the same fiscal
year starting date in Sage Accpac that you used in your old
general ledger.
3. For the current fiscal year, enter your current fiscal year. General
Ledger will create the historical fiscal years you need to enter
your historical data.
For example, if you enter January 1, 2008 as the oldest fiscal year
starting date and 2010 as the current fiscal year, General Ledger
will create the following fiscal years:
Fiscal year 2007, since you need to enter the ending balances
of the year 2007 to establish the opening balances of 2008,
the first year of historical data.
Fiscal years 2008, 2009, and 2010 so you can enter historical
data for 2008 and 2009 and begin the current year.
Getting Started 39
General Ledger will create the previous year, so you can enter its
ending balances, and the current year.
Company tab The Company tab of the Options form displays the company
name, address, contact name, and telephone and fax numbers:
Setting Up G/L
Company-wide To change the company name and address, or to change the
information
contact name, telephone number, and fax number at the
company level, use the Company Profile form in Common
Services.
You can change the contact person, the telephone number, and
the fax number for General Ledger on this form.
Account tab The Account tab of the Options form lets you define company-
wide account information.
The default rate type determines the currency exchange rate that
appears as a default for transactions entered in a currency other
than the functional currency. When you enter or edit
transactions, you can specify a different rate type or a unique
rate for each detail entry. Rate types are defined in the Rate
Setting Up G/L
Types form in Common Services.
If you do not use the Account Groups option, you will not be
able to use the balance sheets or income statements that come
with General Ledger with your own data. You will have to
create your own financial statement specifications.
Posting tab 4. Select posting options and review posting statistics. The options
you choose can be changed at any time.
Lock Budget Sets. You can create up to five budgets for each
account in Sage Accpac 500 ERP. (In other editions of
Sage Accpac, you can create one budget for each account.) The
Lock Budget Sets option controls which of the five budgets you
can create, change, or delete. You cannot change a locked budget
set.
You can lock and unlock budget sets at any time. For example,
you can create an original budget in Budget Set 1, and then
lock it to protect your benchmark. You can create a revised
Setting Up G/L
budget by copying the original budget amounts to Budget Set 2.
You can lock and unlock Budget Set 2 as required to make
changes.
You can turn on the option as required for setup and end-of-year
adjustments and then turn it off to protect the integrity of
closed years.
If you use the option, General Ledger will not post a batch for
which you have not printed a batch listing.
Whether or not you use the option, you can print listings for all
your unposted batches.
Use the Finder to select a source type for the default source code.
You can change your choice for this option at any time.
Setting Up G/L
batch posting audit trail reports. Provisionally posted
batches are not included in this count.
Oldest Year Of Fiscal Sets. The oldest year for which Actual
and Quantity summary account data exist. Fiscal sets from
the Oldest Year forward are available for reporting and
posting.
Keep __ Years of Fiscal Sets. You specify how many past years
of financial, quantity, and budget summary information you
want to keep.
You use the Period End Maintenance form to delete fiscal sets
older than the number of years you specify for keeping fiscal
sets. For example, if the current fiscal year is 2010, and the
number of years to keep fiscal sets is 2, the system keeps
amounts and quantities for 2008 and 2009. Amounts and
quantities for 2007 and all previous years are deleted.
detail. For example, if the current fiscal year is 2010, and the
years to keep transaction detail is 1, the system keeps posted
transactions for 2009 and transactions for 2008 and all previous
years are deleted.
Setting Up G/L
details. The number of years of account summary information
saved is determined by the number of years of fiscal sets to keep.
Segments tab 5. Define segments and specify which segments (if any) can be
used to close income and expense accounts at year end.
You also use the Segments tab to specify the default account
structure, to identify one of the segments as the account
segment, and to select the delimiter character.
Segment You define your segments during setup. You can make changes
definitions
in the segment definitions as described below.
Segment Name. Type a name for each segment. The name can
be the accounting entity represented by the segment, such as
Department, Division, or Account segment.
- / \ * .
Setting Up G/L
Default Structure Code. You can define the account structure
code to use by default for each new General Ledger account you
add in the Accounts form. (If you have not added account
structures, you can wait to define the default structure in the
Account Structure form.) You can select a different account
structure when you add an account.
6. Review the tabs in the G/L Options form to make sure your
choices and entries are correct. When you finish, click the Save
button.
7. Click Print on the File menu on this form, or choose the G/L
Options icon in the Reports folder to print a report of your
choices, to verify that they are correct and complete.
You can enter a description for each valid code and assign a closing
account to any of the segments that you indicated can be used in
closing on the Segments tab of the Options form.
Segment Name. Select the segment for which you want to enter
valid segment codes.
17. Review the segment codes and closing accounts to be sure your
entries are correct, then click the Save button.
18. Use the Print command on the File menu in this form or choose
the Segment Codes icon in the Reports folder to print the codes,
to verify that they are correct and complete.
Setting Up G/L
The Account Structures form allows you to define multiple account
structures for your company. You must define an account structure
for each combination of segments you want to use in account
numbers.
To verify that your account structures are correct and complete, print
a list of the account structures by using the Print command on the
File menu or by choosing the Account Structures icon in the
G/L Reports folder.
Setting Up G/L
Source codes allow you to group posted transactions for viewing
and reporting.
Once you post transactions, you can print source journals that contain
selected source codes. For example, you can print a report of all checks
issued in General Ledger and Accounts Payable by creating a source
journal with the appropriate source codes.
Source Code. Look at the items in the Finder to view how the
Source Code is created: the first two characters, the source ledger
code, identify the ledger or subledger where the transaction
originated (for example, GL for General Ledger). The second two
characters, the source type code, describe the type of transaction
(for example, CD for cash disbursement).
In the Source Codes form, define all the codes you want to
assign to transactions entered directly into General Ledger. If
you require separate source codes for allocation transactions,
transactions posted to previous years, or any other transactions
you want to track separately, define those codes as well. If you
use a multicurrency ledger, you can also define source codes for
the transactions created when you revalue accounts.
20. Review each source code and description and click the Add
button to add it to General Ledger. Use the Print command on
the File menu in this form or choose Source Code from the
Reports folder to print a list of the code definitions, to verify that
they are correct and complete.
Setting Up G/L
1. Double-click the Account Groups icon in the G/L Setup folder to
open the following form:
When you use the Finder in the Account Group field in other
forms, the groups you created are included in the Finder list.
25. Click the Change Sort Codes button if you want to print certain
account groups but not others on reports. Using the Change Sort
Codes form, give the same sort code to those account groups. (In
the reports dialog box, you then choose the print by sort code
order option, and choose the sort code you set up.)
After you assign a sort code to account groups and return to the
Account Groups form, a sort code number appears in the Sort
Code field for every account group so assigned, as shown below:
Profile. Enter a name to print as a title for the journal. You can
change the name at any time.
source codes in the definition for a single journal. You can add and
remove source codes at any time. Press the Insert key to enter a new
source code.
Use the Print command from the File menu in this form or choose
the Source Journal Profile icon in the Reports folder to print a list of
the source journal definitions.
Setting Up G/L
Revaluation Codes allows you to maintain revaluation information
for General Ledger to use when you revalue multicurrency accounts
due to changes in exchange rates.
Revaluation codes tell the system which currency table (set up in the
Currency forms in Common Services) to use for revaluation, and
allows you to specify different source codes and the exchange gain
and exchange loss accounts for different currencies.
You will later assign a revaluation code to each currency that you
want to revalue in a multicurrency account.
Rate Type. Specify the rate type to use to determine the rates that
are displayed when you specify the revaluation code in the Create
Revaluation Batches function. When revaluing accounts, you can
either use the rate type specified by the revaluation code or enter
another rate.
You must create a separate revaluation code for every rate type you
wish to use (because you can assign only one rate type to each
revaluation code). The rate type assigned to the code determines the
rate that is displayed for you to accept or change, in the Create
Revaluation Batches function.
You can return to Revaluation Codes and add the Gain account after
you set up accounts.
You can return to Revaluation Codes and add the Loss account after
you set up accounts.
Setting Up G/L
If you use the same Unrealized Exchange Gain and Loss accounts for
more than one currency, you can still report the gains and losses
separately by currency. Revaluation posts gains or losses to the
functional-equivalent fiscal set for the currency.
See the procedures for backing up data in the System Manager User
Guide.
You use the G/L Optional Fields form to add optional fields for
General Ledger.
Set up system-wide You can define an unlimited number of optional fields for General
optional fields, first
Ledger, providing you first set up the optional fields for system-
wide use in Common Services. (See the instructions for setting up
optional fields in Common Services in the System Manager
Administrator Guide.)
Optional fields for General Ledger displays Accounts as the default entry in the
accounts
Optional Fields For field.
2. For each optional field that you will use to store custom
information for accounts, complete the G/L Optional Fields form
as follows:
Setting Up G/L
Optional Field. Enter an optional field code or use the Finder to
select an optional field code. (The optional field must already
have been created in Common Services.)
When you enter the optional field code, the program displays
the description for the optional field.
Value Set. Toggle Yes in this column to have the default value
appear when youre setting up new accounts in the G/L
Accounts form.
Default Value. Enter or select the value that the program will
display as the default for the optional field.
If the optional field does not use validation, you can do one of
the following:
Auto Insert. Select Yes in this field for the optional field and its
default value to be displayed on the G/L Accounts form when
you set up new accounts. (If you selected Yes in the Required
field, the Auto Insert value automatically changes to Yes.)
Optional fields for 3. To define optional fields for transaction details, select
transaction details
Transaction Details in the Optional Fields For field, then:
Value Set. Toggle Yes in this column to have the default value
appear when youre setting up new accounts in the G/L
Accounts form.
Default Value. Enter or select the value that the program will
display as the default for the optional field.
If the optional field does not use validation, you can do one of
the following:
Setting Up G/L
Integer field you can enter any integer with an absolute
value less than 2,147,483,647.
Auto Insert. Select Yes in this field if you want the program to
display the optional field and its default value on the G/L
Accounts form when you set up new accounts. (If you selected
Yes in the Required field, the Auto Insert value automatically
changes to Yes.)
4. Click Save.
3. Click Delete.
4. Click OK.
Before you can add accounts to General Ledger, you must enter your
choices for certain options and complete the information illustrated
in the table on the following page.
Setting Up G/L
Add them with the Setup Wizard at the same time as you create
your company database.
Importing Accounts
Use the Import command on the File menu in the G/L Accounts form
to import files containing a chart of accounts from another set of
Sage Accpac General Ledger data files or a spreadsheet or database
application. Or, as a base upon which to build your own chart of
accounts, you can import the sample data chart of accounts. You can
import accounts in a number of standard file formats.
Setting Up G/L
You may be able to use the sample chart of accounts provided
with General Ledger and Financial Reporter as the basis for your
own chart of accounts.
If you use Transaction Analysis and Optional Field Creator, you also
assign optional account fields and optional transaction fields to
accounts using the G/L Accounts form.
Detail tab
Setting Up G/L
Structure Code. Use the Finder to choose an account structure
defined in the G/L Setup Account Structures form. When you
add or save the account, the system verifies that the account
number fits this structure. For example, if the account number
has two segments, the structure must consist of the same two
segments.
Notes about the Select Detail to be able to drill down to transactions, and post
Detail option
optional fields with transactions. (If you consolidate on posting,
you cannot drill down to the original transaction from the
posted details on the Transaction History form. Also, you will
not be able to post any optional fields with transaction details if
you consolidate on posting.)
Retained earnings
Define a retained You must define at least one account in the chart of accounts
earnings account
with the retained earnings type.
Setting Up G/L
accounts as you like.
accounts
Close To. For income statement accounts, indicate the segment
to use in closing if you want to close income and expenses to
multiple retained earnings accounts. The choices available at
Close To in the Accounts form are the segments you indicated
could be used for closing on the Segments tab of G/L Options
(Use In Closing = Yes).
When you select the option for an account, you can enter a
quantity when you enter a transaction to the account. The
system posts the quantity as well as the monetary amount for the
account.
Optional Fields
tab
Setting Up G/L
If you use the Transaction Analysis and Optional Field Creator,
optional account fields that are set for automatic insertion
appear in the Optional Field Finder, with their default values.
Use the fields on this tab to add any number of optional fields to
store additional information your company wants to track for
the account. These optional account fields will appear on reports
of accounts, such as your chart of accounts.
When you enter an optional field code, the program displays the
description field entered for the optional field in Common
Services.
Value Set. This field displays Yes when you select an optional
field that was set to Yes in the G/L Optional Fields setup form.
If the Required setting was chosen for this optional field (in the
G/L Optional Fields setup form), you must enter a value (unless
a validated value can be blank).
Transaction
Optional Fields tab
This tab lets you assign any number of optional fields for
additional information that you want to include with
transactions processed for this account.
Setting Up G/L
7. Complete the Transaction Optional Fields tab as follows:
Assign optional Optional Field. Using the Finder, select optional fields to use
fields for
with transaction details. There is no limit to the number of
transaction details
optional fields you can use, but you can add only optional fields
that you have:
When you enter an optional field code, the program displays the
description field entered for the optional field in Common
Services.
Value Set. Toggle Yes in this column to have the default value
appear when youre setting up new accounts in the G/L
Accounts form.
Replace Optional Providing you have set up matching optional fields for accounts
Fields
and transaction details in G/L Optional Fields, you can use the
same optional fields for transaction details as you use for the
account.
Allocation tab
The Allocation tab tells the system how to distribute the amount
in an account when you run Create Allocation Batch.
Setting Up G/L
for each account to which amounts are allocated.
Currency tab
Post In. The posting option lets you specify for each
multicurrency account whether to allow amounts to be posted to
All Currencies To be able to post to the account in any of the currencies you
posting option
have defined in the Currency forms, select All Currencies for the
option. You can then enter, import, provisionally post, and post
transactions to the account in all currencies.
Specifying the Post If you use multicurrency retained earnings accounts, you should
In option for
select All Currencies for this option. If you do not want to use
retained earnings
accounts the All Currencies choice, you must make very sure the retained
earnings account has all the currencies assigned to it that are
assigned to the income and expense accounts that close to it. If
Create New Year finds new currencies in closing entries and is
not able to add them to the target retained earnings account,
General Ledger cannot close those accounts.
Specifying the Post The unrealized exchange gain and loss accounts you use in
Setting Up G/L
In option for
revaluation must be multicurrency accounts. They also must be
exchange gain
and loss accounts able to receive transactions in all the currencies in which you
revalue them.
Source Currency. Enter the code for each currency you are
assigning to the account. You can assign any of the currencies
you have defined in the Common Services Currency forms,
including the functional currency.
Assign the If you use multicurrency retained earnings accounts, you must
functional
specify the functional currency as one of the currencies that can
currency to
retained earnings be posted to the account. The Create New Year function must be
able to post to retained earnings accounts in the functional
currency.
Determining which You would normally choose to revalue only monetary accounts,
accounts to
such as cash accounts and bank accounts. Income and expenses
revalue
are normally revalued in the subledgers. For example, Accounts
Receivable and Accounts Payable contain their own revaluation
functions for receivables and payables accounts, and recognize
gain or loss upon payment.
The default in this field is set to No. You must change the choice
to Yes for each of the currencies and accounts you plan to
revalue.
Step 12: Add General Ledger Opening Balances and Period Data
Setting Up G/L
13. Use the Subledger tab to enter the subledger source codes that
can be posted to this control account.
15. Use the Print command on the File menu in this form or choose
Chart of Accounts from the Reports folder to print the accounts,
to verify that they are correct and complete.
Step 12: Add General Ledger Opening Balances and Period Data
Converting to the If you are converting your database to use the euro as your
euro?
functional currency, you must create a new Sage Accpac database,
convert all account balances to the euro, and enter the balances in
your new general ledger.
If you do not want to add data for previous years, you can skip this
section and go to Entering Current-Year Opening Balances, on
page 3-56 in this chapter.
Historical amounts include the opening and closing balances for the
previous years and the net changes and balances for each fiscal
period of the previous years.
To add the historical amounts, you enter and post the historical
opening balances and period net changes as journal entries in the
General Ledger Journal Entry form. The section that follows,
Posting Historical Year Period Changes to G/L Accounts, details
the steps.
Collect the monthly financial statements for the years for which you
want to enter historical data.
Step 12: Add General Ledger Opening Balances and Period Data
General Ledger creates the fiscal years you need to add historical
data and begin entering current transactions.
2. Open the Journal Entry form for a new batch, using the last date
Setting Up G/L
of the fiscal year previous to the year for which you want to begin
entering a full year of history.
3. Enter and post the ending balance for each balance sheet
account, including retained earnings accounts.
5. Open the Journal Entry form for a new batch, using the first
fiscal period of the first year for which you want to enter history.
6. Enter and post the net changes to each fiscal period of the year
for all balance sheet accounts and all income statement accounts,
except retained earnings accounts.
Or
Step 12: Add General Ledger Opening Balances and Period Data
When you have entered the data up to this point from your old
system into General Ledger, use Data Integrity in the Administrative
Services folder to ensure that your data is sound. Next, back up the
data. Store the backup in a safe place.
The balances may If you added historical data by posting period changes for historical
already be added
fiscal years to G/L accounts according to the instructions earlier in
this chapter, you have already established the opening account
balances for the current year. Skip to the section Entering Current
Year-to-Date Transactions.
Create the batch 1. Open the Journal Entry form and start a new batch. For the date
and fiscal period, enter the closing date of the last fiscal period
in your previous fiscal year, and the number that corresponds to
that period (12 or 13).
Step 12: Add General Ledger Opening Balances and Period Data
Entering If you have a multicurrency ledger, the batch should contain the
multicurrency
ending balances at the end of the previous year for all the source
opening balances
currencies used with each account.
Use the Print command on the File menu on the Journal Entry
Setting Up G/L
form or click the Print button in the Batch List form to list the
batch contents. Be sure that all accounts are included, and that
the balances are correct. If you discover errors, use the Journal
Entry form to correct them, then print the listing again. File the
listing.
Step 12: Add General Ledger Opening Balances and Period Data
4. Activate General Ledger for the new company. You can use any
starting date for the fiscal year as long as you enter opening
balances with detail line dates later than January 1, 1999.
By the time you reach this step you will have entered a large amount
of data into General Ledger. To protect your work, take the time now
to check the integrity of the data, and to back it up.
Step 12: Add General Ledger Opening Balances and Period Data
Print a Trial Use the Trial Balance report from the Reports folder to print a trial
Balance
balance in Report format for fiscal period 1. Compare it to the trial
balance you produced from your former General Ledger system at
the beginning of the current year, to be sure you have added all
account balances correctly, and that your new ledger balances.
Correct any errors you find before proceeding to the next step.
Setting Up G/L
If you create your General Ledger and Financial Reporter system
partway through a fiscal year, you need to enter and post
transactions for the current year.
You must have already entered last years closing balances and set
up the opening balances for the current fiscal year.
Enter all the transactions for the current period, and the net
changes for the earlier periods in the current year.
Step 12: Add General Ledger Opening Balances and Period Data
2. Enter the net change between the years opening balances and
current balances for each account.
This is the quickest method, but it does not allow you to print
financial statements for past periods in the current year and does
not provide transaction detail for audit trail reports. Using this
method, you would have to rely on your manually prepared
financial statements for comparisons.
3. Use the Batch Listing report in the Reports folder to print listings
of each batch.
4. Post the batches. Before posting, ensure that all the fiscal periods
to which you want to post have a status of Unlocked in the Fiscal
Calendar.
5. Print the Posting Journal. (If you did not post all batches at the
same time, you will have more than one Posting Journal to
print.)
6. Print the G/L Transactions Listing to list all the account details
for the current year to date.
Step 12: Add General Ledger Opening Balances and Period Data
Add Budgets
Use the Budget Maintenance form to enter budgets. If you are using
the Sage Accpac 500 ERP edition, you can create up to five optional
budgets for an account.
Setting Up G/L
The Budget Maintenance form provides calculation methods and
tools to help you create budgets. You can use any combination of the
methods described below to arrive at the budget amounts.
Enter a base amount and let the system calculate and enter the
period amounts.
Step 12: Add General Ledger Opening Balances and Period Data
Fiscal Set Lookup. To base the budget on an existing fiscal set, click
the Fiscal Set Lookup button and enter the Account, Fiscal Set, Year,
Currency, and Currency Type of the account you want to use. You
can base a budget on any existing fiscal set for any account.
You can transfer the displayed amounts directly from the Inquiry
Amount column or you can manipulate the numbers in various
ways before adding them to the budget.
For example, you might want to use last years actual amounts,
increased by five percent to adjust for inflation, as this years budget
for an account.
Credit amounts Note that you must enter credit amounts (for example, in the Budget
must be negative
Amount column) as negative numbers.
Step 12: Add General Ledger Opening Balances and Period Data
Method for The methods for calculating budget amounts based on amounts and
calculating
percentages you specify are:
Setting Up G/L
Base, Percent Increase. Select this option to enter the base
amount you want to budget for Period 1 in the Base Amount
field. Enter the percentage by which to increase the amount in
each subsequent period in the % Increase field.
The system uses the Base Amount you specify as the Period 1
Budget Amount. To calculate the budget amount for Period 2,
the system multiplies the Period 1 amount by the percentage in
the % Increase field. To calculate the Period 3 budget amount,
the system multiplies the Period 2 amount by the % Increase
percentage. The system continues to calculate budget amounts in
this manner until all the periods have a budget amount.
The system uses the Base Amount you specify as the Period 1
Budget Amount. To calculate the budget amount for Period 2,
the system adds the Amount Increase to the Base Amount. To
calculate the budget amount for Period 3, the system adds the
Amount Increase to the Period 2 amount. The system continues
to calculate budget amounts in this manner until all the periods
have a budget amount.
Lookup methods The methods for calculating budget amounts based on amounts
in the Inquiry Amount column are:
Step 12: Add General Ledger Opening Balances and Period Data
Copy, As Is. Select this option to copy or add the exact amounts
in each period of the Inquiry Amount column into the
corresponding periods of the Budget Amount column.
The system adds the period amount in the Inquiry Amount field
to the amount in the Amount Increase field and adds or copies
the result into the Budget Amount field for the corresponding
period.
Add To, Replace. Use the Add To button to add the amount in the
Inquiry Amount column to the amount in the Budget Amount
column. Use the Replace button to replace the amount in the Budget
Amount column with the amount in the Inquiry Amount column.
Setting Up G/L
Review the budget to be sure your entries are correct, then click the
Add or Save button.
When you have finished entering the data from your old system into
General Ledger, use the Data Integrity function to ensure your data
is sound.
See the procedures for backing up data in the System Manager User
Guide.
Install and activate G/L Security. (You can install G/L Security
from the same CD you used to install Sage Accpac General
Ledger.)
Select the option Use G/L Security on the G/L Options form, and
specify a default access level.
1. Select the Use G/L Security choice on the Account tab of the G/L
Options form.
Setting Up G/L
nor will the batch appear in batch lists.
2. Choose Save, and then close the G/L Options form, close all
other Sage Accpac forms, and exit your company database.
All Sage Accpac users will have access to all G/L accounts unless you
add their User ID to the G/L Account Permissions form and specify
ranges of account numbers and/or ranges of account segment codes
to which you want to restrict access.
No Sage Accpac users except the ADMIN user can view or post
account data to G/L accounts or save account data in subledger
applications unless you add their User ID to the G/L Account Permissions
form and grant them individual access rights to ranges or accounts and
account segments.
Test security settings You can test the effects of the option you select by logging on to Sage
Accpac as a user other than ADMIN and checking which accounts
are visible in the General Ledger Chart of Accounts window.
If you chose No Accounts, you will not see any account numbers in
the Finder or in the Chart of Accounts window.
The Segment tab can further restrict access to the accounts of a single
department or division.
Define access The Account Permissions form gives you the flexibility to define an
rights or restrictions
allowable account range or a restricted account range by choosing
Yes or No in the Allow column.
Setting Up G/L
To set user account permissions:
3. If you have already added the User IDs to G/L Security, you can
browse through the list of User IDs using the Previous and Next
buttons or you can click the Finder button and choose a User ID.
If you have not added the User ID for which you want to set
permissions, click the Zoom button to display all Sage Accpac
User IDs, and then select the User ID from the Finder that
appears.
a. Click in the first row of the Allow column, then use the
Spacebar or double-click to switch between No and Yes.
c. Tab to the From column and click the Finder button that
appears (or click the Finder in the column heading). Select
the first segment code in the range that you want to allow or
restrict.
d. Tab to the To column and select the last code in the segment
range.
a. Click in the first row of the Allow column, then use the
Spacebar or double-click to switch between No and Yes.
b. Tab to the From column and click the Finder in the column
heading. Select the first account code in the range that you
want to allow or restrict.
c. Tab to the To column and select the last account in the range.
If you click the Close button without saving, a message prompts you
to save the record.
Click the Test button to test the account segments you have
specified. The Finder-Accounts form lists the accounts this user
has access permissions to see and work with.
Setting Up G/L
permissions Create permissions for one user, and copy them to other user
IDs by using the File menus Import and Export commands to
import and export user permissions.
For information about using the Import and Export commands, see
Chapter 12, Importing and Exporting Data, in the System Manager
User Guide.
You can change and cancel any access permissions you have defined
in the Account Permissions form.
To delete a row:
Highlight the row that you want to remove, and press the
Delete key.
To modify entries:
Test Permissions
Each time you create or change user account permissions, test them
in Sage Accpac General Ledger and subledger applications to ensure
that they work as expected.
Setting Up G/L
to 60 characters long (for example, Equipment Depreciation).
Descriptions help to identify each code.
4. For the Schedule Code field, select an existing code using the
Finder if schedules have been defined in Common Services, or
create a new schedule.
To set up a new schedule, click the Zoom button, then click the
New button in the Schedules form that appears. (Note that you
must have security authorization to maintain schedules in
Common Services to be able to add or modify an existing
schedule.)
5. In the Start Date field, enter the first processing date for the
entry, or choose it from the calendar.
7. Tab past the Last Run Date field and the Last Maintained field,
which are display-only fields. The Last Run Date field displays
the last date that this entry was included in a recurring batch.
The Last Maintained field displays the date when you last
changed this record.
10. In the Exchange Rate field, select the method by which the
program will determine the exchange rate to use when you
generate the recurring entries batch. You can select one of the
following options:
Use Recurring Entry Rate. When you choose this option, the
program will use the same exchange rate each time you
produce a batch for this recurring entry.
If you select the Use Current Rate option, enter in the Rounding
Account field the account you wish to use for recording
rounding differences that may arise when you create a recurring
entry batch. (The debits and credits that balanced in the
11. Complete the remaining fields the same way you would
complete a typical journal entry. For information about
recording journal entries, see Chapter 4 in the General Ledger User
Guide.
Setting Up G/L
12. Save this recurring entry record by clicking Add.
You use the Create Accounts icon in the G/L Accounts folder to
generate new accounts automatically by:
A range of accounts.
2. Enter criteria for selecting the model accounts and for creating
the new accounts as follows:
The structure code you enter must contain the segments you
want to include in the new accounts, and it must contain all of
the segments used in the structure code you entered in the From
Accounts With Structure Code field. You can enter the same
structure code in both fields, as long as you already have some
accounts that use this structure code.
Select By. Select the range of accounts into which you want to
insert the new accounts.
Setting Up G/L
Your choice in the Select By field determines the fields you use
for the next section criteria, as follows:
Default Subledger Details. Select this box if you want the new
accounts to use the same control account options as the model
accounts.
Default Currency Details. Select this option if you want the new
accounts to use the same currency options as the model
accounts.
If you do not select the option, a new account will use the
multicurrency option if the model account also uses it. However,
the Post In currency option for the new account will be set to All
Currencies, and the default currency will be set to the functional
currency.
Create New. This field lets you choose whether to add new
accounts for segment codes that are not used by the model
accounts. If you select No, the new accounts will use only the
segment codes that are used by the model accounts.
To change the value to Yes or No, double-click the field or, with
the Create New field selected, press the spacebar.
From/To. If you set the Create New field to Yes for the segment,
enter the range of segment codes for which you want to create
the new accounts.
Default Options From. If you set the Create New field to Yes, the
program may generate new accounts that use segment codes
that do not exist in the set of model accounts.
Account Group
Account Status
Account Type
Close To Segment
Maintain Quantity
Normal Balance
Post In
Optional Fields
Setting Up G/L
If the program does not find a model account, it will create the
accounts using the program defaults.
Choose whether to If you do not wish to create an account that is marked Yes for
add an account
creation, change the Create field to No for the selected account
using the Create
field by double-clicking the field, or by selecting the field and
pressing the spacebar.
Previewing When you select a preview account to which the program will
optional fields
assign optional account fields or optional transaction detail
fields, the Optional Fields and the Trans. Optional Fields buttons
become available.
Setting Up G/L
To remove an optional account field, select it on the grid,
and then press the Delete key.
for the line you are editing, then enter the value or use the
Finder to select it. (Note that if the optional field requires
validation, you must select a value you have set up for the
field in Common Services.)
c. Click Print.
7. When you have finished selecting and editing the accounts you
want to create, click Close to return to the G/L Create Accounts
form.
8. In the G/L Create Accounts form, all the fields are now dimmed
you cannot change them. You can proceed as follows:
Setting Up G/L
created.
Financial Reporter
Financial Reporter
The Financial Reporter uses Microsoft Excel to design and print
financial statements.
Where To Now?
Your General Ledger system is now ready for use.
If you want to practice using General Ledger with the sample data
before you start to work with your own data, do the lessons in
Chapter 4, Tutorial, in this guide.
Appendix A
Setup Checklist
This appendix describes the General Ledger Setup Checklist that
ships with the General Ledger, and tells you how to print it.
You can print the Setup Checklist (GL-SETUP.PDF) to use for setting
up General Ledger. As you complete the step-by-step instructions in
Chapter 3 of the Getting Started manual, check off each step on the
checklist, including:
Checklist
Setting up segment codes.
Setup
Setting up account structures.
Adding data.
Getting Started A1
X:\Sage Accpac\DOCS\GL54AENG
4. From the File menu, click Print. Adjust the settings if necessary,
and then click OK.
Date
Sage Accpac ERP Completed by
General Ledger Setup Checklist Approved by
Checklist
- Enter the default closing account number.
Setup
- If you use G/L Security, select the G/L Security option.
- If you use G/L Security, select the default account access to allow.
Posting tab On the Posting tab, select or enter the following:
- Select budget sets that you wish to lock (to prevent changes).
- Select Allow Posting To Previous Years to post transactions to previous
fiscal years.
- Select Allow Provisional Posting to post transactions provisionally.
- Select Force Listing of Batches to require batch listings to be printed
before they can be selected for posting.
- Specify the default source code to be used for journal entries.
- Specify whether imported entries can be edited, and, if so, which fields.
- Enter the number of years to retain fiscal sets.
- Enter the number of years to retain transaction details.
Getting Started A3
Date
Sage Accpac ERP Completed by
General Ledger Setup Checklist Approved by
Click the Change Sort Codes button if you want to print certain account
groups and not others in reports or if you want to change the sort code order.
If you use multicurrency, enter the default closing account in G/L Options.
Date
Sage Accpac ERP Completed by
General Ledger Setup Checklist Approved by
Checklist
Setup
Getting Started A5
Index
A
Accounts (continued)
Account groups, 213, 341
close to retained earnings, 29, 322,
choose option to use, 23, 313
3-43
Account history
converting from ACCPAC Plus for DOS,
viewing details, 250
338
viewing summary, 251
data stored, 224, 240
Account optional fields
default closing, 314
assigning to accounts, 344
delimiter, 321
setting up, 332
entering historical data, 354
Account permissions
entering opening balances, 355
changing or canceling, 370
fiscal sets, 240
Account Permissions
functional currency, 235
granting access, 367
functional equivalent, 235
Account segment, 23
granting user permissions, 367
Account segment, defining, 320
groups, 23, 213, 341
Account structures, 25, 210
history, 250
assign to account, 341
Index
importing, 338
default account structure, 324
importing and exporting, 240
description, 324
multicurrency
segments in, 324
revaluation, 216
setup, 323
setting up, 349
Account Structures data entry form
numbering tips, 24
GL-ACCS.RET, A5
numbers longer than 24, 23
Accounts
opening balances, 245
account groups, 23, 213, 341
printing, 352
account numbers, 339
quantities, 24, 344
account segment, 23, 320
restricting access to, 219
adding, 226
segments, 23, 26, 319
allocation of balances, 230, 343
sorting quickly, 24
budgets, 247, 360
source currency, 235
structures, 25, 210, 323, 324, 341
Accounts (continued) C
subledger control, 343
types, 342 Chart of accounts. See also Accounts
using G/L security, 364 numbering, 339
viewing, 249 numbering tips, 24
Activating General Ledger, 37 printing, 352
Actual fiscal sets, 242 use sample data, 22
Adding Checklist, Setup for General Ledger, A5
current-year data, 245 Codes
historical data, 244, 354 account structure, 324
opening balances, 245, 355 revaluation, 217, 329
Allocate By segment, 28, 322
Account Balance, 230 source, 214, 324
Account Quantity, 230 Consolidating
Allocation, 230, 343 during posting, 228, 342
setting up automatic, 348 Contact name, 311
Auto Allocation Conversion from ACCPAC Plus for DOS,
example of allocating by account 3-38
balance, 231 Converting to the euro, 357
example of allocating by quantity, 231 Current-year data
adding, 245
B
D
Backing up data, 36
Balance sheet type accounts, 342 Data
Balance, normal (debit or credit), 341 importance of backing up, 331
Balances Data entry forms for General Ledger
allocating account, 230, 343 Account Structures (GL-ACCS.PDF),
entering opening, 355 A-5
Batches Options (GL-OPTS.PDF), A5
force listing option, 316 printing instructions, A2
restricting editing of, 316 Revaluation Codes (GL-REVAL.PDF),
Browser A5
using General Ledger through, 31 Segment Codes (GL-SEG.PDF), A5
Budget fiscal sets, 243, 248 Date
Budgets consolidating during posting, 228
adding, 247, 360 Default Access security setting, 366
entry methods, 249, 362 Default Source Code, 316
locking, 315 Delimiter, account, 321
Index
multicurrency, 234 GL-ACCS.RET, Account Structures data
provisional, 243 entry form, A5
quantity, 242 GL-OPTS.RET, Options data entry form, A5
years to keep option, 317 GL-REVAL.RET, Revaluation Codes data
Force Listing Of Batches option, 316 entry form, A5
Forms, data entry GL-SEG.RET, Segment Codes data entry
GL-ACCS.RET (Account Structures), form, A5
A-5
GL-OPTS.RET (Options), A5
GL-REVAL.RET (Revaluation Codes), H
A5
GL-SEG.RET (Segment Codes), A5 historical data
Forms, data entry. See: Data entry forms adding, 354
Options (continued) Q
detail and consolidated posting, 227
edit imported entries, 316 Quantities
force listing of batches, 316 maintaining, 24
G/L Security selecting option to maintain, 313, 344
turning on, 365 Quantity fiscal sets, 242
General Ledger, 310
keep years of fiscal sets, 317
keep years of transaction detail, 318
R
locking budgets, 315
maintain quantities, 24, 313, 344
Recurring entries
multicurrency, 312, 343
Exchange Rate field, 373
posting to previous years, 315
Rounding Account field, 373
provisional posting, 315
Reports
Options data entry form GL-OPTS.RET, A5
Batch listing, defined, 15
purposes, 15
Retained earnings account, 314, 350
P Retained earnings type accounts, 342
Revaluation, 216, 351
Periodic inventory accounts Revaluation codes, 217, 329
as used in General Ledger, 213 description, 329
Perpetual inventory accounts rate type, 329
as used in General Ledger, 213 source code, 330
Posting unrealized exchange gain/loss accounts,
consolidated, 227, 342 330
consolidated transactions Revaluation Codes data entry form
effects, 342 GL-REVAL.RET, A5
Index
multicurrency transactions, 349 Rounding account field
previous years option, 315 in recurring entry record, 373
provisional option, 315
statistics displayed, 317
Previous-year data
S
adding, 244, 354
option to post to previous years, 315
Segment Codes data entry form
Printing
GL-SEG.RET, A5
data entry forms, A2
Segments, 23, 26
Printing accounts, 352
closing income and expense accounts to,
Provisional fiscal set, 243
29, 322, 343
Provisional posting
defining, 319
option to allow, 315
description, 320
length, 320
Segments (continued) U
segment code description, 322
segment codes, 28, 322 Unrealized exchange gain and loss accounts,
use in closing option, 320 350
validation, 323 Using General Ledger
Setting up G/L security, 364 to 371 through an Internet browser, 11
Setup with a browser, 31
Checklist for General Ledger, A5
preparing your data, 36
summary of General Ledger, 32
V
Source codes, 214
description, 326
Viewing accounts, 249
including in source journal definition, 3
28
setup, 324
Source currency, 351 W
accounts, 235
inquiry, 250 Web
Source journals, 215 using General Ledger through a
examples of, 216 browser, 11, 31
name, 328
number of source codes, 328
Structures, account, 25, 210 Y
assign to account, 341
default, 324 Year-to-date
description, 324 adding data, 245
segments in, 324
setup, 323
Transaction detail
years to keep option, 318
Transaction Details optional fields
assigning to accounts, 346
effect of consolidation on, 342
setting up, 334