This screen allows you to:
Change the Control File settings shown.
Before you begin:
Choose the Files option from the Main Menu, and choose the Control File option. Then choose Accounting Information, General Accounting.
Unlike other sections of this chapter, each screen item description will be discussed instead of each prompt. This is a slight variance from the normal explanation method and is done due to the uniqueness of the control file options. When modifying an item, the prompt will closely resemble the screen item description.
Item Descriptions...
1st Month of Accounting Year:
This field should be set to the first month of your fiscal accounting year. Enter the corresponding number for first month of your accounting year. For example, enter ‘1’ for January, ‘10’ for October, etc...
Current Accounting Year:
This field should initially be set to your current accounting year. Enter only the two digit year, for example 14 for 2014. This field, once entered, will be automatically maintained by the system during the Close Accounting Period procedure located on the General Ledger Menu.
Accounting Close Date:
This is the General Ledger’s close date.
Posting of WOs to Maintenance:
If you want the system to automatically post both the debit and credit entry for all work orders entered via the Enter Work Orders option on the Accounting Menu, set this option to ‘Automatic’. If you want to enter the credit account numbers, set this option to ‘Manual’. The system automatically posts the debit entry to the owner’s liability account, which is denoted in the control file. If this option is set to ‘Automatic’ the system will automatically post the credit entry to the maintenance income account established in the control file. Most users will set this option to ‘Manual’, thereby allowing them to post the work order to a particular vendor account.
Archive or Delete GL Transactions:
If you want the system to archive general ledger transactions that have been posted, set this field to ‘Archive’. If you want the system to delete the general ledger transactions during the posting process set this field to ‘Delete’. If these transactions are archived, you can print them using the Trial Balance report option. Most users archive the general ledger transactions.
Archive or Delete Resv and Trans:
If you want the system to archive reservations and their transactions that have been reported to the owner and finalized, set this field to ‘Archive’. If you want the system to delete these reservations and transactions, set this field to ‘Delete’. If these reservations and transactions are archived, you can view them using the view archived reservations option. If the reservations and their transactions are not archived they will be removed from the system and no history of them will exist. Most users set this field to ‘Archive’.
Archive Cancelled Reservations:
If you want the system to archive cancelled reservations choose [Yes] if you do not click on [No].
The default answer would be to choose [yes] so that you could keep a record of cancelled reservations.
Create Date for Owner Referrals Based:
Default is "Current".
Key to Coordination Fee Charge Record:
The ‘CY’ coordination fee is accounted for by using an Other Charge. To use the coordination fee you must establish an Other Charge, and assign the charge number to this field. Other charges are established using the Charges File option on the Files Menu. If you have created a charge record in the Charges File for a coordination fee, enter the number of that record.
Credit owner debit acct prompt default:
Default should be "using GL account"
Payments received reference number:
Choose [Ask Once] if you would like to enter a reference number one time for all time. Choose [Date] for current date to use the date for the reference number on the screen when entering a payment. Choose [Don’t use] if you do not want a reference number on the screen when entering payments received. Choose [Each Time] if you would like to be prompted to enter your own number each time a payment is entered. Default is "use current date"
Debit owner credit acct. prompt default:
Select whether you would like the to be prompted for what GL account [GL account] to debit when crediting an owner or if you would rather be prompted for the vendor number [Vendor] when crediting an owner. Default is "using GL account".
Type of checks to use:
Choose from [L1], [L2], [L3] or [Continuous] style checks. The laser 1 style has a check on top with stubs below. The laser style 2 check has the check in the middle. The laser style 3 check has the check in the middle but the date prints lower than in laser style 2.
Print memo on laser style 1 checks:
If you have selected Laser style 1 you will get the prompt for [Normal], to print check memo normally, [Top] to print memo on top of check or [Do not], to not print any check memos. If you have not chosen Laser style 1 then "not applicable" will be selected.
Print memo on laser style 2 checks:
If you have selected Laser style 1 you will get the prompt for [Normal], to print check memo normally, [Top] to print memo on top of check or [Do not], to not print any check memos. If you have not chosen Laser style 1 then "not applicable" will be selected.
Print memo on laser style 3 checks:
If you have selected Laser style 1 you will get the prompt for [Normal], to print check memo normally, [Top] to print memo on top of check or [Do not], to not print any check memos. If you have not chosen Laser style 1 then "not applicable" will be selected.
Method to move Company Earned Money:
This tells the system whether you want to use a check to pay the management company or a journal entry.
Company earned Payable Vendor:
This where you assign the management company’s Vendor record which should already exist in the Vendor File.
Tax "x" Payable Vendor :
Enter the Vendor ID for paying tax 1, 2 and 3.