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 General Ledger Accounts and click [Screen 2] for screen two.
The required accounts shown on this screen are discussed in detail in the General Ledger section of the Concepts chapter. Refer to this chapter for assistance with this screen.
The purpose of this screen is to dictate to the system which account numbers to use when the system is creating automatic general ledger entries. For example, when posting a payment to a reservation the system will use the account numbers assigned to the Cash account and the Advanced Reservations account.
To change any account assignments, click on the field next to the account you wish to change. The system will then prompt you for the account number.
The system does verify that the account numbers entered exist in the system. You must create all the accounts that you intend to enter on this screen prior to filling in this screen. To create a general ledger account, use the Chart of Accounts File option on the Files Menu.
The same account number can be assigned to multiple places. For example, you may decide to have only one referral account and assign all three referral types the same account. Each field on this screen must be assigned a valid account, even if are not going to use the account.
Item descriptions...
Cancelled Resv Refunds:
This account is a current liability. When a reservation is cancelled, any money paid by the reservation is posted as a credit to this account. When a refund check is posted, this account would be debited for the check amount. It is not required that all cancelled reservations receive a refund. You may post a check for all or parts of the amount paid and post the remainder to an income account. See also Payables Menu.
Security Dep Refunds:
This account is a current liability. When a reservation is finalized, any money paid by the reservation for a security deposit is posted as a credit to this account. When a refund check is posted, this account would be debited for the check amount. It is not required that the entire security deposit amount be refunded. You may post a check for all or any part of the amount paid and post the remainder into an income account.
Debits to Reservations:
This is a current liability account. This account is used only if the control file is set to automatically post debits to reservations. When posting a debit to a reservation the system will automatically post a debit to Advanced Reservations, if automatic debits is enabled the credit amount will be posted to this account. If the automatic debit feature is set to "No", then you will be asked for the account to credit. Most users do not use this account.
Credits to Reservations:
This is a current liability account. This account is used only if the control file is set to automatically post credits to reservations. When posting a credit to a reservation the system will automatically post a credit to Advanced Reservations, if automatic credits is enabled the debit amount will be posted to this account. If the automatic credit feature is set to "No", then you will be asked for the account to debit. Most users do not use this account.
Credit Card 1 Clearing:
This is a current asset account. Any credit card type 1 payments will be posted as a debit to this account. Credit card type 1 is defined in the control file.
Credit Card 2 Clearing:
This is a current asset account. Any credit card type 2 payments will be posted as a debit to this account. Credit card type 2 is defined in the control file.
Credit Card 3 Clearing:
This is a current asset account. Any credit card type 3 payments will be posted as a debit to this account. Credit card type 3 is defined in the control file.
Credit Card 4 Clearing:
This is a current asset account. Any credit card type 4 payments will be posted as a debit to this account. Credit card type 4 is defined in the control file.
Credit Card 5 Clearing:
This is a current asset account. Any credit card type 5 payments will be posted as a debit to this account. Credit card type 5 is defined in the control file.
Credit Card 1 Deposit Account:
Credit Card 2 Deposit Account:
Credit Card 3 Deposit Account:
Credit Card 4 Deposit Account:
Credit Card 5 Deposit Account:
Cash Deposit Account:
Retained Earnings:
This is the retained earnings account. This account is posted to automatically at year-end by the system. The net of all income and expenses is posted to this account.
A/R Recurring Fee Acct:
This is a current liability account. A debit is posted to this account when recurring fees are posted to A/R type units. It can be thought of as the owner liability account for A/R type units.
Owner Debit Cash Acct:
This field is used to tell the system which cash account the owner statement checks should be drawn from. When the these checks are printed, the credit will be posted to this account. This is usually the escrow cash account.
Work order Cash Account:
Credit Card 1 Ref. Decline Cash:
Credit Card 2 Ref. Decline Cash:
Credit Card 3 Ref. Decline Cash:
Credit Card 4 Ref. Decline Cash:
Credit Card 5 Ref. Decline Cash:
Year-end Close Clearing:
Work order Parts markup:
Work order Labor markup:
Work order Bid markup: