Use this program to setup a General Ledger chart of accounts. All GL account numbers used in CARS+ must first be defined in this file. (Valid GL accounts can also be set up in the RealWorld accounting modules.)

To access the Edit Valid GL Account File type EDITVAL (RET) at any menu "OPTION:" field or the appropriate number on the Accounting Control Files Menu. The screen will then display:


OPTION: EDIT VALID GL ACCOUNT FILE
1 Main Acct #
2 Sub Acct #
3 Description
4. Posting Ref #
5. Dealer Commission flag (Y=%,N/blank=No,A=100%)
6. Res Incentive flag (Y=Yes,N/blank=No)
7. Balance Sheet Item (Y=Yes,N/blank=No)
8. Mat Code



1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8


Enter data as follows:


1. MAIN ACCT #

Enter 4 numeric characters for the account that you wish to create.

EXAMPLE: Type 1001 (RET)

2. SUB ACCT #

Enter 3 numeric characters for the Sub Account or Profit Center that you wish to associate the Main Account to. You may press (RET) to default to 000.

EXAMPLE: Type 003 (RET)

3. DESCRIPTION

Enter up to 25 alphanumeric characters to describe the account that you wish to set up.

EXAMPLE: Type CASH IN THE BANK (RET)
4. POSTING REF #
 This field is provided for those operations that use a General Ledger package that uses account numbers longer than 4 digits.

User tip: To turn on this feature, in Edit Misc. Control File the field "Use Expanded GL Accnt" (Page 6) must be set to "Y".

Enter up to 10 digits representing the account number that should be referenced instead of the 4 digit number from Field 1.
The 10 digit number will be shown on the following reports:
  • DBR Account Summary
  • Cash Receipts Report
  • AR Distribution to GL Report
  • Sundry Invoice posting
This number may also be output in interfaces that are developed for third-party accounting systems.

Example: Type 10012001 (RET)
5. DEALER COMMISSION FLAG
 This field is used on the Dealer Commission Report. It defines which charges on RAs should be included in the commission report. Enter:
Y = Revenue for optons that are set up with this GL account should be included when calculating the dealership commissions.
N (or blank) - Do not include these items.
EXAMPLE: Press (RET)
6. RES INCENTIVE FLAG
 This field is only used when in RV mode. When a "Y" is entered in this field, any optional item with that GL account number is included in the the Reservation Incentive 2 Report and Vendor Commissions Report. Enter:
Y = Yes, optional items with this GL account number should be included in the calculations on the Reservation Incentive 2 and Vendor Commission reports.
N (or blank) = Do not include optional items with this GL account when calculating incentives on the Reservation Incentive 2 and Vendor Commission reports.
EXAMPLE: Press (RET)
7. BALANCE SHEET ITEM
 This field is used by an accounting interface program to designate if the account is a Balance Sheet account. For those installations only, enter:
Y = Yes, this is a Balance Sheet account
N = No, this is not a Balance Sheet account. It is a Profit and Loss account.
Other users can ignore this field.

EXAMPLE: Press (RET)
8. MAT CODE
 This field is used by clients who integrate with the SAP Accounting Pkg.
Enter the 4 alphanumeric character code that represents the Material Code.

EXAMPLE: Press (RET)


PRESS "F1" AT "OPTION:" TO SAVE THE RECORD.


User tip: To print a list of the accounts in this file, use the program Print GL Accounts.