Chart of Accounts

The BSS system comes with a pre-set Chart of Accounts. It is proven as one that is reliable and very inclusive of the needed account categories for most equipment businesses. This Chart of Accounts can be used "as is" or you can modify a few accounts or descriptions to your needs. You could also re-structure completely or enter your own Chart of Accounts, however, we ask that you contact a BSS support technician before doing so.

In addition, at any time during the month, you may use this option to display the current balance of a General Ledger account. For example, you may wish to display the current balance in your checking account after the Accounts Payable system has just printed checks. Since all data entry programs are integrated with General Ledger, this information is current and may be displayed.

You can do this from either of these two locations:

Function Key Explanations
	To view a list of existing General Ledger account numbers
	To display a particular month's balance
	To clear screen
	To exit program

Select General Ledger Menu>>File-Update>>Chart of Accounts

Add a New General Ledger Account

View or Edit an Existing General Ledger Account

Delete an Existing General Ledger Account

Display an Account's Monthly Balance

Enter Opening Account Balances

Enter_Prior_Year_Transaction_Values_&_Budget_Information

Add a General Ledger Account

Type a new account number.
Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.)

*DIVISION # The system will default this field to the division number you are currently working in. If the number that appears in this field is inaccurate, you may want to verify that you are running in the correct one before continuing.	G/L Acct. # Enter the General Ledger account number that you would like to add. The system will alert you if you enter one that already exists. Select Yes* and press ENTER. The first five digits are the account number, the last 2 digits are the department. If you do not wish to do departmentalized accounting leave the department fields blank.
*Description You must enter a description to identify this account. Maximum length: 25 characters.

1. Press ENTER. If you would like to rename the General Ledger account or return to the first screen press F9.
2. Press ENTER until the system processes your entries and blanks the screen, placing the cursor in the G/L Acct. # field.
  
  Enter the General Ledger account number that you would like to add. The system will alert you if you enter one that already exists. Select Yes and press ENTER.
3. You can either add another account or press F9 to exit the program.

View/Edit an Existing General Ledger Account

Enter the G/L Acct. # or press F2 for a list of existing numbers.

Enter the General Ledger account number or press F2 for a list of existing numbers.
The description will appear after choosing the account number and pressing ENTER.
You can either view or modify the description at this time.
Press ENTER until the system processes your entries and blanks the screen, placing the cursor in the G/L Acct. # field.

Enter the General Ledger account number or press F2 for a list of existing numbers.
You can either view or change another account or press F9 to exit the program.

Delete an Existing General Ledger Account

The system only prevents you from deleting an account that has a balance. The system does not stop you from deleting an account that has been posted to in the past (previous years). In order to maintain the postings for that account, you must first move all information for that account to another using the option in the General Ledger module labeled Journal Entries.

Enter the G/L Acct. # or press F2 for a list of existing numbers.

Enter the General Ledger account number or press F2 for a list of existing numbers.
Press F3 once the account and any zero balances appear.
Answer Y to confirm deleting the account.
Press ENTER.
You can delete another General Ledger account, press Esc to clear the field or press F9 to exit the program.

Display a General Ledger Account Monthly Balance

Enter the G/L Acct. # or press F2 for a list of existing numbers.

Enter the General Ledger account number or press F2 for a list of existing numbers.
Press F4 to display Monthly Balances
Enter the month you want to view and press ENTER.
After viewing the information and when ready to continue, press ENTER.
You can display another General Ledger account, press Esc to clear the field or press F9 to exit the program.

Enter Opening Account Balances

If this is an existing company, we suggest you only enter balances from an already balanced set of accounts.

If this is a new company, you may not have previous balances on some accounts and some of the information will not apply to you. Enter only the balances that are applicable (i.e. cash or checking account).

Verify that the opening balances are zero. This is to ensure that the amounts you enter will be accurate.
Print the Chart of Accounts

Go to General Ledger Menu>>Lists>>Chart of Accounts - Balances
Verify that all balances are zero.
Select General Ledger Menu>>Processing >>Journal Entries.
100 Level accounts normally are a debit, 200 level accounts normally a credit, 300 level accounts normally a credit, 400 level accounts normally a debit, 500-54499 normally a credit, 55000-59999 normally a debit and 600 level accounts normally a debit.
Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.)
:Press ENTER to save this information.
Repeat 2-4 until all details are entered.
Verify all the information is correct. Your total debits and TOTAL CREDITS should balance at the bottom of the screen with a zero amount in the DIFFERENCE fields. If you receive a message that you are out of balance, please contact a BSS support technician.

This amount displays balance remaining.

These view only fields are total fields for the accumulative values from debits and credits. The amount difference displays balance remaining.

These view only fields are total fields for the accumulative values from debits and credits. The amount difference displays balance remaining.
- If the information is correct you can:
1. - Press F8 to print the transactions you entered.
  - Press F10 to post to the General Ledger.
If it is not correct you can:
- Highlight the transaction and press ENTER to make changes.
- Delete an entire transaction by highlighting the line and pressing DELETE.
1. Once you have posted to the General Ledger, you may enter another journal entry or press F9 to exit the program. An edit list will print listing all the entries made to the General Ledger.

EDIT DETAIL LINE
*Div g/l # This first two digits of this field defaults to the current division. Verify you are in the correct division. Enter the five digit General Ledger number which represents the account you are debiting/crediting.
REFERENCE Enter the counter invoice number or receipt number as the reference in this field. Whatever is entered in this field will appear in the reference field of the transaction in the General Ledger.
Customer No. If one of your Accounts Receivable General Ledger account numbers have been entered in the General Ledger number field, you must enter the customer's Accounts Receivable account number in this field. Press F2 for a pop-up list.
Stock Number If one of your Equipment Inventory or Floor Plan General Ledger account numbers have been entered in the General Ledger number field, you must enter an equipment stock number in this field. Press F2 for a pop-up list.		*DEBIT Enter the dollar amount which is to be posted to the General Ledger number entered on this detail line screen.	*Credit Enter the dollar amount which is to be posted to the General Ledger number entered on this detail line screen.
Description Describe this transaction in the General Ledger Transaction File.	DATE Enter the date (MMDDYY) that you wish these transactions to post to the General Ledger.

If your information is correct from your "old system" then the debits and credits soul balance.

If you are beginning your new system two or three months into the fiscal year, enter the opening balance first, then add each month's net transactions in the appropriate fields in the center of the screen. This will allow you to print a financial statement for each month. (For special instructions to access the monthly fields, see your system administrator or contact a BSS support technician.)

Enter Prior Year Transaction Values & Budget Information

The second screen is the Account History screen.

Complete this screen. (Click on a field name for an overview. An asterisk (*) denotes required fields.):

*DIVISION # The system will default this field to the division number you are currently working in. If the number that appears in this field is inaccurate, you may want to verify that you are running in the correct one before continuing.	G/L Acct. # Enter the General Ledger account number that you would like to add. The system will alert you if you enter one that already exists. Select Yes* and press ENTER. The first five digits are the account number, the last 2 digits are the department. If you do not wish to do departmentalized accounting leave the department fields blank.
*Description You must enter a description to identify this account. Maximum length: 25 characters.	LAST FISCAL YEAR TRANSACTIONS These figures will print when a profit and loss statement is printed comparing this fiscal year with the previous fiscal year	CURRENT YR. MONTHLY BUDGET AMOUNTS This column allows you to enter monthly figures that represent your projected budget for each profit and loss GL accounts.
MONTH

JANUARY
FEBRUARY
MARCH
APRIL
MAY
JUNE
JULY
AUGUST
SEPTEMBER
OCTOBER
NOVEMBER
DECEMBER
TOTALS

Enter and edit these figures as required.

Press ENTER.

Verify the information you entered is accurate. If it is correct, press ENTER again to return to the current year screen. Otherwise, press Esc/F9 to make necessary corrections.

You may continue entering opening balances for other General Ledger accounts or press F9 twice to exit the program.