AD-B  Checking Accounts Defaults

 

Purpose of Program

Use this program to set up the checking accounts you want to use.   You can establish up to ninety-nine different checking accounts.  Specific accounts will be designated as default accounts for Accounts Receivable, Accounts Payable, and the Payroll module. You can also designate accounts to be inactive and control whether an account is available for selection by module - Accounts Payable, Accounts Receivable or Payroll.  An account is defined here as a Checking Account if it will be used to collect money in Accounts Receivable, make payments in Accounts Payable or Payroll or if a check register is desired, regardless whether it is truly a checking account at the bank.  Thus entities such as a Petty Cash Account, Salesperson credit cards (AP), and Pending Credit Card Charges (AR) can be defined here as "Checking Accounts".

When you load the program, there are two separate areas that must be set up.  The default settings are displayed when the program first opens and the banks themselves that are displayed when Setup Banks is clicked.

General Program Operation

You must first define the Checking Accounts.  Once the accounts have been created, you can select accounts as the default for each module.

Field Descriptions - Set Up Panks

Default Bank Account Numbers (1-99)

This is an incremental counter that is automatically set to the next available number.  It is used internally by the system to link cash transaction records in Accounts Payable, Accounts Receivable and General Ledger to the appropriate account.  If an account is closed, it should be set to Inactive.  These numbers should not be reused.

Account Name

The Description of the GL Account will be suggested but you can type in a different descriptive name for the account.  This can be any reference that helps identify the account.  This is the description that will appear when bank accounts are presented for selection in pop-up windows throughout various programs.

Account Number

The actual account number at the bank.  Not required unless you will be making automated ACH payments from within the program.

Routing Number
The Routing number for the bank.  Not required unless you will be making automated ACH payments from within the program.

GL Account-Dept

The GL account code for this checking account.  This is generally an asset account but can be a liability if you are setting up an account to used for tracking Accounts Payable Credit Card Payments..

Balance

The period ending balance of each bank account.  This figure is updated by GL-J  Reconcile Check Register, and should match your most recently reconciled bank statement balance.

Type

Indicate the type of account - checking, savings, petty cash, credit card.  An account must be defined as a CC (Credit Card) type to be reconciled using GL-L Credit Card Reconciliation

Next Ck #
The next available check number.  This can be set to a higher number than 1 during your initial setup; after that, the number is incremented each time checks are printed.

CC Vendor

The vendor that is paid for a Credit Card type account

User Defined Sort #
The position of this account in the list of available accounts to select from. NOTE:  Check Register and Payment History files store only the Account Number (1-99) in the database.  Once the Checking Accounts have been established and order processing has begun, use this User Defined Sort field to control the order in which accounts are presented for selection.  Do not change the Bank Account Number (which is set automatically by the system) as it will affect the check register and payment history reports.

Include AP (Y/N)

Indicate whether this account should be available for selection in Accounts Payable

Default AP RTM

Indicate an RTM if this account has a different print format for AP checks than the default AP account

Include AR (Y/N)

Indicate whether this account should be available for selection in Accounts Receivable

Include PR (Y/N)

Indicate whether this account should be available for selection in Payroll

Default PR RTM

Indicate an RTM if this account has a different print format for Payroll checks than the default Payroll account

Business Status Cash Balance (Y/N)

Indicate whether this account should contribute to the Business Status Cash Balance

Active (Y/N)

If an account is designated Inactive then it will not be presented for selection on any screen but will be preserved for historical reference.

Currency

If you have Multi-Currency enabled, indicate the currency for this account.

Field Descriptions - Defaults

Default Bank Account Numbers (1-99)

Designate the default account number for each module.  This is the Account Number (1-99) and not the User Defined Sort.

Default Print Format (AP & PR)

Designate the default check printing format.  If a Bank Account specific format is entered, it will override this selection.