Chapter 4: Working with Chart of Accounts (WCA)

Purpose: Use the Chart of Accounts function to add or maintain chart of accounts and their descriptions.

The Chart of Accounts is comprised of entities, divisions, and general ledger account numbers. You need to create records in the Chart of Accounts file in order for information to post to the General Ledger Interface file.

Generating charts of accounts: You can use the Generate Chart of Accounts menu option (fast path = GCOA) to generate a chart of account record for every possible combination of entity, division, and general ledger number in your company that does not already exist. See Generate Chart of Accounts (GCOA)

In this chapter:

• Work with Chart of Accounts Screen

• Create Chart of Accounts Screen

• Change Chart of Accounts Screen

• Display Chart of Accounts Screen

• Generate Chart of Accounts (GCOA)

Work with Chart of Accounts Screen

How to display this screen: Enter WCA in the Fast Path field at the top of any menu or select Work with Chart of Accounts from a menu.

ACR0019 DISPLAY Work with Chart of Accounts 1/07/94 11:14:08 Mail Order Company   Opt Entity Div Account Description ____ __ ________ ______________________________   Type options, press Enter. 2=Change 4=Delete 5=Display   100 01 10060000 MO LATE WINTER SALES 100 01 10060100 MO LATE WINTER MERCHANDISE 100 11 10060000 MO SPRING SALES 100 11 10060100 MO SPRING MERCHANDISE 200 01 10060000 RET LATE WINTER SALES 200 01 10060100 RET LATE WINTER MERCHANDISE         F3=Exit F6=Create F12=Cancel F21=Print List F24=Company Select

Field	Description
Entity	A code that represents the entity. Numeric, 3 positions; optional.
Div (Division)	A code that represents the division. Numeric, 2 positions; optional.
Account	The General Ledger (G/L) account number. Numeric, 8 positions; optional.
Description	The description of the chart of accounts. Alphanumeric, 30 positions; optional.

Screen Option	Procedure
Create a chart of accounts	Press F6 to advance to the Create Chart of Accounts Screen.
Change chart of accounts information	Enter 2 next to a chart of account to advance to the Change Chart of Accounts Screen.
Delete chart of accounts information	Enter 4 next to a chart of account to delete it.
Display chart of accounts information	Enter 5 next to a chart of account to advance to the Display Chart of Accounts Screen.

Create Chart of Accounts Screen

Purpose: Use this screen to create a chart of account.

Create a chart of accounts: At the Work with Chart of Accounts Screen, press F6.

ACR0015 ENTER Create Chart of Accounts 1/07/94 13:52:33 Mail Order Company   Entity number . . . . . . . . . . . ___ Division . . . . . . . . . . . . . . __ Account # . . . . . . . . . . . . . ________ Description . . . . . . . . . . . . ______________________________ Cross reference # . . . . . . . . . _________________________________                         F3=Exit F12=Cancel

Field	Description
Entity number	A code that represents an entity. Validated against the Entity file; see Chapter 1: Working with Entities (WENT). Numeric, 3 positions. Create screen: required. Change screen: display-only.
Division	The code that represents a division. Validated against the Division file; see Chapter 3: Working with Divisions (WDIV). Numeric, 2 positions. Create screen: required. Change screen: display-only.
Account #	A G/L account number. Validated against the G/L Accounts file; see Chapter 2: Working with G/L Accounts (WGLA). Alphanumeric, 8 positions. Create screen: required. Change screen: display-only.
Description	The description of the chart of accounts. Alphanumeric, 30 positions; required.
Cross reference #	This is the chart of accounts number from your General Ledger system. Complete this field only if the chart of account number on your General Ledger system and the chart of account number on your CWDirect system are different. The cross reference number is the link between the two systems. Numeric, 31 positions; optional.

Change Chart of Accounts Screen

To change: Enter 2 next to a chart of account at the Work with Chart of Accounts Screen to advance to the Change Chart Of Accounts screen. At this screen you can change any information except the chart of accounts. See Create Chart of Accounts Screen for field descriptions.

Display Chart of Accounts Screen

To display: Enter 5 next to a chart of accounts at the Work with Chart of Accounts Screen to advance to the Display Chart Of Accounts screen. You cannot update any information on this screen. See Create Chart of Accounts Screen for field descriptions.

Generate Chart of Accounts (GCOA)

Generating charts of accounts: Use this menu option to generate a chart of account record for every possible combination of entity, division, and general ledger number in your company that does not already exist. This menu option submits the job GEN_COA. Charts of accounts generated through this menu option use the general ledger account number’s description for the chart of accounts description. The cross reference number is blank. See Create Chart of Accounts Screen for more information on these fields.