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Activant Acclaim Getting Started with the General Ledger General Ledger Suite: course 1 of 4

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Page 1: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Activant Acclaim

Getting Started with the General Ledger

General Ledger Suite: course 1 of 4

Page 2: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

This class is designed for…

Acclaim users responsible for setting up and maintaining the general ledger accounts for your company.

Page 3: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Overview

This course is designed to familiarize users with Acclaim General Ledger setup, including how to customize the Acclaim G/L accounts to suit individual company needs.

Page 4: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Objectives

Tailor the General Ledger to suit your business needsCreate and maintain a Chart of Accounts

Page 5: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

This course will NOT cover…

AutobatchesPreparing Budgets and Posting Batch OptionsFinancial ReportingGeneral Ledger Reporting and Closing procedures

Page 6: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

General Ledger Process

Set Up General LedgerLedger Company Options

Session Defaults

Set Up General LedgerLedger Company Options

Session Defaults

Enter Account InformationAccount Maintenance

Enter Account InformationAccount Maintenance

Enter TransactionsPosting Batch Options

Enter TransactionsPosting Batch Options

View HistoryHistory View Options

Report and Journal Printing Options

View HistoryHistory View Options

Report and Journal Printing Options

Close Fiscal Period or YearClosing Options

Close Fiscal Period or YearClosing Options

Page 7: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Set Up General Ledger

Set Company-wide Options

Set Company-wide Options

Define Account # Formats

Define Account # Formats

Define Fiscal Years

Define Fiscal Years

Set Autobatch Defaults

Set Autobatch Defaults

Set Up General LedgerLedger Company Options

Session Defaults

Set Up General LedgerLedger Company Options

Session Defaults

Page 8: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Enter Account Information

Create Account Information

Create Account Information

Edit Account Information

Edit Account Information

Change Account Numbers

Change Account Numbers Account RegistersAccount Registers

Copy Account Information

Copy Account Information

Delete Account Information

Delete Account Information

Enter Account InformationAccount Maintenance

Enter Account InformationAccount Maintenance

Page 9: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Enter Transactions

Print Batch Reports

Print Batch Reports

Create Posting Entries

Create Posting Entries

Create Recurring Postings

Create Recurring Postings

Edit Posting Batches

Edit Posting Batches

Post Batches to General Ledger

Post Batches to General Ledger

Copy & Delete Batches

Copy & Delete Batches

Enter TransactionsPosting Batch Options

Enter TransactionsPosting Batch Options

Page 10: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

View History

Posting Journal View

Posting Journal View

Transaction History ViewTransaction History View

View HistoryHistory View Options

Report and Journal Printing Options

View HistoryHistory View Options

Report and Journal Printing Options

Page 11: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Close Fiscal Period or Year

Delete Prior Period

General Ledger History

Delete Prior Period

General Ledger History

View/Reconcile Control Log

View/Reconcile Control Log Print Control LogPrint Control Log Fiscal Year End

ClosingFiscal Year End

Closing

Close Fiscal Period or YearClosing Options

Close Fiscal Period or YearClosing Options

Page 12: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Alternate Accounting Regions

Page 13: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Alternate Accounting Regions

REGION 1

GENERAL LEDGER

Group 1

Fiscal Year EndDecember 31

REGION 1

GENERAL LEDGER

Group 1

Fiscal Year EndDecember 31

REGION 2

GENERALLEDGER

Group 2

Fiscal Year EndMay 31

REGION 2

GENERALLEDGER

Group 2

Fiscal Year EndMay 31

REGION 3

GENERALLEDGER

Group 3

Fiscal Year EndSeptember 30

REGION 3

GENERALLEDGER

Group 3

Fiscal Year EndSeptember 30

REGION 4

GENERALLEDGER

Group 4

Fiscal Year EndJune 30

REGION 4

GENERALLEDGER

Group 4

Fiscal Year EndJune 30

Cannot generate reports for more than one region

Page 14: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number Options

Up to 24 characters / 8 breaks

X-XX-XXX-XXX-XXX-XXX-XXX-XXX-XXX

Sub-Section

Page 15: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number Options

01 – 180 – 001BRANCH – TYPE – ACCOUNT

Page 16: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number Options

QQ--MODEMODE--ONON

SINGLESINGLE--USER MODEUSER MODE

PROSHUTDOWNPROSHUTDOWN

Page 17: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number Truncation

Original Account FormatXX – XX – XXX – XXX00 – 01 – 440 – 080

----------------------------------------New Account Format

XX – XXX – XXX00 – 014 – 400

Page 18: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number Format

Page 19: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number Sub-sections

Page 20: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Control Log

Disable Disable Control Log Lock Potentially prevent posting activityWarn Warn before allowing posting activityOpen Allow posting activity

Disable Disable Control Log Lock Potentially prevent posting activityWarn Warn before allowing posting activityOpen Allow posting activity

Page 21: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Report Options

Page 22: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Negative

Trail Negative sign appears after figure Parentheses Negative figure displays in parenthesis ( )Bracket Negative sign appears in brackets [ ] CR “CR” appears after the Negative figureLead Negative figure displays before the figure

Trail Negative sign appears after figure Parentheses Negative figure displays in parenthesis ( )Bracket Negative sign appears in brackets [ ] CR “CR” appears after the Negative figureLead Negative figure displays before the figure

Page 23: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Credits

Negative Indicator displays for negative figures as specified in the NEGATIVE field setting

Absolute No indicators display for negative figures

Negative Indicator displays for negative figures as specified in the NEGATIVE field setting

Absolute No indicators display for negative figures

Page 24: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Show Zero Accounts

Page 25: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Fiscal Year Options

Page 26: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Fiscal Year Options

Fiscal YearCalendar

4/4/54 Week

Quarters

Page 27: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Calendar Method

January

Period 1

February

Period 2

March

Period 3

April

Period 4

May

Period 5

June

Period 6

July

Period 7

August

Period 8

September

Period 9

October

Period 10

November

Period 11

December

Period 12

Period 13

Adjustments

Period 14

Retained Earnings

Page 28: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Quarters Method

January

1st Quarter

February

1st Quarter

March

1st Quarter

April

2nd Quarter

May

2nd Quarter

June

2nd Quarter

July

3rd Quarter

August

3rd Quarter

September

3rd Quarter

October

4th Quarter

November

4th Quarter

December

4th Quarter

Period 13

Adjustments

Period 14

Retained Earnings

Page 29: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

4-Week MethodWeek 1 2 3 4

5 6 7 8

9 10 11 12

13 14 15 16

21 22 23 24

25 26 27 28

29 30 31 32

17 18 19 20

33 34 35 36

41 42 43 44

45 46 47 48

49 50 51 52

37 38 39 40

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12

Period 13

4th

Quarter

2nd

Quarter

3rd

Quarter

1st

Quarter

Period 14Adjustments &

Retained Earnings

Page 30: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

4/4/5 MethodWeek 1 2 3 4

5 6 7 8

9 10 11 12

13 14 15 16

21 22 23 24

25 26 27 28

29 30 31 32

17 18 19 20

33 34 35 36

41 42 43 44

45 46 47 48

49 50 51 52

37 38 39 40

4th

Quarter

2nd

Quarter

3rd

Quarter

1st

Quarter

Period 1

Period 2

Period 3

Period 4

Period 5

Period 6

Period 7

Period 8

Period 9

Period 10

Period 11

Period 12Period 13 &14

Adjustments & Retained Earnings

Page 31: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Year Length Options

Year Length364

364+Full

Page 32: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

31302928272625242322212019181716151413121110987654321

January

364 Days

Current Year

FollowingYear

31302928272625242322212019181716151413121110987654321

December

31302928272625242322212019181716151413121110987654321

January

31302928272625242322212019181716151413121110987654321

December

Page 33: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

31302928272625242322212019181716151413121110987654321

January

364+ Days

Current Year

FollowingYear

31302928272625242322212019181716151413121110987654321

December

31302928272625242322212019181716151413121110987654321

January

31302928272625242322212019181716151413121110987654321

December

Page 34: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Full

Extra Day

Period 14(Adjust & Retained Earnings)

Period 13

Period 12Period 11Period 10Period 9

Period 8Period 7Period 6Period 5

Period 4Period 3Period 2Period 1

Page 35: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Full – Leap Year

Extra DayExtra Day

4-WeekMethod

Period 14(Adjust & Retained Earnings)

Period 13

Period 12Period 11Period 10Period 9

Period 8Period 7Period 6Period 5

Period 4Period 3Period 2Period 1

Page 36: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Period 14(Adjust & Retained Earnings)

Period 13

Period 12Period 11Period 10Period 9

Period 8Period 7Period 6Period 5

Period 4Period 3Period 2Period 1

Full – Leap Year

Extra Day 1 Extra Day 2

4/4/5 Method

4-Week Method

Page 37: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

G/L History Options

Page 38: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Deleting a Fiscal Year

An account has activity in the fiscal yearA budget is based on the fiscal yearThe fiscal year is used in a reportThe fiscal year is being referenced by another user

Page 39: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Session Defaults

Page 40: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Enter Account Information

Set Up General LedgerLedger Company Options

Session Defaults

Set Up General LedgerLedger Company Options

Session Defaults

Enter Account InformationAccount Maintenance

Enter Account InformationAccount Maintenance

Enter TransactionsPosting Batch Options

Enter TransactionsPosting Batch Options

View HistoryHistory View Options

Report and Journal Printing Options

View HistoryHistory View Options

Report and Journal Printing Options

Close Fiscal Period or YearClosing Options

Close Fiscal Period or YearClosing Options

Page 41: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Maintenance Menu

Page 42: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

New Account Information

Page 43: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Entry Screen

Page 44: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number

Page 45: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Name

Page 46: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Reference

Page 47: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Master?

Page 48: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Source Summary?

Page 49: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Type

Asset Owned by the business Liability Debts of business/ Owner’s EquityIncome Revenue Earned Expense Amounts incurred

Asset Owned by the business Liability Debts of business/ Owner’s EquityIncome Revenue Earned Expense Amounts incurred

Page 50: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Subtype

ASSET LIABILITYCurrent CurrentFixed Other

Equity (Shareholder’s Equity)

ASSET LIABILITYCurrent CurrentFixed Other

Equity (Shareholder’s Equity)

Page 51: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Active?

Page 52: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Posting Type

Debit Credit

Debit Credit

Page 53: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Confidential?

Page 54: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Net Budget Amount Entry Screen

Page 55: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

IDA Chart of Accounts

DISTRIBUTORS INC. GENERAL LEDGER 08/02/02 12:33 PAGE 1

CHART OF ACCOUNTS LIST

ACCOUNT NUMBER ACCOUNT NAME REFERENCE TYPE SUBTYPE ACTIVE? POST CONF? MAST? SRC?

01-110-001 CASH-PETTY ASSET CURRENT YES DEBIT NO NO NO

01-110-002 CASH-PAYROLL ASSET CURRENT YES DEBIT NO NO NO

01-110-003 CASH-INVESTMENTS ASSET CURRENT YES DEBIT NO NO NO

01-220-001 NOTES PAYABLE LIABILITY CURRENT YES CREDIT NO NO NO

01-230-001 FEDERAL CORP. TAX PAYABLE LIABILITY CURRENT YES CREDIT NO NO NO

01-230-002 STATE CORP. TAX PAYABLE LIABILITY CURRENT YES CREDIT NO NO NO

01-310-100 STOCK SALES INCOME YES CREDIT NO NO NO

01-310-103 STOCK INCOME- PROD GRP 300 INCOME YES CREDIT NO NO YES

01-310-200 NONSTOCK SALES INCOME YES CREDIT NO NO NO

01-310-203 NON-STOCK INC- PROD GRP 3 INCOME YES CREDIT NO NO YES

01-310-300 DIRECT SHIPMENT SALES INCOME YES CREDIT NO NO NO

01-420-100 COST OF STOCK SALES EXPENSE YES DEBIT NO NO NO

01-420-200 COST OF NON STOCK SALES EXPENSE YES DEBIT NO NO NO

01-420-300 COST OF DIRECT SHIPMENT SALES EXPENSE YES DEBIT NO NO NO

01-420-400 COST OF SERVICE SALES EXPENSE YES DEBIT NO NO NO

01-420-500 STOCK COST CHANGE EXPENSE YES DEBIT NO NO NO

01-420-515 DAMAGED MERCHANDISE LIABILITY CURRENT YES CREDIT NO NO YES

Page 56: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Master and Sub-Accounts

Allows you to regularly distribute a posting to the same group of accountsPerformed automatically

Page 57: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Master/Sub-Account Example

WAREHOUSECost Center 3

ADMINISTRATIONCost Center 4SERVICE

Cost Center 2

SALESCost Center 1

Page 58: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

WAREHOUSECost Center 3

ADMINISTRATIONCost Center 4SERVICE

Cost Center 2

SALESCost Center 1

Master/Sub-Account Example

40%

30%10%

20%

Page 59: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

$400 $300 $200 $100

Master/Sub-Account Example

Cost Center 1Sales

Utilities

40%

Sub-Account01-440-591

Cost Center 4Administrative

Utilities

10%

Sub-Account04-440-591

Cost Center 3Warehouse

Utilities

20%

Sub-Account03-440-591

Cost Center 2ServiceUtilities

30%

Sub-Account02-440-591

Timely Supply

Master Utility Account00-440-591

ELECTRIC BILL$1,000.00

ELECTRIC BILL$1,000.00

Page 60: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Master/Sub-Account Screens

Page 61: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Master/Sub-Account Screens

Page 62: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Master/Sub-Account Screens

Page 63: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Master Account Rules

Sum of the percentages of the sub-accounts must equal 100%Does not have its own fiscal periodDoes not have its own net budget amountThe system automatically distributes the specified percentage of the posting to the appropriate sub-account

Page 64: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Sub-Account Rules

ASSET

MASTER ACCOUNT

ASSET

MASTER ACCOUNT

LIABILITY

MASTER ACCOUNT

LIABILITY

MASTER ACCOUNT

INCOME

MASTER ACCOUNT

INCOME

MASTER ACCOUNT

EXPENSE

MASTER ACCOUNT

EXPENSE

MASTER ACCOUNT

AssetSub-Account

AssetSub-Account

Liability Sub-AccountLiability

Sub-AccountLiability

Sub-AccountLiability

Sub-Account

Asset Sub-Account

Asset Sub-Account

ExpenseSub-Account

ExpenseSub-Account

Income Sub-Account

Income Sub-Account

Expense Sub-Account

Expense Sub-Account

Income Sub-Account

Income Sub-Account

Page 65: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Sub-Account Rules

MASTER ACCOUNTActive

MASTER ACCOUNTActive

Sub-AccountInactive

Sub-AccountInactive

MASTER ACCOUNTInactive

MASTER ACCOUNTInactive

Sub-AccountActive

Sub-AccountActive

√ x

Sub-AccountInactive

Sub-AccountInactive

Sub-AccountInactive

Sub-AccountInactive

Sub-AccountInactive

Sub-AccountInactive

Sub-AccountActive

Sub-AccountActive

Sub-AccountActive

Sub-AccountActive

Sub-AccountActive

Sub-AccountActive

Page 66: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Edit Screen

Page 67: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Number

Can only be edited in the Change Account Number

Option

Can only be edited in the Change Account Number

Option

Page 68: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Name/Reference/Master/ Source Summary

Once an account is defined as a regular or Master account, it cannot be

changed

Once an account is defined as a regular or Master account, it cannot be

changed

Page 69: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Type

No entries in the GL Posting JournalMaster or Sub-Account

No entries in the GL Posting JournalMaster or Sub-Account

Page 70: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Type

Liability AssetIncome Expense

Page 71: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Subtype

Editable if an Asset or Liability account

Editable if an Asset or Liability account

Page 72: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Active?

Cannot be a sub-account of an ACTIVE Master Account

If a Master Account, all sub-accounts MUST be activeIf…

Used in a batchDefined as an autobatch defaultProposed for deletion

Cannot be a sub-account of an ACTIVE Master Account

If a Master Account, all sub-accounts MUST be activeIf…

Used in a batchDefined as an autobatch defaultProposed for deletion

Page 73: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Posting Type/Confidential?

Page 74: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Masking

Extremely useful tool that can be used throughout the systemEstablishes a selected set of records by only specifying some of the characters of the record name“Wildcard”

Represents any or all characters@

Page 75: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Masking Example

01 – 440 – 12301 – 440 – 234 01 – 450 – 46802 – 440 –12302 – 440 – 23402 – 450 – 46203 – 440 – 12303 – 440 – 23403 – 450 – 465

01 – 450 - 10001 – 450 – 46802 – 450 – 46203 – 450 – 465

01 – 450 - 10001 – 450 – 46802 – 450 – 46203 – 450 – 465

01-450-100 @@-450-@@@

Page 76: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Copy Screen

Page 77: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Source Account #/Mask

Original Account #Original Account #

Page 78: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Destination Account #/Mask

Created Account #Created Account #

Page 79: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Copy Accounts

MasterRegular

Both

MasterRegular

Both

Page 80: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Change Sub-accounts?

Only if Master accounts are

included in the parameters

Only if Master accounts are

included in the parameters

Page 81: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Copy Budget Options

Page 82: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Copy Options

Use no maskMask only the destination accountMask parts of both source and destination accounts

Page 83: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

No MaskAccount name

Master Type Account Type

Sub-Type Confidential Active

Source Account 12-345-678 Destination Account AB-CDE-FGH

Page 84: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Mask Destination

SOURCE ACCOUNT

12-345-678

DESTINATION ACCOUNT

AB-CDE-FGH

MASKINGA@-@@@-@@@

NEW ACCOUNT NUMBER

A2 – 345 – 678

Page 85: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Mark Destination

Source Account 12-345-678 Destination Account A2-345-678

Account name

Master Type Account Type

Sub-Type Confidential Active

Page 86: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Mask Source & Destination

SOURCE ACCOUNT

MASKING12-@@@-@@@

01-345-47802-345-10012-345-67012-345-68012-345-02012-355-670

DESTINATIONACCOUNT

AB-CDE-FGH

MASKINGAB-@@-@@-@@@

NEW ACCT #sAB – 345 – 670AB – 345 – 680AB – 345 – 020AB – 355 – 670

Page 87: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Mask Source & Destination

Source Accounts Destination Account 12-345-670 AB – 345 - 67012-345-680 AB – 345 – 68012-345-020 AB – 345 - 02012-355-670 AB – 355 - 670

Account name

Master Type Account Type

Sub-Type Confidential Active

Page 88: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Failure Report

An account fails to copy due to duplicationNo destination sub-account exists

A warning will displayAny sub-account in a master account fails to be changed because a duplicate would be created

Page 89: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Fast Edit Account Information

Variable fast editUsed when varying information must be changed from account to account

Fixed fast editUsed to make the same change a range of accounts

Page 90: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Fast Edit Screen

Page 91: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Variable Fast Edit

01-120-100

A/R

Confidential

NO

01-220-001

Notes Payable

Confidential

NO

01-290-100

Retained Earnings

Confidential

NO

01-440-610

Salaries – Executives

Confidential

YES

Page 92: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Fixed Fast Edit

01-420-400Cost of Service Sales

Reference

01-420-300Cost of DS Sales

Reference

01-420-200Cost of NS Sales

Reference: EXP

01-420-100Cost of Stock Sales

Reference EXPENSE ACCOUNT

Page 93: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Fixed Fast Edit

01-420-400Cost of Service Sales

Reference

01-420-300Cost of DS Sales

Reference

01-420-200Cost of NS Sales

Reference: EXP

01-420-100Cost of Stock Sales

Reference EXPENSE ACCOUNT

Page 94: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Deleting Account Information

Page 95: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Deleting Account Information Options

Page 96: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Step 1

MARK THE ACCOUNT(S) FOR DELETION

01 – 580 – 20001 – 580 – 210 X01 – 590 – 20001 – 590 – 210 X

Step 2

CHANGE ACCOUNT TO INACTIVE

Page 97: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Step 3

PRINT A LIST OF ALL MARKED ACCOUNTS

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX01-590-210 NON STOCK ADJUSTMENTS

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX01-590-210 NON STOCK ADJUSTMENTS

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Step 4

CANCEL/UNMARK INCORRECTLY MARKED ACCOUNTS

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX01-590-210 NON STOCK ADJUSTMENTS

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX01-590-210 NON STOCK ADJUSTMENTS

Page 99: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Step 5

PERFORM THE ACTUAL ACCOUNT DELETIONS

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX

Page 100: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Step 5

+-------- Message --------+| Q-Mode must be enabled! || ----------------------- || <OK> |+-------------------------+

PERFORM THE ACTUAL ACCOUNT DELETIONS

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX

GENERAL LEDGER 08/15/02 08:18 PAGE 1PROPOSED ACCOUNT DELETIONS

ACCOUNT NUMBER ACCOUNT NAME

01-580-210 PREPAID LOCAL TAX

Page 101: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Deleting Restrictions

Account cannot be:ActiveIncluded in a batch/ has historyUsed as a basis account for budget calculationsUsed in a reportA sub-account Used as an autobatch defaultBeing viewed by another userUsed as a default account in Receivables/Payables On an uncommitted journal

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Scan Financial Reports For Account

Page 103: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Scan Financial Reports for Account Screen

Page 104: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Scan Sample

FINANCIAL REPORTS CONTAININGACCOUNT NUMBER 00-100-102

REPORT ID SECTION ID SECTION DESC AUGUST BAL SHEET BALANCE BALANCE SHEET

Page 105: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Change Account Number Option

Page 106: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Change Account Number Menu

Page 107: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Resequence Account Number Option

Page 108: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Resequence All Account Numbers

CD-EFG-HAB

Page 109: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

00 - 01 – 440 – 080

AB – CD - EFG – HIJ

Resequencing Account Numbers

Page 110: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

(2) (2) (3) (3)

To: AB – CDE – FGH 00-014-400(2) (3) (3)

Resequencing Example

Change from: AB – CD - EFG – HIJ 00-01-440-080

Page 111: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Resequencing Example

AB - CD - EFG - HIJ - AB

00 - 01 - 440 - 080 - 00

Page 112: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Resequencing Example

01 – 440 – 080 – 00EFG

EGF01 – 404 – 080 – 00

Page 113: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Account Register Options

Page 114: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

New Account Register

Page 115: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

New Account Register Sample

GENERAL LEDGER 08/09/04 08:46 PAGE 1ACCOUNT ENTRY REGISTER

ACCOUNT NUMBER DATE TIME USER IDACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST CONF?

01-490-200 08/09/02 16:35 JLCINCOME TAX-STATE NO NO EXPENSE YES DEBIT NO

01-490-100 08/09/02 16:35 WALINCOME TAX-FEDERAL NO NO EXPENSE YES DEBIT NO

01-470-700 08/09/02 16:35 MTLOTHER NON-RECURRING EXPENSES NO NO EXPENSE YES DEBIT NO

01-470-600 08/09/02 16:35 RMJPENSION COSTS-RETIRED EMPLOYEE NO NO EXPENSE YES DEBIT NO

01-080-001 08/09/02 13:30 JLCCASH-PETTY NO NO ASSET CURRENT YES DEBIT NO

GENERAL LEDGER 08/09/04 08:46 PAGE 1ACCOUNT ENTRY REGISTER

ACCOUNT NUMBER DATE TIME USER IDACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST CONF?

01-490-200 08/09/02 16:35 JLCINCOME TAX-STATE NO NO EXPENSE YES DEBIT NO

01-490-100 08/09/02 16:35 WALINCOME TAX-FEDERAL NO NO EXPENSE YES DEBIT NO

01-470-700 08/09/02 16:35 MTLOTHER NON-RECURRING EXPENSES NO NO EXPENSE YES DEBIT NO

01-470-600 08/09/02 16:35 RMJPENSION COSTS-RETIRED EMPLOYEE NO NO EXPENSE YES DEBIT NO

01-080-001 08/09/02 13:30 JLCCASH-PETTY NO NO ASSET CURRENT YES DEBIT NO

Page 116: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Edited Account Register

Page 117: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Edited Account Register Sample

GENERAL LEDGER 08/19/04 08:50 PAGE 1ACCOUNT EDIT REGISTER

ACCOUNT NUMBER DATE TIME USER IDOLD: ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST CONF?NEW: ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST CONF?

01-150-004 08/10/02 14:54 JLCPRE PAID CORP. TAX-STATE NO NO ASSET CURRENT YES DEBIT NOPREPAID CORP. TAX-STATE NO NO ASSET CURRENT YES DEBIT NO

01-420-660 08/03/98 15:53 RMJNON STOCK ADJUSTMENTS NO NO EXPENSE YES DEBIT NONON STOCK COST CHANGE NO NO EXPENSE YES DEBIT NO

01-420-550 08/08/98 15:48 DAKNON STOCK COST CHANGE NO NO EXPENSE YES DEBIT NONON STOCK ADJUSTMENTS NO NO EXPENSE YES DEBIT NO

GENERAL LEDGER 08/19/04 08:50 PAGE 1ACCOUNT EDIT REGISTER

ACCOUNT NUMBER DATE TIME USER IDOLD: ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST CONF?NEW: ACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE? POST CONF?

01-150-004 08/10/02 14:54 JLCPRE PAID CORP. TAX-STATE NO NO ASSET CURRENT YES DEBIT NOPREPAID CORP. TAX-STATE NO NO ASSET CURRENT YES DEBIT NO

01-420-660 08/03/98 15:53 RMJNON STOCK ADJUSTMENTS NO NO EXPENSE YES DEBIT NONON STOCK COST CHANGE NO NO EXPENSE YES DEBIT NO

01-420-550 08/08/98 15:48 DAKNON STOCK COST CHANGE NO NO EXPENSE YES DEBIT NONON STOCK ADJUSTMENTS NO NO EXPENSE YES DEBIT NO

Page 118: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Deleted Account Register

Page 119: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Deleted Account Register Sample

GENERAL LEDGER 08/20/04 08:53 PAGE 1ACCOUNT DELETION REGISTER

ACCOUNT NUMBER DATE TIME USER IDACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE?

POST CONF?

01-440-591 08/15/02 16:51 JLCHEAT, LIGHT, WATER, POWER NO NO EXPENSE NO

DEBIT NO

01-440-740 08/07/02 15:33 JLCSTATIONERY AND OFFICE SUPPLIES NO NO EXPENSE NO

DEBIT NO

00-440-590 08/08/02 9:46 RMJMASTER ACCT YES NO ASSET CURRENT NO

DEBIT NO

GENERAL LEDGER 08/20/04 08:53 PAGE 1ACCOUNT DELETION REGISTER

ACCOUNT NUMBER DATE TIME USER IDACCOUNT NAME REFERENCE MASTER SRC SUM? TYPE SUBTYPE ACTIVE?

POST CONF?

01-440-591 08/15/02 16:51 JLCHEAT, LIGHT, WATER, POWER NO NO EXPENSE NO

DEBIT NO

01-440-740 08/07/02 15:33 JLCSTATIONERY AND OFFICE SUPPLIES NO NO EXPENSE NO

DEBIT NO

00-440-590 08/08/02 9:46 RMJMASTER ACCT YES NO ASSET CURRENT NO

DEBIT NO

Page 120: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Changed Account Number Register

Page 121: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

GENERAL LEDGER 08/09/04 09:43 PAGE 1

ACCOUNT NUMBER CHANGE REGISTER

OLD ACCOUNT NUMBER DATE TIME USER ID NEW ACCOUNT NUMBER ACCOUNT NAME

00-440-001 08/09/02 9:43 RMJ 00-440-100 TIMELY SUPPLY INVT ACCT

GENERAL LEDGER 08/09/04 09:43 PAGE 1

ACCOUNT NUMBER CHANGE REGISTER

OLD ACCOUNT NUMBER DATE TIME USER ID NEW ACCOUNT NUMBER ACCOUNT NAME

00-440-001 08/09/02 9:43 RMJ 00-440-100 TIMELY SUPPLY INVT ACCT

Changed Account Number Register

Page 122: Activant Acclaim Getting Started with the General …This class is designed for… yAcclaim users responsible for setting up and maintaining the general ledger accounts for your company.Overview

Summary

You should now be able to:Tailor the General Ledger to suit your business needsCreate and maintain a Chart of Accounts

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For More Information…

Acclaim Help Files

Visit Activant on the web: www.activant .com

Browse DocumentationGeneral Ledger Manual

Search the Solutions database

View Educational Services course offerings

Enter a Support case

Email Professional Services Sales: [email protected]