Accounts

This is where you set up and maintain the Chart of Accounts.

Select Setup>Accounts.

Account Tab

• Lookup—This is the identifier for the account that appears in the drop-down fields of input windows such as Quick Check and Enter Payable Invoices. Lookup can be a number, an abbreviated name, or both. A numeric Lookup is recommended for optimum data entry proficiency.

• Name—This is the name or title of the account.

• Description—This can be the same as the Name, or can be used to identify accounts with each other. For example, Cash in Bank - Operating and Cash in Bank - Payroll are the Names of two accounts that both have the Description of Cash in Bank. The balances in these two accounts may be combined and printed as one amount on the Balance Sheet depending on option settings.

• Classification—This is used to identify the accounting purpose of accounts. Select the classification from the list that best describes that accounting purpose of the account. A Statistic classification is used for posting non-monetary values, such as the number of days open for the month or customer count. Classifications may not be added, but may be renamed. Use Setup>Verbiage to rename a classification.

• Type—This is used to identify some accounts for a particular function. For example, all checks written in the Quick Check window are posted to and affect the balance of checking accounts. For an account to appear in the Bank Account list at the top of the Quick Check window, it must have the Type of Checking. Similarly, the accounts in the Account list at the top of the Enter Payable Invoices window have the Type of Accounts Payable. All accounts that do not have a special purpose are Ledger type.

  Note: There must be one account set up with a Classification of Capital (or equivalent) and a Type of Prior Profit/(Loss) and one account with a Classification of Capital (or equivalent) and a Type of Profit/(Loss) for the equity section of the balance sheet to foot properly. The Retained Earnings, Accumulated Adjustments, or Capital account is usually the Prior Profit/(Loss). The Profit/(Loss) account shows the current year profit or loss on the balance sheet.

• Status—This is used to set an account as Active or Inactive. Setting an account to Inactive removes it from drop-down list of accounts without totally removing it from the chart of accounts.

• Track Qty—This activates the ability to record quantity values along with monetary values. Qty is used for payroll items where hours are tracked. Qty is also frequently used in industries such as gas or service stations, where tracking the gallons of gasoline along with the dollars is important.

Bank Tab

Use the Bank tab to record the information necessary for printing checks to blank check stock.

1. Select the Account (must be checking type) for which checks will be printed.

2. Select the Bank tab.

3. Select the Type of account from the drop-down list. This must be accurate if you are going to create a NACHA file for this account.

4. Enter the Account # to print on the MICR line on blank check stock. Do not enter any of the special MICR characters unless there is one embedded within the account numbers. Use the following capital letters to represent the MICR characters.
   A =
   B =
   C =
   D =

5. Enter the nine-digit Routing # to print on the MICR line on blank check stock. Do not enter the symbols before and after the routing number.

6. Enter the ABA # to print on blank stock. This is the number that looks like a fraction and prints on the fact of the check.

7. Enter the Deposit Routing # if deposit slips will be printed on blank stock and the routing number is different from the check routing number.

8. Enter Bank information on the right side of the window to print on blank stock.

9. Check Escrow Account and enter the Account Owner Name and Account Owner EIN if these fields are required in the NACHA file.
   

Signature Tab

To print checks with a signature:

1. Scan a signature to a file or obtain a scanned signature file. Make sure that the image file is cropped so that there is as little blank space around the signature as possible. Save the file as a BMP, GIF, JPEG, PNG, or TIFF.

2. Click the Signature tab for the appropriate bank account

3. Click Load and browse for the signature image file. Change the File Type at the bottom of the Windows file open dialog box to the appropriate image file type.

4. Highlight the desired file and click Open.

5. Click the Save or Save and Close icon at the top of the window.

When any check for this account is printed, the scanned signature will appear in the signature area of the check.

Show History

Click Show History to open the Search Transactions window. The account you are on will be selected in the Account list filter.