G/L Entries Window

The General Ledger entries window contains all journal entries created, posted and unposted. It is accessed through the Accounting >> General Ledger >> G/L Entries menu.

The G/L Entries List Window opens.

For more information on the G/L Entries Detail window, click here.

G/L Accounts Window

The General Ledger Chart of Accounts contains all the accounts which have been setup in the G/L. Both the active and inactive accounts can be displayed using the selection field at the bottom of the window. The Chart of Accounts can be accessed through the Accounting >> General Ledger >> G/L Accounts menu.

The G/L Chart of Accounts Window opens.

Click here, for a description of the General Ledger Accounts window.

Transaction List Window

You use the General Ledger Transaction History List window to access specific transactions based on your lookup. The General Ledger Transactions List Window is accessed through the Accounting >> General Ledger >> Transactions List menu.

The G/L transaction List Window opens.

For more information on the G/L Transaction History window, click here.

Handling Year End Rollover

Before beginning the Year End Rollover be sure to complete the final End Of Day routine for the current year; generating the final deposit, creating all sales entries, posting to the G/L and creating any G/L reports that are traditionally required.

Make a back-up of both the database and the current version of the Theatre Manager program (the entire Theatre Manager folder). Do not interrupt the process once you start it - ever - without contacting Arts Management Support. You need to wait until the next fiscal year to run the rollover in order to capture internet sales through to midnight. It cannot be run prior to the actual end of year, but must be run before any donations are entered in the new fiscal year.

What is a Year End Rollover?

Year End Rollover is the conversion of the general ledger from one fiscal accounting period to the next causing three things to happen:

• It copies the current year monthly totals into the previous year monthly totals.
• It looks at the current year donation totals for each patron and consolidates with prior years donation totals.
• It consolidates any G/L entries that are older than six years into one single GL entry total for the 6th year.

When to do the Year End Rollover?

Year End Rollover does not have to be done on the last day of the season. However, you will not be able to post to the General Ledger at the End Of Day until the Year End Roll Over has been completed. Therefore, it is recommended that the YERO be run as close as possible to the actual year end - meaning, after the close of business on the final day of the Fiscal Year, or before any new business on the first day of the new Fiscal Year. It should be done once the organization has printed any/all of the financial reports that may need to be kept. Any of the reports the organization may need that are listed in the G/L section of Reports. The organization does not have to run any ticket reports, donation reports, or any other aspect of the system because they are not dependent on fiscal year.

If the organization has not run a Year End Rollover, the user will receive a message when trying to post . This message indicates that some sales or deposit postings were not done because they are in the next fiscal year. This gives time to print the G/L reports and make adjustments.

If the organization has not run a Year End Rollover, any donations entered after the start of the new fiscal year will be booked into the past fiscal year. If the intention of a donation is to be in the NEW fiscal year, then the Year End Roll Over must be completed first.

If the organization does a Year End Rollover and still needs to make manual adjustments to the G/L, they can be done to the prior year and then print a G/L report for the prior year (because of the roll over, the current year moved to the prior year). This means the user can still get any financial information needed.

How to do the Year End Rollover?

Only run the Year End Rollover routine when the organization is ready and/or if the user is prompted to by the End Of Day Wizard, which indicates that Theatre Manager is unable to post 'next' year's sales and deposit entries.

1. Stop all sales, including any web listeners you may have running.
2. Make a backup of the database and current version of the Theatre Manager program on ZIP disk (or some other backup mechanism) to archive away for the year.

   It is critical that you move the backup you make to a folder other than the usual "Backups" folder. Part of the backup script is a housekeeping routine that erases backups after a specified time period (30 days is the default). If you don't move your year end backup to another folder, at the end of the specified time period, the year end backup will be deleted. We recommend creating a new folder called "Yearly Backup" and moving the year end backup to that folder.

   That means the organization will have a year end copy of the database. Keep this for as long as needed.

   This backup could be restored to a second database and accessed via Theatre Manager if you need a point-in-time view for audit purposes and reports.

3. Use the Accounting >> General Ledger >>Year End Rollover menu.

   

4. Check off all items in the 'check list' section to confirm that you completed them and/or have the data and that you are ready to continue the Year End Rollover.

   

   The check list contains a list of things that you should do (such as reports) before starting the rollover. Please make sure you do all the steps that you need before continuing.

   The check box in the 'Optional Steps' at the bottom of this window to roll over events should ONLY be checked if you defer revenue only from one "season" to another "season". Do not check this if you roll over your deferred revenue for an event at the time of the event occurs. If you normally see your deferred to earned revenue get reported in your End-of-Day reports through out the year after each performance/event, then do not select this option box during this process

5. Click the Perform Year End Rollover button to continue.

With regard to the optional step: If you are deferring revenue in the current season for sales to the upcoming season, this option will reallocate all revenue collected thus far as deferred and will transfer that amount to earned revenue for the upcoming season. This option cannot be undone. If you select this option, all events will operate on an Earned Income (Cash) basis. If you have any questions about this optional step, please contact your Accountant for clarification first, then ArtsManagement Systems support prior to selecting it and running the YERO.

Caution - This option is not typically chosen in that it is irreversible once you run the Year End Roll Over.

6. A window opens confirming you are ready to run the Year End Rollover.

   

THIS PROCESS MAY TAKE A LONG TIME AND SHOULD NOT BE INTERRUPTED. EVEN THOUGH IT APPEARS AS THOUGH THEATRE MANAGER IS NOT RESPONDING, DO NOT QUIT THE PROCESS. if you do force quit, you will need to restore to the backup and start again. Your Year End Roll Over may take less time. It depends on how many transactions were processed during the year. Large databases with millions of transactions will take overnight. Smaller databases may take as little as 5 - 10 minutes.

7. A confirmation window opens stating the Rollover is complete.

   

Creating a Deposit Entry

For cash control, an employee’s cash receipts should be balanced to their sales on a daily basis.

If credit card payments are deposited into separate bank accounts, they may require a separate deposit number. A single type of payment method is used to identify each sales. Theatre Manager can quickly remove a particular payment method from the daily deposit using the delete button. Highlight the payment method to be removed from the deposit, click the delete button, and the deposit total is automatically recalculated. Your accounting polices and practices will determine how to develop the deposit totals.

1. Open the Bank Deposits window via the Accounting >> Receivables >> Bank Deposits menu.

   The payment selection criteria window opens.

   

2. Confirm the time period for which the deposit is to be created.

   Set the ending date to select all payments which have not been deposited. The current date will automatically be displayed in the date filed on the message window.

   When balancing is done the day of the sales, the date used will be the current date. When balancing is done the day after the sales, the date used will be the previous day’s date. If correcting ticket orders caused new payments, then the date used will be the current date -- when this is performed, new payments that have been entered will be included in the payment selection and may have to be removed.

   It is recommended that if the balancing is performed the day after the ticket sales, then new payments are not entered until the previous days payment receipts are balanced. This will prevent mixing payments for two separate time periods in the same deposit. If new payments have been entered, the new payments should be identified and removed from the deposit before it is created.

3. Click the Deposit button.

   The Deposit Window will now be accessible.

   

   For more information on the Deposit window, click here.

4. Verify that the payments listed match the payment receipts in hand.

   Before continuing with the deposit process, remember to balance the actual receipts to the daily receipts shown in the deposit window. 

5. Remove any payments from the list which are not to be deposited.
6. Click the Step 2 button.

   The second step of the Deposit window will open.

   

7. Verify that there are no warnings listed at the top of the window.

   

8. Enter any shortages or overages for the Box Office and Concessions.

   

9. Set the preferences for the reports to be printed.

   

10. Click the Deposit button to finish.

The Receivables List Window

The Receivables List window is used to review all patrons with balances in the Accounts Receivable ledger.

Parts of the Receivables List Window

	This function is unavailable in this window.
	Opens the Patron record for the selected patron.
	This function is unavailable in this window.
	This function is unavailable in this window.
	Prints a list of the patrons in the Receivables List window.
	Exports the list of patrons in the Receivables List window into a TXT document for use in another program.
	Opens the Patron record for the selected patron.
	Rebuilds the selected order to verify that it is in balance.
	Runs the Order and Transaction reports to verify that all orders listed are in balance.
	This function is not yet implemented.
	The different ways to search the window.
	Begins a search based on the parameters in the From and To fields.
Patron #	The patron number of the patron.
First Name	The first name of the patron.
Last Name	The last name of the patron.
Company	The company of the patron.
Order #	The order number associated with the listing.
Balance	The total balance owed by the patron.
Credit	The total credit amount owed to the patron.
Tix Balance	The amount of the balance that is owed for tickets.
Donation Balance	The amount of the balance that is owed for donations.
Age	The length of time that order has been past due.
Notes	Any notes associated with the order.
Deposit Date Due	The original date that deposit was due.
Final Date Due	The original date the final payment was due.
Inv Date	The original invoice date.
Order PO #	The PO number associated with the order.
Sold By	The user that sold the order.

Employee Till Balancing

The Till Balance feature is very simple to use and allows you to have all employees balance their own tills at the end of each shift, which will speed up the End of Day and remove the room for error when employees may have already left for the day.

1. Open the Till Balance window.

   

2. If this employee has had one or more shifts since the payments have been deposited, the following window will appear (if not, proceed to step 4).

   

   When a shift's till is created, it is assigned a unique number. If the employee has entered one or more payments since the last time they balanced a till, and the payments have not been posted, the employee will have the option to assign the payments to the same till as they previously balanced, or to create a new shift till for the unbalanced payments.

3. Select the Shift # and click the OK button.

   This will open the Till Balance window.

   

   For more information on the Till Balance window, click here.

4. Once all payments are marked as being in the till a number should appear under the Till # column. The Imbalance column at bottom left will also have $0.00 for each item.

   

5. Click the Balance button.
6. Mark which report to print and click the Reports button.

   The Till Summary is suggested.

   

7. Bundle the Till Report with the monies that were received by the employee until the time that the deposit is run.

End of Day What to Expect

It is important to close out the daily transactions and balance Theatre Manager on a frequent basis. If this occurs 365 days each year and the GL entry created by Theatre Manager is posted to the organization's accounting system, there should be no problems with the annual audit. This is based on making the GL entries in the accounting software exactly the same as TM creates them.

Theatre Manager is an accrual accounting system! The Accounts Receivable account (A/R) is a revolving account to manage sales and payments. Each sale (ticket, donation or pass) increases the sales account for that item AND increases the A/R account. When the payment is received, the asset account for that payment is increased while A/R is decreased. If everything is paid for, then the net change to A/R on a daily basis will be zero. If an item is not paid for (i.e. pledge, group ticket sale, or reservation), there will be an increase in A/R on that day. At some subsequent day, once the order is paid for, there will be a decrease in A/R.

Typical GL Entries Seen at End of Day

Posting Type	Debit	Credit	GL Entry Type
Sales of Items
Ticket Sale	A/R	Deferred Revenue for Event	Sales Posting (SP-xxxxxx)
Donation	A/R	Earned Income for Donation Campaign	Sales Posting (SP-xxxxxx)
Pass or Gift Certificate Sale	A/R	Liability for unused Passes	Sales Posting (SP-xxxxxx)
Membership Sale	A/R	Earned Income for Membership	Sales Posting (SP-xxxxxx)
Payments
Credit Card, Check or Cash Payment	Visa, MCard or Bank account	A/R	Deposit (DP-xxxxxx)
Redemption of Pass	Liability for unused Passes	A/R	Deposit (DP-xxxxxx)
Transfer to Restricted Account	Asset Account for restricted donation campaigns	Main Bank Account	Deposit (DP-xxxxxx)
Automatically Generated Postings
On day after event, transfer from deferred to earned revenue	Deferred Revenue for Event	Earned Income for Event	Sales Posting (SP-xxxxxx)
On year end Rollover	Deferred income for donations dated in a future fiscal year	Earned Income for the campaign	Sales Posting (SP-xxxxxx)
Manual GL Adjustments
Adjustments to GL	Any Account, usually not A/R	Any Account, usually not A/R	GL-xxxxxx

End of Day Wizard Window

Since Theatre Manager treats sales and payments as separate items, the user needs to do four steps each day to balance. We recommend completing all steps by the end of the day -or- next morning prior to the day's sales.

Parts of the End of Day Wizard Window

	The calculator located in the upper right hand corner of the window is used to track where the balance stands as the user progresses through the End of Day process.
	The Deposits tab is used for creating deposits to send to the bank. For more information on the Deposits tab, click here.
	The Sales Entries tab is used to journalize all sales entries to the General Ledger. For more information on the the Sales Entries tab, click here.
	The A/R Balance tab is used to journalize all outstanding A/R to the General Ledger. For more information on the A/R Balance tab, click here.
	The Reports tab is used for printing reports when the End of Day process is complete. For more information on the Reports tab, click here.

Using the End of Day Wizard

The End of Day wizard is very simple to use and allows the user to process all necessary accounting transactions from one location. There are three steps in using the End of Day wizard: Depositing Funds, Creating Sales Entries and Posting the Accounts Receivable.

1. Open the End of Day Wizard window.

   For more information on accessing the End of Day wizard, click here.

   

   For more information on the End of Day Wizard window, click here.

2. Start at the Deposits tab which will be blank. Click the Deposit Funds button.

   The Bank Deposits window will open.

   

3. Enter the date up to which the user would like to make the deposits.
4. Click the Deposit button.

   This will open the Deposit window.

   

   For more information about the Deposits window, click here.

5. Click the Step 2 button to continue with the deposit.

   This will open the Confirm Deposit window.

   

   If the Box Office or Concession tills have an overage or shortage, fill the fields with the correct amount to show it as over or short.

6. Click Deposit to continue with the transaction.

   The Deposit Confirmation window will open..

   

7. Click the Deposit button to continue.

   Any reports selected will be generated to the screen for printing. The user will be returned to the End of Day Wizard window with the deposits displayed.

   

   To continue the End of Day process with adding Sales Entries, click here.

The End of Day Balance Reports

Reports are the best way to find an imbalance in the GL. The reports section, provided in the End of Day Wizard, are the most commonly used accounting reports. To view all Accounting Reports Click Here.

1. Click the Reports tab in the End of Day wizard.

   

2. Double click on the report(s) to be printed.

   The reports will be generated on the screen. Click the Print button on any reports that the organization may want paper copies of.

   Once all reports have been printed, and there is no imbalance, the End of Day process is complete. Congratulations!

Troubleshooting End of Day Wizard Problems

This page describes what to do if trying to solve end of day problems that prevent posting to the General Ledger. If any one of the steps in this section below does not fix the out-of-balance problem, try the next step or the other sections

Also, note the 'Create Sales Entries' process in the end of day wizard actually takes two passes at checking for an imbalance. If your venue is not busy, this will handle most end of day issues automatically. However, if it does not -AND- you are having an extra busy day, then re-running the 'Create Sales Entries' can catch any sales that straggle in and counts them.

If your issue is:

• You received a deposit in process message when attempting to use the end of day, refer to resetting end of day in Company Preferences to reset all end of day settings (Normal approach) -or-

  You can reset the 'deposit status' for the specific merchant account in merchant setup (This avoids resetting all merchant accounts and the overall EOD in progress setting).

• Matching a deposit to PC Charge, please refer to solving PC Charge Imbalance.
• Making the end of day balance go to zero so you can post, please refer to correcting an imbalance to resolve the problem
• The inability to post to the general ledger after balancing, please refer to cannot post to the General Ledger
• you receive a message indicating that some orders are being sold, you might need to clear some of them to get end of day to balance.

Daily Change in A/R and the End Of Day

There are two reports that can be compared while performing the End Of Day to determine which event / play(s) and/or payments caused an A/R Balance to show in the End-Of-Day process, yet there needs to be significant care used when comparing the reports and an understanding of their meaning.

The first is the GL Journal Entry Summary By Account. This is the first report recommended that all venues run on a daily basis to inform the Accounting department of the GL Transactions made by Theatre Manager. It is a complete account of all sales and payment activity entered into Theatre Manager for a period of time. An example of a GL Journal Entry Summary By Account report appears below:

The other report that can be used is the Payment Summary - Sales Transaction Allocation report. The AR amount on the Sales Transaction report fluctuates as the days progress, as tickets are sold and payments are received. Tickets sold, but not paid for, payments taken for tickets sold previously, ticket exchanges/upgrades/downgrades, or ticket refunds affect the Daily Change in AR. Therefore the Sales Transaction Allocation report cannot be used as an accurate measuring stick for allocating sales revenue to an event / play based on the payments received. An example of the Sales Transaction Allocation report appears below:

The critical piece to compare is the date - and time - range of the two reports. In order to do this, you will need to look at the General Ledger postings to find when the last posting in the previous End of Day occurred.

1. Go to the Accounting>>General Ledger>>GL Entries menu.

   

2. Search for the Journal entries for a week or so prior to the last End Of Day.

   

3. Sort the report by the Date Posted column.

   This will group the transactions in the order they were posted (matching each End-Of-Day process).

   The listing shows the last posting of the previous End Of Day was on May 2, 2011 at 2:15 PM. The Sales Transaction report, therefore, needs to start at least one minute after the last posting (2:16 PM).

   

4. Open the Sales Transaction Allocation report.

   Enter criteria to obtain transactions from 2:16 PM (one minute AFTER the previous End Of Day).

   

5. Run the Sales Transaction Allocation report.

   The Sales Transaction Allocation report will now match the GL Journal Entry Summary by Account report.

The General Ledger Entries Window

This window is accessed through the Accounting >> General Ledger >> G/L Entries menu. The window displays the transactions which have been posted to the G/L during the times defined in the search criteria.

Parts of the G/L Entry Window

	Begins the creation of a new general ledger entry. For more information on creating manual entries, click here.
	Opens the selected entry in the G/L Entry Detail window. For more information on the G/L Entry Detail window, click here.
	This function is unavailable in this window.
	This function is unavailable in this window.
	Prints a copy of the currently selected entry.
	Exports a copy of the currently selected entry. This only exports the listed entry. For a detailed export of the entry, use the Export G/L button.
	Reverses or unposts the currently selected entry.
	Opens the selected entry in the Transaction History window to allow the user to see all transactions incorporated into the entry. For more information on the Transaction History window, click here.
	Exports the detail of the selected entry. For more information on using the Export G/L function, click here.
	The search criteria options available for the window.
From To	The search criteria to be used for the search.
	Begins the search process.
Include:	The types of accounts to be included in the search. Check the box next to the ones to be included.
Date	When the entry was added to the General Ledger.
Journal #	The journal number assigned to the entry.
Description	A brief description of the entry.
Debit	The amount which was debited.
Credit	The amount which was credited.
Date Posted	The date which the entry was posted.
# Trans	The number of transactions which the entry is composed of.
Exported	Notes whether the entry has been exported or not.

Creating Manual GL Entries

Manual G/L entries are most commonly used to correct an entry when an incorrect G/L account is selected. They can also be used to account for expense transactions that take place outside of Theatre Manager.

 

1. Click the GL Entries button at the top of the window.
2. Click the New button at the top of the All Journal Entry Types window.
3. Adjust the date if required.
4. Enter a Description for the entry.
5. Enter a detailed note indicating the reason for the entry.
6. Click the Save button at the top of the window.
7. Click the New button in the lower left corner of the G/L Entry Detail window.
8. Click the account icon to the right of the Account field.
9. Select the CREDIT G/L account.
10. Click the Select button in the lower right corner to select the account number.
11. Enter the Amount of the CREDIT.
12. Click the OK button.
13. Click the New button in the lower left corner of the G/L Entry Detail window.
14. Click the account icon to the roight of the Account field.
15. Select the DEBIT G/L account.
16. Click the Select button in the lower right corner to select the account number.
17. Enter the amount of the DEBIT.
18. Click the OK button.

 

Depending on the date, the entry will be posted the next time the End of Day Wizard is run and the Post to G/L step is taken.

General Ledger Entry Detail Window

The General Ledger Entry Detail window is used for creating new G/L entries and examining posted entries.

Parts of the G/L Entry Detail Window

	Begins the creation of a new general ledger entry. For more information on creating manual entries, click here.
	Saves the general ledger entry.
	Duplicates the general ledger entry.
	Reverts to the last saved version of the general ledger entry.
	Deletes the general ledger entry.
	Prints a copy of the general ledger entry.
	Checks the spelling of all text entry fields.
	Reverses or unposts the currently selected entry. For more information on using the Unpost function, click here.
	Opens the selected entry in the Transaction History window to allow the user to see all transactions incorporated into the entry. For more information on the Transaction History window, click here.
	Exports the detail of the selected entry. For more information on using the Export G/L function, click here.
G/L Entry Date	The date the entry was created.
	A mini-calendar for the purpose of date lookup.
Journal #	The journal entry number for the general ledger entry.
Description	A short description of the entry.
Note	A more detailed description of the entry.
Date Posted	The date the entry was posted to the general ledger.
# Transactions	The number of transactions included in the entry.
Source	The source of the entry.
	The G/L Detail tab is used for adding the debits and credits to the different general ledger accounts. For more information on the G/L Detail tab, click here.
	The Transactions tab is used to see all transactions that are incorporated into the entry. For more information on the Transactions tab, click here.

Creating a General ledger Sales Entry

The Revenue Date Ending is be the last revenue date orders are to be selected for the sales entry. Orders which have been realized as revenue and have not been journalized will be selected if they are on or prior to this date. Refer to Default Data General Ledger Setup for more information on determining when an order is realized as revenue. The current date will automatically be displayed in the revenue date field.

When balancing is done the day of the sales, the date used will be the current date.

When balancing is done the day after the sales, the date used will be the previous day’s date -- the date the sales were entered. If correcting ticket orders caused new ticket orders, ticket exchanges, or ticket refunds, then the date used will be the current date -- when this is performed, new ticket sales that have been realized as revenue will be included in the sales entry creation.

It is recommended that if the balancing is performed the day after the ticket sales, then new ticket sales are not entered until the previous days sales are balanced. Creating the sales entry creates a general ledger entry that summarizes the sales revenue. A separate entry is created for each date which sales, exchanges, and refunds were recorded. When the entries are created daily and no corrections are made after posting, only one entry per day is created. When entries are created the day after sales, and corrections caused new orders, exchanges, or refunds to be created, two sales entries will be created for the same revenue date. One entry is created for the date of the original sale and the second entry is for the corrections entered the day after. The two sales entries must be manually combined when balancing to the deposit entry. If several days passed since the last Create Sales Entry was created, several sales entries are created, one for each day ticket activity was recorded.

1. Open the Create Sales Entry window via the Accounting menu.

   

   The Journal Entry Types window will open.

   

2. Click the New button.

   A G/L Entry Detail window will appear

   

3. Enter the appropriate information and click the Save button.

   The sales entries will be created and journalized to the GL.

Exporting General Ledger Entries

Exporting General Ledger Entries allows you to take the entries and import them into your accounting software package. 

1. Access to the G/L Entries is through the Accounting >> General Ledger >> G/L Entries menu.

   

2. Set the date in the To and From fields for the transactions to be exported, and click the Search button.
3. Select the entries to be exported.
4. Click the Export G/L button.

   This will open the user's operating system's Save dialog.

5. Enter a filename to save the export under and click the OK button.

   

   The file will now be saved in Tab Delimited format for import into another program. Please reference the program's help section for information on importing.

   

Correcting Transactions in the G/L

The Transaction Detail displays all information pertaining to a specific transaction. To view the detail of a particular transaction, select the transaction tab on a Patron's record and double click on the transaction. For more information on accessing the Patron Transaction tab, click here.

in order to make a correction to transactions the user MUST have a Master Users status in Theatre Manager. T same transaction history list can be accesses from many places in Theatre Manager such as the End of Day wizard, Plays & Dates, GL Entry Window, etc. The contents of the transaction list varies depending on the route used to access it.

1. Click the button from the patron window.

   The Transaction History Record will appear.

   

   Click the Search button to view all transactions.

2. Double Clicking on the selected transaction will open the Transaction Detail window.

   

3. Click Duplicate and Reverse button.

   A transaction can be duplicated (and reversed) to make a correction to a transaction that has already been journalized to the General Ledger. The result of duplicating a transaction is an un-posted journal entry which reverses the debit or credit result of the original transaction. This un-posted journal entry will be journalized the next time an End of Day, Create Sales Entry routine is generated.

   

   Click the No Button to cancel duplicating and reversing the transaction.

4. Click the to reverse debit or credit created in error.

   This is used to correct a transaction that has been created in error and has not yet been journalized to the General Ledger resulting in a reversal of the debit or credit created by this transaction. It can only be preformed by Arts Management. This is an option rarely used.

Chart of Accounts Window

The General Ledger Chart of Accounts contains all the accounts your organization sets up in the G/L. Both the active and inactive accounts can be displayed using the selection field at the bottom of the window.

To open the Chart of Accounts, select the Accounting >> General Ledger >> G/L Accounts menu.

The G/L Chart of Accounts window opens.

Parts of the GL Account Window

	Insert a New G/L Account.
	Open the detail window for a G/L Account.
	Create a copy a G/L Account
	Delete a selected G/L Account.
	Generate a report of the current list of G/L Accounts.
	Export the G/L Account details.
Asset	Displays all the accounts which have been setup as Asset Accounts. Click here to view a sample of Asset accounts.
Liability	Displays all the accounts which have been setup as Liability Accounts. Click here to view a sample of Liability accounts.
Equity	Displays all the accounts which have been setup as Equity Accounts. Click here to view a sample of Equity accounts.
Income	Displays all the accounts which have been setup as Income Accounts. Click here to view a sample of Income accounts.
Cost/Sales	Displays all the accounts which have been setup as Cost/Sales Accounts. Click here to view a sample of Cost/Sales accounts.
Expense	Displays all the accounts which have been setup as Expense Accounts. Click here to view a sample of Expense accounts.
Other Income	Displays all the accounts which have been setup as Other Income Accounts. Click here to view a sample of Other Income accounts.
Other Expense	Displays all the accounts which have been setup as Other Expense Accounts.
Account #	The eight digit account number of the account.
Description	The description of the account which is viewed on reports and any general journal entries which involve the account.
Level	The report level of the account. This feature is a future enhancement of Theatre Manager meant to represent indenting on the reporting and sub total levels. In other words, if something is at level 1, it is a grand total, Anything that is a 2 and under is accumulated into the grand total.
Type	The type of account either Detail or Posting. This is another future enhancement of Theatre Manager used to designate whether the account is a detail account or a posting account when printing summary level reports.
Debit/Credit	If the account is a Debit or Credit Account.
Posting	If the account is posted to the General Ledger
Active	If the account is set as active or inactive.

Deleting General Ledger Accounts

Only accounts which have not been used in a transaction may be deleted.

For information on inactivating a G/L Account, click here.

1. Find the account to be deleted.

   For more information on finding a G/L Account, click here.

   

2. Click the Delete button.

   If the account has been used for a transaction the following message will appear.

   

   If the account has not been used then the following message will appear.

   

3. Click the button to confirm.

   The account will be removed and a deletion confirmation will appear at the bottom of the window.

   

Determine the Chart of Accounts

Creating the Chart of Accounts requires understanding how the General Ledger will be used to generate information. For more information, refer to the sample Chart of Accounts by clicking here.

Minimum General Ledger Accounts

The suggested minimum number of General Ledger Account numbers are outlined in this table. The organization may choose to operate with fewer or more accounts.

Minimum General Ledger Accounts	Type of Account
Cash	Asset
Check	Asset
Accepted Credit Cards	Asset
Vouchers Received	Asset
Other Payments	Asset
Accounts Receivable	Asset
Accounts Receivable - Future Payment	Asset
Accounts Receivable - Outlet	Asset
Accounts Payable	Liability
City/Municipal Tax Payable - If this tax is collected	Liability
Provincial/State Tax Payable - If this tax is collected	Liability
Federal Tax Payable - If this tax is collected	Liability
Prepaid Gift Certificates	Liability
Deferred Donation	Liability
Commissions Payable	Liability
Order Fees	Revenue
Exchange Fees	Revenue
Reprint Fees	Revenue
Mail Fees	Revenue
Sales Account for Each Event	Revenue
Cash Over/Under	Expense
Donation Bank Transfer	Expense
Bank Service Charges	Expense
Donations	Other Income

Required General Ledger Accounts

1. Open the Code Table Window via the Setup >> System Tables >> Code Tables menu.

   

2. Select Payments.

   A list of required general ledger accounts is displayed.

   

3. Select Default Posting Accounts.

   

The account names that appear in the list are the minimum number of accounts required for the General Ledger to operate and, except the credit card types, are determined by Theatre Manager. The credit card types that appear are determined by the credit card types entered in the Credit Card Category of the Code Table. All additional credit card types to the Code Table requires that Accounting Default Data be updated with a corresponding account number.

The actual general ledger account numbers used depends on the accounts set up in the General Ledger.

All required accounts must have a corresponding account number otherwise Theatre Manager we be unable to create deposits and revenue allocations.

Editing a General Ledger Account

To edit an account, you change some of the account details. Accounts can be changed to debit or credit accounts, active or inactive etc.

1. Open the Chart of Accounts.

   For more information on accessing the Chart of Accounts, click here.

   

   For a detailed description of this window, click here.

2. Find the account to be edited.

   For information on finding a G/L account, click here.

3. Double click the account to open the Account Detail window.

   

   For a detailed description of this window, click here.

4. Once the changes have been completed, click the Save button.

Finding General Ledger Accounts

1. Open the Chart of Accounts window.

   For more information on accessing the Chart of Accounts window, click here.

   

2. Select the type of search to use to find the account.

   

3. Enter the range of accounts to search for in the To and From fields.
4. Click the Search button.

   All matching entries will be displayed.

   

   To view the details of an account double click the account.

G/L Account Detail

The account detail window is accessed by opening the G/L Chart of Accounts and double clicking on an account or when inserting a new account.

Parts of the Account Detail Window

	Saves the current general ledger account.
	Creates a duplicate of the current general ledger account.
	Reverts to the last saved version of the general ledger account.
	Deletes the general ledger account. If there are transactions associated with the account, it cannot be deleted.
	Prints the information in the general ledger account.
	Checks the spelling in all text entry fields in the window.
Account Type	Designates whether the account is a detail account or a posting account when printing summary level reports. Available for future enhancement. Not used at this time.
Account Number	An account is made up of eight digits with the first digit corresponding to the type of account. For more information on Account Types, see below.
External Account	External Account is a 50 character alpha-numeric field that will accommodate systems with longer account numbers or ones which include letters. When printing reports or exporting, the external account number will print or be visible. For use specifically with the Banner financial package and similar. Clients who do not need this longer field can simply duplicate the internal account number here. Information about the different export formats can be found here.
Description	Description allows the account to be named. The account number and descriptions are displayed on reports and on any general journal entries that affect the account. The more detail used to explain the account, the more easy reports will be to read.
Status	Used to indicate that the account is in use. If accounts are retired, or no longer required, it may be unchecked.
	The Setup tab deals with general information settings for the general ledger account. For more information on the Setup tab, click here.
	The Monthly Totals tab shows a breakdown of the monthly totals for the general ledger account. For more information on the Monthly Totals tab, click here.
	The Yearly Totals tab shows a breakdown of the yearly totals for the general ledger account. For more information on the Yearly Totals tab, click here.
	The G/L Entries tab shows transactions that are associated with the general ledger account. For more information on the G/L Entries tab, click here.

 

Account Types

Type of Account	First Number
Asset	1
Liability	2
Equity	3
Income	4
Cost of Sales	5
Expenses	6
Other Income	8
Other Expenses	9

The next four numbers indicate the account number. The last three digits are for a feature of the account.

Play revenue accounts can be created so that the account number indicates the play and the feature indicates the type of revenue (sales, exchange, refunds, markup or discounts).

Try to harmonize the numbers to match the account numbers used in your existing accounting system.

Sample Chart of Accounts

The number of General Ledger accounts setup depends on the detail required and should reflect the business practices for the organization. To view account details simply double click an account.

Assets

Liability

Equity

Income

The four digit account number has been used to indicate the play code and the three digit feature code has been used to indicate the type of revenue. However, the three digit feature code could be used to indicate the play code and the four digit account number could be used to indicate the type of revenue.

The refund accounts have a debit balance. 

Cost of Goods

Expense

Other Income

Other Expense

Setting up General Ledger Accounts

1. Access to the Chart of Accounts is through the Accounting menu.

   

   The G/L Accounts window opens.

   

Adding Accounts to the General Ledger

Using the chart of accounts you can edit and add accounts to the GL.

1. Open the Chart of Accounts Window

   Click Here to Learn how to access this window.

   

   Click Here for a detailed description of this window.

   Clicking on the different tabs will show the accounts setup for corresponding type.

2. Select the account type by clicking the corresponding tab
3. Either click the New Button from the ToolBar or right click and select add

   The GL Account Detail Window will open

   

   Click Here for a detailed description of this window.

4. Enter the account number and description in the top fields
5. Choose the correct account attributes

   Set the account as active if you wish to use it immediately.

6. Once you have entered all the information click the Save Button and close the G/L Account Detail window

   The new account will be added to the Chart of Accounts.