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Accounting Tab

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The Accounting tab allows changes to the company's accounting formats. Adjustments to the fiscal year and accounting format can be made here.

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Ticket Sales Deferred Revenue Rollover Options

General Accounting Information

Fiscal Year This is the fiscal year that the company is currently in. This can be altered by clicking in the field and retyping the year.
Month Start This is the month that the company's new fiscal year starts in. This can be altered by clicking in the field and retyping the month. If the fiscal start month is changed after sales information has been posted to the General Ledger accounts, it may be necessary to Recalculate General Ledger Totals.
Store Years As - Start If selected the year stored in the GL will be the year at the beginning of the fiscal year. i.e. 2000/2001 fiscal year dates will be stored as 2000.
Store Years As - End If selected the year stored in the GL will be the year at the end of the fiscal year. i.e. 2000/2001 fiscal year dates will be stored as 2001.

Internal Account Number Format

Account # Format Allows the account number to be up to 15 digits, excluding dashes, in any combination of numbers and dashes.
Export Format Select which format to use for exporting GL entries for use with accounting software. Options include tab delimited format, XML Banner FINFEED, Excel Workbook 97-2004 (.xls), Excel Workbook 2008 (.xlsx), Accpac version 5.6 (.csv) and MUNIS Systems, Standard Long Account (.csv) Formats. Click here for more information.
This button will create a set of sample accounts if no accounts have been setup under Accounting >> G/L Accounts.
Day of Performance Moves money for the performance from Deferred to Sales on the day of the performance.
Day after Performance Moves money for the performance from Deferred to Sales on the day after the performance.
Day of First Performance Moves money for the play from Deferred to Sales on the day of the first performance.
Day after Last Performance Moves money for the play from Deferred to Sales on the day of the last performance.
During year end rollover for next season Moves money for the play from Deferred to Sales on the during the year end rollover.

Default Sales Mode

Sale Adds transactions to the Accounts Receivable ledger immediately.
Reservation Only Financial transactions are not created in the general ledger until the order has one or more of the following events happen to it:
  • first payment is made on the order
  • the order contains a donation or anything else except tickets
  • a user un-clicks this option next time it is put on account.
  • The user tells the system to convert some or all orders from reservation only to real orders during end of day sales posting (it could depend on if the performances that the tickets are for has passed)

If you allow this feature, you may wish to set a preference for each employee for their default during order creation.

For emphasis, we recommended against this feature being enabled, as it is not strictly accrual basis accounting. It may not be acceptable to some auditors in the US (especially if over $5M in sales). It also means that inventory reports will be overstated by the amount in reservation only, compared to the sales and accounting reports.
Do not allow 'Reservation Only' Will prevent the 'Reservation Only' option from appearing at checkout. This is the PREFERRED option

Foreign Currency

Other Country This is where an optional country can be selected for accepted foreign currency when selling tickets. If the organization does not accept foreign currency, set the country to the "home" country.
Exchange Rate This is where the exchange rate for converting from the local currency to the currency of the foreign country is entered. If the organization does not accept foreign currency, set the exchange rate to 1.000000.