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.

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.
	Merges G/L Accounts (if more than 1 account is selected).
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.

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.

   

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.

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.

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.

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.

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

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 or right click and select add.

   The GL Account Detail Window opens.

   

   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.