The G/L Entries List Window opens. For more information on the G/L Entries Detail window, click here

The General Ledger Chart of Accounts contains all the accounts which have been setup in the G/L. The Chart of Accounts can be accessed through the Accounting >> General Ledger >> G/L Accounts menu.

The G/L Chart of Accounts Window opens.

Both the active and inactive accounts can be displayed using the check boxes. Click here, for a description of the General Ledger Accounts window.

The G/L transaction List Window opens.

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

• Current year monthly financial totals are moved into the previous year monthly totals.
• Donations that were deferred for the next fiscal year are transferred from deferred revenue to earned revenue.
• Passes and Gift Certificates that were deferred for the next fiscal year are transferred from deferred revenue to earned revenue
• Hours attributed to volunteers/staff are rolled forward one year.
• Marketing statistics are recalculated to reflect the new fiscal year
• Optional Steps:
  • Ticket sales for the next fiscal year can all be transferred from deferred revenue to earned revenue based on accounting settings in Company Preferences
  • All events with dates in the past can be closed automatically to prevent any sales, exchanges or refunds from occurring.

	The amount of time taken by the year end rollover is dependant only on the number of accounts and posting history. It should take only a couple of minutes to do the actual rollover once you have the reports you want.
	Complete the final End Of Day for the current year before doing a Year End Rollover. This generates the final deposit, creates all sales entries, posts to the G/L and then you can run any G/L reports that are traditionally required for auditors. Refer to timing to decide when to do the rollover.
	Sales can continue on the web and at the box office while year end rollover is in progress. Just don't do your end of day until Rollover is complete.

• activity created by EMV pin pads (currently Moneris only) and
• the status of the request.

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. To do this, you:

• Highlight the payment method to be removed from the deposit.
• Click the delete button. 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 selecting Accounting >> Receivables >> Bank Deposits menu.

   The payment selection criteria window opens.

   

2. Confirm the time period for the deposit.

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

   When balancing is done for 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. You do not enter new payments until the previous days payment receipts are balanced. This prevents 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 is now 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.

Once you see your receivables listing, you may want to:

• review the steps to clear or manage receivables
• Print the 30-60-90 day receivables report based on order balance. If you are targeting a group of individuals like ongoing donors, many want to create a mail list of them and use that as criteria.

Parts of the Receivables List Window

	Opens the online help.
	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.
	Adds a Payment to the slected order.
	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.
	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.

This will show you a list of all post dated payments, including those for future dates. Any current or past due post dated payments will show up in the end-of-day deposit window to allow them to be deposited.

In addition, this list should be viewed just prior to year end rollover and printed for the auditors - who typically like to see the post dated payments.

Parts of the Post Dated Payment List Window

	Opens the online help.
	This function is unavailable in this window.
	Opens the payment record.
	This function is unavailable in this window.
	yo can delete a post dated payment. This will alter the balance owing on the order.
	Prints the list of the payments on the Post Dated Payment List window to produce the post dated payment report.
	Exports the list of payments into a TXT document for use in another program.
	Opens the Patron record for the selected payments.
	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.
Notes	Any notes associated with the order.
Sold By	The user that sold the order.

The Till Balance feature allows you to have all employees balance their own tills at the end of each shift. This speeds up the End of Day and removes 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 in the end of day process, the employee has the option to:

   • Assign the payments to the same till as they previously balanced. This means that all money taken across a number of days is simply being lumped together into one till #.
   • Create a new shift till for the unbalanced payments. This means you are putting new money into a new till #.
   • A combination of the above by putting some money into an existing till and the rest into a new till. You can do this by
     • selecting the existing till
     • removing all but the 'new' payments you want to add to that existing till
     • indicate that the till now balances with the selected payments.
     • Anything not balanced in one till will be left to the balance in another till.
     • Anything marked as not balanced in an existing till will be taken out of that till. It can then be put into another till (new or otherwise), effectively providing at way to move money between employee till numbers.
   Regardless of the option taken, it is the same amount of money to the end of day process. Use Till #'s for your internal processing if you wish as it means nothing to Theatre Manager end of day balancing - other than it lets you segregate money by shift if you want.
3. Select the Shift # and click the OK button.

   The Till Balance window opens. 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.

   

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

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

Toolbar/Ribbon Bar

	Help - Opens the online help.
	Deposit Funds - Selects all undeposited payments by payment date and creates a bank deposit
	Sales Entries - Creates G/L entries based on all new sales transaction in Venue Manager
	Post to G/L - Posts the G/L Entries that comprise the 'end of day' totals to the ledger

	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.

The End of Day wizard is simple to use. It allows you 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
• Posting the Accounts Receivable.

Once the above steps are run the Reports tab can be used to generate the desired reports for entering details in the accounting software. The most commonly generated reports are indicated with stars next to them.

The recommended end of day reports for transferring data to your accounting system are highlighted in red. Both the highlighted reports provide a G/L listing with Debits and credits for easy entry to your accounting package. Most people use the first one and the purposes are:: Use the first one: if you simply want totals by account to transfer to the G/L Use the second one: if you are using an accounting package that has job or class reporting and you want Theatre Manager to provide revenues by event and account and print the TM show code which can be used as the job/category code in accounting.

We highly recommend using the Export GL button to create a file that you can import into your accounting system. Please refer to Supported Formats which is selected in company setup accounting tab.

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

   

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

   If you are printing a report to transfer to the accounting system, you should probably use one of the two highlighted because they help you comply with the general intent of:

   • the law Sarbanes–Oxley Act to make sure you are less likely to be doing off the balance sheet transactions
   • very helpful in fulfilling IRS requirements and rules of reporting (examples reasons are)
     • generally revenue is reported at time of sale, even if you are only taking taking deposits for tickets such as group sales
     • also applied to donations where you have not yet received any cash or payment al all - because if you have anything that resembles a contract ... it needs to go into the books.
   • GAAP/FASB requirements
   • CCRA financial tracking

   The reports selected are generated on the screen.

3. Click the Print button on any reports you want paper copies of.

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

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.

• Daily Basis - run the end of day wizard and post to your G/L
• Periodically - reconcile the 4 receivables and payable accounts with each outlet and pay each other.

Periodically Balancing Outlets

Balancing outlets and what you owe to each other assumes you have set up the outlet accounts (in each outlet) as per the instructions in setting up outlet posting accounts

The general process is that on a daily, weekly, biweekly or monthly period, as agreed to by each outlet, you should reconcile the special accounts for posting outlet receivables and payables. This is done as follows:

1. Each outlet completes their end of day and posts to the GL on the anointed date
2. Each outlet runs the G/L Journal Detail by Account report with criteria that specifies the three accounts for their outlet that represent and a date range. EG:
   • A/R Ticket sales other outlets owe you
   • A/R Commissions owed from other outlets
   • A/P Tickets sales owed to other outlets
   • And the same transaction date range - eg if you are doing for a month, then specify the month in the criteria
   Refer to the sample below:
3. The text in the journal description indicates which outlet owes whom for commissions and sales and receivables. Add them up so that:
   • Your receivables (from each outlet) or ticket sales and commissions
   • LESS your payables to each outlet
   • -----------------------
   • Result in WHAT YOU OWE EACH OTHER
4. Write and checks to each other as required
5. Repeat after the next period is over

Optionally - Make a Clearing entry in TheatreManager

Once you know what each outlet owes you and you owe them, we highly recommend making a manual GL clearing entry for the above 3 accounts indicating that things have been paid (i.e. create GL entries to set the balances to zero and offset the bank account with the income received or check paid). That way you will see the manual GL entry with the appropriate date on it and can see the settlement dates.

Other places with financial data

While the above is the sole process for dealing with outlet reconciliation, you can also look at events to see who's been selling them for you.

On the Sales tab, you can see the current state of affairs. Note: tickets can be refunded from other outlets so there may be days with negative numbers. And since this data can be reported on, you could use a daily sales report to see across events.

On the Revenue Tab:

There are two reports you 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,however, you need to take special care when comparing the reports and you need an understanding of their meaning.

1. The first is the GL Journal Entry Summary By Account. We recommend all venues run this report 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:

   

2. The other report you can use 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. To do this, you 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.

   Sorting 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 will need 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.

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 selected lines to a text file. For an export of the GL entry in a special accounting format, use the Export G/L button.
	Exports the detail of the selected entry. For more information on using the Export G/L function, click here.
Clear Export GL	Resets the Exported Flag on the GL entry so that it can be exported again in the GL Accounting Export Format that is specified in Company Preferences.
	For the selected G/L entry, this button can be used to Reverse the G/L entry, which will make a duplicate of the entry with the debits and credits reversed. You generally use this to reverse the effects of a long ago/prior GL entry that has been put into your books. -or- Unpost the G/L entry. If its the same day and you have not put this G/L entry into your accounting system, you can unpost it and reprint your end of day reports. They will now exclude these G/L entries. Then you can make an adjustment if necessary and repost. The idea is that you only ever do this to a GL entry that is NOT in your accounting system and needs a manual adjustment prior to getting it there.
	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.
	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.

Steps to Create A Manual GL Entry

In the Main Menu, selecting Accounting -> General Ledger -> G/L Entries

1. Inside of the Journal Entry Type Window, Click the New button

2. This opens up the GL Entry Detail Window. To start, enter the date you are creating the entry.

3. Enter a Description for the entry.
4. Enter a detailed note indicating the reason for the entry.
5. Click the Save button at the top of the window. After clicking Save, the G/L Entry Detail Window will update to allow input of the actual G/L entry.
6. Click the New button in the lower left corner of the G/L Entry Detail window.

7. Click the account icon to the right of the Account field.
8. Select the CREDIT G/L account.
9. Click the Select button in the lower right corner to select the account number.
10. If this GL Entry is for a specific event, use the lookup to locate the event code.
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 right 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. If this GL Entry is for a specific event, use the lookup to locate the event code.
18. Enter the amount of the DEBIT.
19. Click the OK button.

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.
	Exports the detail of the selected entry. For more information on using the Export G/L function, click here.
Convert to Historical Entry	May be used one time only if the Year End Rollover created and End Of Day imbalance
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.

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 Main Menu Accounting >> Create Sales Entry.

   

   The Journal Entry Types window opens.

   

2. Click the New button.

   A G/L Entry Detail window opens.

   

3. Enter a Description of the entry and a detailed Note highlighting the reason for the entry.
4. Click the Save button.

   The entry is now created.

5. The GL Entry window will change to allow you to add lines to the entry.



6. Click the button at the bottom of the entry to add debits and credits as needed.

   A balanced entry will require the debits and the credits to add up to the same value. If the debits and credits do not balance it will cause the End of Day to be out of balance. The entry will need to be corrected before you can Post to the GL.

7. Add the details to the G/L Account Detail
   
   
   • Account: The GL Account for this Credit or Debit
   • Play/Event (Optional): The Play, Event or Game that this entry applies to
   • Theatre/Venue (Optional): The Theatre or Venue that this entry applies to
   • Memo: A short description of why this entry is being made
   • Amount: The credit or debit amount for this entry
   • Debit or Credit "radio" buttons: Allows you to choose whether this is a Debit or Credit entry.

Note: By adding the optional Play or Venue values, the GL entry can be tagged to that specific event or venue. Therefore, you can adjust values manually, as well as calculate the revenues by Venue. This could be helpful if you wish to compare how well Venue A does, compared to Venue B.

8. Close the entry to save the changes.

During the next End of Day, when the Post to GL step is done the entry will be journalized and posted.

	The General Ledger data can only be exported once. The entry is flagged as being exported when it is done so no one exports it twice by mistake. If you lose the export file, you'll need to clear the export flag using the Clear Export G/L button in the toolbar prior to exporting the entry again.
	GL Entries can only be exported if they: are posted to the GL - unposted GL entries cannot be exported as they are still subject to manual correction are not previously exported (the exported column will have a no in it). are selected in the list to be exported have the total of the Debits and Credits match in the database - to ensure consistency of data records

Exporting General Ledger Entries allows you to take the entries and import them into your accounting software package. They can be exported in one of two places with the same result and the export format is defined in company preferences. You can export:

• selected from the list of general ledger entries window. Only the ones you select can be exported, and only if they are not already exported
• all not-yet-exported GL entries using the export button on the final tab of the End of Day Wizard. This gives an automatic way of picking up all the latest GL entries that have been posted and its the preferred location to do the export

Exporting G/L Entries from the list

1. Click the G/L Entries button at the top of the window in Theatre Manager.

   

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.

   The user's operating system's Save dialog opens.

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.

   

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.

1. Click the Transaction Tab in the patron window.

   The Transaction History Record opens.

   

   Click the Search button to view all transactions.

   

2. Double clicking on the selected transaction opens 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.

   You use this 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.

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.