Spire User Manual - General Ledger
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      2. Spire User Manual - General Ledger

      GENERAL LEDGER - Add New GL Account

      Add New Account in one of 2 ways:

           1.   Manually

        • if you have General Ledger Divisions activated (Edit > Company Settings > General Ledger > General tab > Enable Divisions), type or browse from a filtered or unfiltered list for the Division No or   Add a new Division on-the-fly from the browse list:
                     
        • enter the unique Account No
        • enter the unique Name
        • if you have Multi-Currency enabled (see Company Settings - Currencies), type or browse from a filtered or unfiltered list for the Currency or   Add a new one on-the-fly from the browse list:
        • rendering this account CheckBoxCheckedBlue Inactive will remove it from all GL Account browse lists in all other modules except in the General Ledger Accounts list
        • Details tab
          • Group assigns the GL Account type (Asset / Liability / Equity / Revenue / Expense) and identifies the heading / total for that section of GL Accounts on financial reports - type in or browse the Groups list - for Groups settings, see Company Settings - General Ledger
            •   Refresh to load any General Ledger Accounts that may have been created since the last refresh and that may not be displaying on this list
                                   
            •   GL Groups List Customization - see General Ledger - GL Accounts List Functionality
            •   Export GL Groups List in Excel (.xlsx only) or CSV format
            • option to Edit the selected GL Group
            • option to Delete the selected GL Group if there are no GL Accounts associated with it
          • Type will be automatically assigned dependent on the Group selected
          • Subgroup offers the ability to print sub-totals for the Subgroup's GL Accounts
                                                   1.   from the browse list

                                               

                                                 2. from Edit > Company Settings > General Ledger > Subgroups tab

                                             

                                             

                • enter Subgroup code
                • enter Subgroup Name - how it will print on financial reports
                • assign the Group that this Subgroup will print in
                • Suppress Accounts CheckBoxCheckedBlue  to activate the suppression option at the time of printing:
                  • CheckBoxCheckedBlue Show Details will print each GL Account balance plus the Subgroup total
                  • CheckBoxUnchecked-1 Show Details will print only the Subgroup total
                                                     
                • option to Edit the selected GL Subgroup
                • option to Delete the selected GL Subgroup if there are no GL Accounts associated with it
              • GIFI Account (General Index of Financial Information) identifies the GL Account for net filing of Corporate Tax - check with your Accountant to see if this is necessary
              • Normal balance indicate whether this GL Account usually has a Debit balance or Credit balance
                • RadialButtonBlue Debit - if the GL Account has a credit balance, it will print on financial reports with brackets around it (ie: $3,000.00)
                • RadialButtonBlue Credit - if the GL Account has a debit balance, it will print on financial reports with brackets around it (ie: $3,000.00)….

                • Note -- A situation that puts this utility to use is GST / HST where you have Input Credits typically in the Assets section of the Balance Sheet. Though it is typically in a debit position, if you identify it as a Credit Normal Balance, it will print with brackets around it, indicating it is opposite to the GST / HST Collected account balance.

              • CheckBoxCheckedBlue Sales Account - available if you are creating a GL Account that is assigned to a Revenue Group, this will render the account used in the calculation of Margins and Profits in sales analysis reports
                • ie: Sales revenue would always be Sales Accounts, but Interest revenue would not
              • CheckBoxCheckedBlue Bank Account - available if you are creating a GL Account that is assigned to an Asset Group, this setting will render the account available for selection from Accounts Payable when selecting which bank to run the cheque / payment from) 

                - also opens up the Cheque sequence box for you to put in the next cheque number

              • CheckBoxCheckedBlue Revalue - if different Currency has been selected for this account, you can determine if this GL Account will be included in account Revaluations 

            • EFT Settings tab (if this GL Account is being used for EFT) GLAccountEFTSettingsTab-2
              • establish this GL Account as a CheckBoxCheckedBlue Bank Account (Details tab)
              • choose the format:

                                                  GLAccountEFTSettingsFormatList

              • set EFT Configuration (as determined by the format chosen above) 
                • File Creation Number of your choice
                • check with your bank on the balance of these configuration settings
            • Transactions tab
              • Refresh to load any GL Transactions that may have been created since the last refresh and that may not be displaying on this list
              •   GL Transactions List Functionality - see General Ledger - GL Accounts List Functionality
              • Transactions Context Menu - right-click on any line(s) to access
              •   Export General Transactions in Excel (.xlsx only) or CSV format - see General Ledger - Accounts Export
              •   Print from available reports for GL Transaction(s) selected (see General Ledger - Reports)
              •   View selected transaction (or double-click on the line)
              •   View Source to see the Purchase Order or Sales Order this transaction resulted from
            • Balances tab
              • monthly balance
              • monthly   net activity for next year (2017 here), this year (2016 here), and last year (2015 here)
              • View the transactions in the selected fiscal period (or double-click on the period)
                                       
                • View the selected transaction
                • View Source to see the Purchase Order or Sales Order this transaction resulted from
              • Foreign Currency toggle to view Foreign Currency balances in a Foreign Currency GL Account
            • History tab - view balances / transactions for fiscal years prior to Last Year
              • double-click any period to view Balances with ability to further drill down to transactions
            • Communications tab - see General Ledger - GL Account Communications
            • User Defined tab allows addition of custom fields for use in filters, searches, forms and reports
        • Edit /   Delete (provided there is no balance and no transactions) the selected GL Account(s)
        • Print from selected reports for GL Account(s) selected - see General Ledger - Reports


           2.    Copy New Account from an Existing Account
        • from the General Ledger > Accounts tab select the GL Account you wish to copy from
        • click Copy
        • make necessary changes in your new GL Account


        • Save or Save and Close or Save and Create New