Main Tab

This tab contains basic information about the general ledger account.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

GL Account

Enter in a unique code to identify the account. The code must be in the format defined in your general ledger account structure.

Short Code

This is a 10 alphanumeric character code that you can use when searching for an account within forms. It does not have to be unique.

Description

Enter a description of the account, up to 30 alphanumeric characters.

Enquiry by

Select the Ledger option to display balances in the company's currency, or select the Account option to display balances in the currency of the account.

Allow reconciliations

Select this option to enable the selected account to be reconciled on the Reconciliations form. This also enables the Account Reconciliation button on the right side of the form, which you must click to run the reconciliations process.

Alternate description

Enter a description, up to 30 characters, to use when this account prints on reports as an exception. An exception is when an account normally representing an asset becomes a liability — for example, a bank account becomes overdrawn.

Currency

Select the currency of the general ledger account. If this is different to the company's currency, Greentree Desktop records account balances in both the company and the account currency.

Tax code

Select a tax code to default to general ledger transactions for this item.

Note: The customer or supplier tax code changes this for SO/AR and PO/AP GL transaction lines if assigned.

Tax class

For companies using U.S. tax, select the tax class that general ledger transactions for this item are applied to.

Status

Select a status code for the account: Active, Inactive, Ready for deletion or Temporary. Greentree Desktop uses the status to determine whether or not to return warning messages when entering transactions.

You can select an account with an Active status when you enter a transaction. However, if an account has a status of Inactive or Ready for deletion, a warning message may display.

Note: The Approvals and Alerts module also uses this status.

Assigned team

Select the supplier's assigned team. This option determines security privileges if the Advanced Security Module is in use.

Account type

Income / Expense

Indicate whether the account is for an income or an expense. Balances for these account types are not carried forward to the next year.

Asset / Liability

Indicate whether the account is for an asset or a liability. Balances for this type of account are carried forward at the end of each year.

Account sign

Debit

Select this option if this account is normally expected to have a debit balance.

Credit

Select this option if this account is normally expected to have a credit balance.

Ready for Deletion

This option is not functional, however it is selected a status of Ready for deletion is selected for the account.

Monetary Item

This option is enabled if the General Ledger Module Control option Allow monetary accounts is selected. If an account is flagged as a monetary item, the spot rate converts foreign currencies instead of the closing report rate.

Quantity account

This option is enabled if the General Ledger Module Control option Allow quantity accounts is selected.

Select the option for the account to record quantities and values when transactions are updated to this account. If you select this option, Greentree Desktop prompts you to enter additional detail.

Print in Detail

Select this option if you want details to be printed for this account when a Transaction Listing report runs.