Maintenance Submodule

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Overview

The Accounting → Maintenance submodule provides comprehensive tools for configuring and maintaining the foundational elements of the accounting system within DASH. The maintenance functions ensure proper system configuration and support accurate financial reporting and transaction processing. This submodule is used by accounting administrators, system administrators, controllers, and finance managers who need to configure accounting system parameters, maintain the chart of accounts, and ensure proper integration between accounting functions and operational processes. The Maintenance submodule provides several tabs for configuring accounting system parameters:

• Chart of Accounts: Manage the complete chart of accounts structure.
• GL Departments: Configure departments for cost center reporting.
• GL Department Types: Define department categories and classifications.
• GL Account Types: Set up account type hierarchies for financial statements.
• GL Account Categories: Organize accounts into reporting categories.
• JE Categories: Define journal entry (JE) categories for classification.
• CAR Numbers: Manage Capital Asset Request tracking numbers.
• AR/AP Memo Codes: Configure codes for receivable and payable adjustments.
• AR Allowance Codes: Set up customer allowance and discount codes.
• AP Invoice Types: Define vendor invoice classifications.
• AP Void Codes: Configure codes for voided transactions.
• Inventory Adjustment Codes: Set up codes for inventory adjustments.
• Scrap Codes: Define codes for scrap and waste tracking.
• Auto-JE Summary: Generate automatic journal entry (JE) reports.

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Chart of Accounts

The Chart of Accounts is the foundation of the accounting system, defining all general ledger accounts used for financial reporting. Available Actions:

• Click Close G/L to close general ledger periods for month-end processing.
• Click Import Budgets to upload budget data for accounts.
• Toggle Show Child Accounts to display child accounts.
  • Toggle back with Show Parent Accounts Only to display the parent accounts.
• Select Department(s) from the drop down or click All to filter accounts by department.
• Click Run to generate the chart of accounts display.

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Adding New Accounts

1. Click + Add New to create a new account.
2. Enter the account details. See Accounting Reference for definitions.
3. When you have filled in the details, click:
   1. Save and add another to add another account.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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GL Departments

GL Departments enable cost center reporting and departmental financial analysis.

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Adding New Departments

1. Click + Add New to create a new department.
2. Enter the department details. See Accounting Reference for definitions.
3. When you have filled in the details, click:
   1. Save and add another to add another department.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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GL Department Types

Department Types provide classifications for organizing departments in financial reporting.

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Adding New Department Types

1. Click + Add New to create a new department type.
2. Enter the following department type details:
   • Description: Name for the department type.
   • Order on Financial Stmt: Sequence for financial statement presentation.
3. When you have filled in the details, click:
   1. Save and add another to add another department type.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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GL Account Types

Account Types define the fundamental categories of accounts and their behavior in financial statements.

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Adding New Account Types

1. Click + Add New to create a new account type
2. Enter the account type details. See Accounting Reference for definitions.
3. When you have filled in the details, click:
   1. Save and add another to add another account type.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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GL Account Categories

Account Categories provide additional groupings for detailed financial analysis and reporting.

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Adding New Account Categories

1. Click + Add New to create a new category.
2. Enter the following account category details:
   • Description: Name for the category.
   • Parent Category: Select the parent category.
   • Order on Financial Stmt: Set presentation sequence.
3. When you have filled in the details, click:
   1. Save and add another to add another account category.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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JE Categories

JE Categories classify journal entries (JE) for tracking and reporting purposes.

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Adding New JE Categories

1. Click + Add New to create a new journal entry category.
2. Enter the Description for the category.
3. When you have filled in the details, click:
   1. Save and add another to add another JE category.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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CAR Numbers

CAR (Capital Asset Request) Numbers track capital expenditure projects and asset acquisitions.

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Adding New CAR Numbers

1. Click + Add New to create a new CAR number.
2. Enter the CAR number details. See Accounting Reference for definitions.
3. When you have filled in the details, click:
   1. Save and add another to add another CAR number category.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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AR Memo Codes

AR Memo Codes define the types of adjustments that can be made to customer accounts.

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Adding New AR Memo Codes

1. Click + Add New to create a new AR memo code.
2. Enter the AR memo code details. See Accounting Reference for definitions.
3. When you have filled in the details, click:
   1. Save and add another to add another AR memo code.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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AR Allowance Codes

AR Allowance Codes define customer discounts and allowances.

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Adding New AR Allowance Codes

1. Click + Add New to create a new allowance code.
2. Enter the following AR allowance code details:
   • Description: Description of the allowance code.
   • GL Account: Associated general ledger account.
3. When you have filled in the details, click:
   1. Save and add another to add another AR allowance code.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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AP Memo Codes

AP Memo Codes define the types of adjustments that can be made to vendor accounts.

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Adding New AP Memo Codes

1. Click + Add New to create a new AP memo code.
2. Enter the following AP memo code details:
   • Description: Description of the memo code.
   • GL Account: Associated general ledger account.
   • Invoice Required(Yes/No): Require invoice reference.
   • Part Required(Yes/No): Require part number reference.
3. When you have filled in the details, click:
   1. Save and add another to add another AP memo code.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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AP Invoice Types

AP Invoice Types classify different categories of vendor invoices.

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Adding New AP Invoice Types

1. Click + Add New to create a new invoice type.
2. Enter a Description of the invoice type.
3. When you have filled in the details, click:
   1. Save and add another to add another AP invoice type.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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AP Void Codes

AP Void Codes define reasons for voiding vendor payments or invoices.

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Adding New AP Void Codes

1. Click + Add New to create a new void code.
2. Enter a Description of the void code.
3. When you have filled in the details, click:
   1. Save and add another to add another AP void code.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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Inv. Adj. Codes

Inventory Adjustment Codes define reasons for inventory quantity adjustments.

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Adding New Inventory Adjustment Codes

1. Click + Add New to create a new adjustment code.
2. Enter the following inventory adjustment code fields:
   • Description: Description of the adjustment code.
   • GL Account: Associated general ledger account for the adjustment.
3. When you have filled in the details, click:
   1. Save and add another to add another inventory adjustment code.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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Scrap Codes

Scrap Codes track waste and scrap materials in production processes.

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Adding New Scrap Codes

1. Click + Add New to create a new scrap code.
2. Enter the following scrap code fields:
   • Description: Description of the scrap code.
   • GL Account: Associated general ledger account.
   • Scrap Origin: Source or cause of the scrap.
3. When you have filled in the details, click:
   1. Save and add another to add another scrap code.
   2. Save to save the details and go back to the table.
   3. Cancel to close the window and go back to the table.

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Auto-JE Summary

The Auto-JE Summary generates automatic journal entries based on production activity.

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Generating Auto-JE Reports

1. Select the Production date for the journal entries.
2. Set the required fields:
   • Kit Production: Journal entries for kit assembly activities.
   • Yield/Var: Yield variance entries for production efficiency.
   • Bottling Usage Sub Var: Bottling material usage variances.
   • Dispersion Usage: Material usage in dispersion processes.
   • Gross Variance: Overall production variances.
   • COP WIP: Cost of production for work-in-process.
   • COP FG: Cost of production for finished goods.
3. Click Generate Reports to create automatic journal entries.