GL Account Groups Editing

Introduction

You can define the Chart of Accounts in the part Maintenance in the module General Ledger → GL Account Groups of the mKsiegowa.pl online accounting program.

To add or edit analytical accounts of the lowest level within a group, you need to click on the icon Księgowosć internetowa - plan kont at the given account on the GL Account Groups Editing screen.

 

Adding new analytical accounts

To add new analytical accounts of the lowest level (which the program allows users to book in) you need to fill in the following data in the form:

  • Account Code – an account code is its specific number, assigned in view of the computer system needs and the requirements of the Accounting Act. The number of the account results from the account group number (account group – see below).
Księgowosć internetowa - plan kont Notes:
  • If you want to save an analytical account in the system, you have to add a dash between the code of the account group and the analytical ending. For example, an analytical account “usage of office supplies and educational aids”, which is attached to an account group 411 – supplies usage can be described with the code 411-1.
  • You have to type a full code in the box, e.g. 540-11-10-3. The program checks if the first code figures are consistent with the group figures chosen below.
  • The account code shouldn’t be longer than 15 figures (including dashes).
  • The code of analytical account can be the same as the group code. In such a case, the program won’t allow the user to define more than 1 analytical account for the given group.
  • Account Code 2 – the second, alternative account code. It can be used in some statements for an additional account identification. The box can be left blank. It can be switched on/off in Company Setup → Show Account Code 2 in Chart of Account.
  • Account Name – requirements concerning an account name are partly defined by the Accounting Act with a wide margin of discretion, depending on the needs.
  • Account Group – here you can find the code and the group name chosen before in the GL Account Group.
  • Account Tags – they are used in reporting the trial balance for the given accounts. You can define any word and assign it to any account which is to be shown on the analysis, e.g. entering a tag “departmentA” allows you to group only the accounts with this tag.
  • Account Status – an active account is shown while producing accounting documents; you have a possibility to enter records on such an account. An inactive account is saved in the system, but it is impossible to enter records on such an account.

Note:  To alter an account status of an inactive account, click on the checkbox Show also Inactive. Select an account and alter the status. Click on Add new to accept the account.

 

Accounts deleting

A newly created account can be deleted only in case when any documents haven’t been entered into it.

Even if the documents entered on this account have been deleted, the deletion of the account may be impossible.

In such a case, you should change the account status into Inactive. You can do it at the bottom of the page. Then, the account won’t appear on lists and analysis, which allows the database to function properly. An inactive account can appear on some screens, but it will be displayed in grey and will be inaccessible. You can display inactive accounts on the account list by ticking the checkbox Show also Inactive.

Chart of Accounts Printout

You can find a printout of the whole Chart of Accounts (with account groups) in the module General Ledger → General Ledger Reports.

 

Notes 

  • In the mKsiegowa.pl online accounting program you shouldn’t enter analytical settlement accounts (account group 20 or 200) for individual companies (for suppliers as well as for customers), because the program produces them automatically while generating trial balance. You just have to enter Suppliers and Customers in the right files and assign them the right settlement accounts. The program will assign them analytical accounts (one account for one company).
  • If you want to enter a new analytical level to the already existing (and used before) analytical account, you have to select an account in GL Accounts and click on Convert to Subgroup. The given account will be changed into a group and it will be possible to add new accounts of another level to the newly created group. 
  • You can add an additional functionality to the given accounts in Bank Accounts:
    • Savings Account
    • Credit Account
    • Cash Account
    • Employee Advance Payments