The program “Account Management” allows the users to build up the Chart of accounts after the ledgers and groups have been created. Important to understand is that, due to the great flexibility of the Chart of accounts the user has all the options to modify at a later time, however, of course, it is best to have the Chart of accounts as static as possible.
At the top of the screen you will see the following:
- Accounts Ledger, by selecting a Ledger the left box will be populated with all the groups and accounts belonging to the selected ledger.
- A tick box to show the inactive accounts, by UN-ticking the "hide inactive" box. The inactive accounts will be listed in the left box.
- To be able to enter new account names or to change an existing account name. The choice for “Account Char:” is used to select cash and bank accounts in other programs like check payment, COD, allowing E-hors to select only cash or bank accounts instead of showing the complete COA when a cash or bank account is needed. Those buttons behave based on the actions of the user
Blue: E-hors uses a number of fixed accounts (Default account) of which the function cannot be modified. The accounts can be renamed, moved to a different ledger or group, but the function of the account remains the same.
Lists of Fixed Account in Ehors.
| Account Name | Purpose/Remarks | Journal | Clearing |
|---|---|---|---|
| City Ledger | Master account for AR. Transactions from Debit/Credit note and any CL payment from FO, POS, Tickets will go to this account. This pop-up shows the outstanding invoices, including partial payments related to City Ledger / Accounts Receivable. | FO Transaction: Credit: In-house Guest Ledger Debit: City Ledger POS & Debit Credit Note Transaction: Credit: Revenue Account Credit: Tax Debit: City Ledger | There's a Pop Up to clear the transactions. Debit: Bank/Cash Credit: City Ledger (auto-selected) |
| ECommerce Transactions | This account is a clearing account into which E-Hors books the payments of Internet reservations. | Credit: Deposit Received Debit: E-commerce | Credit: E-commerce Debit: Bank |
| In House Guest Ledger | This is a pure control account and no manual transactions are allowed, this has to tallies with In House Guest Reports | Debit: In House Guest Ledger Credit: Revenue, Tax | |
| Uncleared Balance Purchase | This account is used to park un-linked balance purchases and needs to be cleaned manually by finance | ||
| Ap - Trade | This pop-up shows the outstanding invoices, including partial payments related to AP-Trade / Accounts Payable. | Book Misc. Invoice Transaction Credit: AP Debit: Cost/Balance account Supplier Invoice transaction: Credit: AP Debit: Invoice To Receive | |
| Deposits Received | Money received before check-in is posted automatically into this account and automatically transferred to In House. | ||
| Invoices to Receive | Goods receiving is using this account, supplier invoice & invoice to receive must tally with goods received. | Debit: Cost/Asset/inventory account Credit: Invoice to Receive | |
| Breakfast BF | This accounts parks the breakfast for 1 day as breakfast is "next day revenue", note that in V3 account 008 and 010 were the same, this is now segregated. | ||
| Retained Earnings | Only used during opening Balance | ||
| Uncleared Outlet Revenue | This account is used to park un-linked revenue and needs to be cleaned manually by finance. Recipe Types that have no linking in revenue account program | ||
| Senior/Pwd Discount | Due to BIR regulations in the Philippines, SR and PWD discount is stored into a separate account | ||
| Uncleared P&L Purchase | This account is used to park un-linked P&L purchases and needs to be cleaned manually by finance | ||
| Rounding Difference | E-Hors uses this account for rounding if applicable. |
Remarks: Adding a new record affects all properties within the group. This means to add new record is all, edit and delete is per property
To Add
- Click the "Add new record" button.
- Select the ledger to which you wish to add an account.
- Select a group to which you want to select an account. An account MUST belong to a group, you cannot add an account directly under the ledger.
- Enter the name of the account.
- Select “cash’ or “bank or others”.
- Click the “Submit” button. E-hors will add the account to the system and refresh the left box. You will see the new account.
To Edit
When the account to be edited has been selected you can change the name, the character of the account or you can move the account to a different group within the same ledger or a different ledger.
The selected account in the left box, the ledger in the middlebox, and the selected group in the right box will be highlighted making it easy to see if the modification is correct before you click the button “Submit”.
To Deactivate
In E-hors, accounts cannot be removed, they can only be de-activated and the previous transaction remains linked to the de-activated account. De-activated accounts will still appear in reports as they might have transactions.
- Select the "Reactivate/deactivate" button.
- Select the account that you want to deactivate from the left box.
- Click submit. E-hors will update the system.
To Reactivate
If you wish to re-activate a non-active account, you need to UN-tick the "hide in-active" tick box in the left upper corner to make the inactive accounts visible.
Select the account you wish to re-activate and click the “Submit button. E-hors will update the system and the account can be used again.
