This is an "All Property" program.
This means add new record is all, edit and delete is per property
The next level of the CHART OF ACCOUNTS is the group level. An account always belongs to a group, even if there is only one account in a group. It is very important to organize the CHART OF ACCOUNTS in a way that the groups are logic and not too many accounts within one group. The dynamic P&L and Balance reports can be based on groups, making the reports easy readable for management.
The program Group Management allows the user to Add, Update, Deactivate and Reactivate groups. The program will show all active and inactive groups if the "hide inactive is UN-ticked", the groups with the “X” in the little red box are the inactive groups.
To Add
- Click the radio button “Add new record”.
- Select a Ledger from the drop-down box. You will now see all the active and inactive groups that belong to the selected Ledger.
- Type in the name of the new group in the text box “Group Name”.
- After you typed in a group name you select the ledger if you wish to add a so called Main Group or you select a group if you wish to add a sub group.
- Once you selected a ledger or group, click the the “submit” button and the new group will be inserted into the system and it will appear in the box with the existing groups.
To Edit
- Click the radio button "update" in the top of the screen. The middle box will now show all ledgers.
- Select a Ledger from the drop-down box. The left box will now show all the groups belonging to the selected ledger, the right box will initially show the same information as the left box. In the middle box, you can see the ledger that has been selected as highlighted. You can now select a group in the first box, change the ledger in the second box (or leave it the same if the group still belongs to the same ledger). When you change the ledger in the second box, all groups of the newly selected ledger will appear in the third box. You can now select the position of where you wish to move the group you selected in the first box. You will see all selections highlighted. When you are sure about the change click the button “Submit” and the system will be updated.
To Deactivate
- If you wish to deactivate a group you click the radio button “Reactivate/deactivate”
- Select the Account Ledger from which you wish to delete a group. Only the left box will be populated. The group you selected to be deactivated will be highlighted. Click on the button "Submit" and click "OK" when you are sure if you want to deactivate the record. The box will be refreshed and you will see the deactivated group with a cross in the little red box in front of the name of the group. Make sure that you do not have accounts under the group you wish to deactivate. These accounts will become unreachable.
To Reactivate
- A group that has been deactivated can be reactivated again. Click on the radio button “Reactivate/Deactivate”.
- Select a ledger from the “Account Ledger” drop box. The left box will be populated with the groups.
- UN-ticked the box "hide inactive" to show the inactive groups.
- Select the inactive group that you want to Reactivate.
- Click on the button "Submit" and click "OK" when you are sure if you want to reactivate the record.
