Easy Solutions, Inc.

Chart Maintenance

 Add an Account

In order for the bookkeeping program to work properly you must follow the guideline for the chart of accounts shown in the example above. The checking account must use account number 1000.xx. xx can be a number from 0-99. You may have as many as 100 checking accounts. Your primary checking account must be # 1000.00.

Chart Name

Enter the name for your new entry here.

Chart Number

Enter the chart number in this area. Use the guide in the middle of this form for choosing the right number. Remember, account 1000.XX must be used for your checking account(s).

Budget

Enter the budget (if any) in each month. You may enter the total budget for the year in the total area and then click on the Spread Evenly button. The computer will put an even amount in each of the months.

Save

Use this button to save a new chart entry.

Exit

The Exit button is used to exit the Add an Account form.

Delete

Use the delete button to delete a previously entered chart. Caution!, if you delete an account that has activity, you will cause balance problems in your bookkeeping. It is a good idea not to remove an account unless it was recently entered and you are sure there are no entries in the account.

New

Use the New button to clear the screen for new entry.

Print

Use the print button to print your Chart Of Accounts list to the printer.

Clear All Chart Entries

Use this option to clear all of the entries in your bookkeeping. CAUTION!! This is not a year-end procedure. Use close the year (page 89) or Bookkeeping year end (page 30) at year-end.

Define Sub accounts

Sub accounts are accounts that use the main account number but have decimal extensions that could be used for different departments. Example: Account 4010.01 could be Crown & Bridge Sales and account number 4010.02 could be Denture Sales.

When you enter a sub account, you will first name it and then assign a number between 1 and 99 to it. Number 1 would have a decimal extension of .01 and number 99 would have an extension of .99. When making chart entries for a sub account, the chart number must use the extension for that sub account.

Example: Crown & Bridge is sub account number 1. Salaries for Crown & Bridge could be account number 5010.01 and sales could be 4010.01. Notice the extension of .01 is used in both accounts.

In addition to the regular profit and loss statement, one will be printed for each sub account.

Sub accounts must be added to your chart of accounts just like any other account. See Add an Account, Page #85.

When you choose Define Sub accounts from The Chart Maintenance menu, the following form will appear:

Exit

Use the Exit button to exit the Define Sub accounts Form.

Save

Use the save Button to save a new sub account entry.

Remove

Use the remove button to remove a sub account. First click on an account in the Sub Account List, and then click on the Remove button. The computer will remove the account selected.

Sub Account Name

Enter the name for the sub account in this area.

Sub Account Number

Enter the sub account number in this area.

Startup Accounts

When you choose Startup Accounts from the Chart Maintenance menu, the following form will appear:

This form is used to enter the starting balances into your chart of accounts when you are starting the bookkeeping program for the first time.

The Debit total must equal the Credit total before the computer will make any startup entries.

Enter the account number in the box labeled Chart # and the amount in the box labeled Amount. Then click the Add button and you will notice that the computer adds it to the Debit or Credit list.

Remove

You may remove an entry from the debit or credit list. First click on the entry and then click on the remove button above that list.

Exit      

The exit button is used to exit the Startup Accounts form.

Accept    

Use the accept key to post all of the startup entries to your General Ledger.

Delete Startup Entries

Use this button to delete previously entered startup entries. It will delete all entries.

Close The Year

When you choose Close The Year from the Chart Maintenance menu, the following warning will appear:

If you choose Yes, the computer will ask for your retained earnings chart number, and then clear your General Ledger an enter the beginning balances in charts 1000 to 3999. You will then be ready to start the New Year, Warning!! if you clear the bookkeeping year in the general clearing area, do not clear it again here.

Remove Beginning Balances

This program is used to remove all of the beginning balances automatically entered by closing the year.

When you choose Remove Beginning Balances from the Chart Maintenance menu, the following warning will appear:

If you choose Yes, all of the beginning balances will be removed.

Enter Account Information

This program is used only to make custom entries to your bookkeeping. You will not normally use this program. The check writer and deposit areas will automatically make the proper entries.

When you choose Enter Account Information from the General Ledger menu, the following form will appear:

This form is used for making manual entries into your general ledger. Any entry must have a Debit and an equal Credit entry.

Exit

The Exit button will exit the Enter Account Information form.

Save

Use this button to save an entry to your general ledger,

Remove

Use this button to remove a previously entered manual entry. Caution!, the computer will remove any entry with the same reference number and date.

Description/Amount/Reference #/Date/Memo

Enter the description, the amount, the reference number, the date, and any memo in these areas.

Debit Chart #/Credit Chart #

Enter the chart numbers to Debit and Credit in these areas. You may click on a chart from the chart of accounts list to make these entries.

Reports

When you choose Reports from the General Ledger menu, the following form will appear:

All of the reports can be limited by Month Start and Month End. The Account Report can be limited to one account, if that account number is entered in the Chart # area.

The chart number can be entered by clicking on the chart in the Chart of Accounts list.

Any report that is displayed can be printed on the printer by clicking on the print button.

The following is a list of the reports and their function:

Account Report

This report will show all entries in each account.

Manual Entries

This report will show any entries in each account that were made using Enter Account Information.

Profit and Loss

This report will print (on the printer only) a statement of assets, a statement of liabilities and equity, and a statement of income and expense. It will also print a statement of income and expense for each sub account. The statement of income and expense will show gross profit, operating profit and profit before taxes.

Transaction Journal

This report will show all the transactions to the general ledger, both debit and credit entries.

Account Summary

This report will show a single amount for each account that represents a summary of entries for the period entered.

Cash Disbursement Summary

This report will show a single amount for each account that represents a summary of checks written for the period entered.

Manual Entry Summary

This report will show a single amount for each account that represents a summary of manual entries for the period entered.

Cash Receipts Summary

This report will show a single amount for each account that represents a summary of deposits received for the period entered.

Deleted Entries

This report will show all deleted entries in any account for the period requested.

Graph/Pie Chart

You may use this button to get a graph or pie chart report for any chart or group of charts for any month or group of months.