Related Support Center Articles

GL Account Record	GL Account: Disable Entry	GL Account: Available to Managers
GL Account: Operational Reports Categories	System Preferences	Statement of Cash Flows

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Overview

GL Account creation is restricted to Accounting Users only. Your General Ledger will be imported or created during the setup and implementation phase. The focus of this Lesson is to discuss the GL Account record and demonstrate how to add new Accounts as your business continues to grow

Preparation

Before beginning, open and review your existing General Ledger by clicking 'GL Accounts' in the 'General Ledger' subsection in the Accounting Module. Determine the Account Name and Number for the Account we will be creating.

Consider if the new Account will be a Parent Account, or a Child Account. When ready, hover over the 'Account' menu in the top ribbon and select 'New Account'. The GL Account form will load in a new tab

Step 1: General Tab

Enter the Account Name and Account Number. If our new Account will be a Child Account to an existing Parent Account, select the Account in the Parent Account selector. This will set the GL Type to the same type as the Parent Account. If this Account will not be a Child Account, select the GL Type for the Account.

If a P&L GL Type is selected, the 'Operational Reports Category' selector will appear. Operational Report Categories are used in grouping data on various financial reports.

For example, when calculating Food Cost as a percent of Food Sales, the balance of all GL Accounts with the 'COGS - Food' operational report category will be divided by the balance of all GL Accounts with the 'Sales - Food' operational report category.

Click here to see a Sample Graphic

Assign the Operational Report Category by selecting the category name

Set the remaining settings on the General tab:

• 'Disable Entry' - set the account as a subtotal only account and disallows the selection of the account throughout Restaurant365
• 'Available to Managers' - allow Users with the 'Restaurant Manager' security role to see and select this Account. If Restaurant Managers will be recording Paid Outs on the DSS or Entering AP Invoices, the Accounts they will use must be marked as 'Available to Managers'. By default, Restaurant Managers will not be able to see any GL Accounts
• 'Account Description Field' - optional field for descriptions for the Account. Account Descriptions appear on the 'GL Accounts' list and can be used for searching and filtering

Save the GL Account Record then proceed to the Report Settings tab

Step 2: Report Settings Tab

Three different report settings appear on the Report Settings tab:

• 'Percent Of' and 'Show Running Total' are applicable to P&L GL Types only
• 'Cash Flow Category' applies primarily to Balance Sheet GL Types

Percent of

By default, all P&L Accounts will be displayed as a percent of Net Sales per the setting found in System Preferences. We can change this for individual accounts by adjusting the 'Percent of' value here. Options include: GL Account, or GL Type.

• When GL Account is selected, the Account Balance will be divided by the selected GL Account balance to calculate the displayed percentage. If a Parent Account is selected, the calculation will use the Sum balance of all Child Accounts
• When GL Type is selected, the Account Balance will be divided by the sum of all GL Accounts in the selected GL Type to calculate the displayed percentage

Show Running Total

When checked, a running total will be displayed as a new line item on the P&L financial reports. You have the option of adding a Running Total Label to the line, or calculating the running total as a percent of a GL Account or GL Type.

Common running totals include: Controllable Profit and EBITDA or Earnings before interest, tax, depreciation and amortization.

Cash Flow Category

Set the Cash Flow Category for the GL Account using the selector. Cash Flow Categories are used to produce the Cash Flow Report

Step 3: Budget Defaults Tab

GL Accounts can have set default amounts or percents when used on a Budget. These can be set here (on the budget defaults tab), calculated when creating a Budget (on the budget creation screen), or updated manually as the budget is completed. Refer to the Budget Course for more information

Step 4: Save

Once all GL Account settings have been entered and updated, save the GL Account to complete the GL Account creation process. Refresh the GL Accounts list to view your newly created Account.