AR GL Account

Circulation needs to know the numbers of certain accounts in your general ledger. These accounts are defined in CHART OF ACCOUNTS and then linked to transactions (such as draw charges) elsewhere on the Setup menu (see General Ledger for more information). The GL accounts that are involved in Accounts Receivable are linked using this option.

Circulation uses the AR Account, Cash Account, Coupon Account and Credit Card Account during Account Payment Processing. The AR Account, Cash Discount Account, and Finance Charge Account are used during Account Billing Processing. You must set up the AR/GL accounts here, or errors will occur during Account Billing.

To identify these accounts:

1. Select AR GL Account from the General Ledger menu to display the AR GL Accounts Setup screen.

   
2. Click the Add icon and complete the following fields.

   Field	Type	What to enter
   COMPANY	setup	Enter the company for which you are defining AR accounts.
   BILL SOURCE	setup	Enter the bill source for which you are defining AR accounts.
   AR ACCOUNT DETAIL *	setup yes/no	Enter the Accounts Receivable general ledger account for this company and bill source, and indicate whether transaction detail should be kept for transactions with this AR Account. Business Rules determine the level of detail at which transactions should be created for the general ledger. Since retention of all detail can take up a great deal of disk space, retain only the necessary detail. You may decide to keep the detail initially for troubleshooting and then change the flags to “no” at a later date.
   CREDIT CARD ACCOUNT DETAIL	setup yes/no	Enter the Credit Card general ledger account (used for account credit card payments) for this company and bill source, and indicate whether transaction detail should be kept for transactions with this credit card account. Business Rules determine if payment by credit card is allowed for accounts.
   COUPON ACCOUNT DETAIL	setup yes/no	Enter the Account Coupon general ledger account for this company and bill source, and indicate whether transaction detail should be kept for transactions with this account. The Coupon Account is used for coupons entered with account payments.
   CASH DISCOUNT ACCOUNT DETAIL	setup yes/no	Enter the Cash Discount general ledger account for this company and bill source, and indicate whether transaction detail should be kept for transactions with this Cash Discount Account. The Cash Discount is used for cash discounts earned by an account.
   FINANCE CHARGE ACCOUNT	setup yes/no	Enter the Finance Charge general ledger account for this company and bill source. The Finance Charge Account is used if charging a late fee for past due balances. You must set up an AR GL Account for finance charges if you are finance charging past due balances for carriers/dealers.
   * Enter “yes” in DETAIL fields only if you want to store every individual transaction

3. Click OK to add the AR GL account to the database, or click Add Another to add the account and begin setting up another account.