CR GL Account

While some general ledger accounts are linked to Circulation transactions in AR GL Account or Charge/Credit Code, other accounts (for example, accounts used for draw charges and credits and subscriber revenue) are linked using the CR GL Account option. You may set up these accounts based on the company, product, distribution method, AAM zone, district, draw type/class, and delivery schedule.

In order to define these general ledger accounts, you must first set up your delivery schedules (see Delivery Schedule). All general ledger account numbers must have been defined in advance (see Chart of Accounts for details). For more information about general ledger accounts, see General Ledger.

1. Select CR GL Account from the Accounting | General Ledger menu in Graphical Setup to display the CR GL Accounts screen.

   
2. Click the Add icon in the lower part of the screen and complete the following fields.

   Field	Type	What to enter
   COMPANY	setup	Select the company for these GL accounts (select “*” for all).
   PRODUCT	setup	Select the product for these GL accounts (select “*” for all).
   DISTRIB METHOD	predefined	Select the distribution method (mail, day pass, a route type, a single copy type, or select “*” for all) for these GL accounts. Note: “Day Pass” will only be a valid option for publications set up to allow day pass subscriptions. When the distribution method is “Day Pass”, the delivery schedule will be set to “*” and the Draw Type/Class to “Office Pay”.
   AAM ZONE	setup	Select the AAM Zone for these GL accounts (select “*” for all).
   DELIVERY SCHEDULE	setup	Select the delivery schedule for these GL accounts (select “*” for all).
   DRAW TYPE/CLASS	predefined	Select the draw type for these GL accounts (Carrier Collect, Office Pay, Paid Complimentary, etc.) or a valid draw class, or select “*” for all. You must set up general ledger account numbers for all draw types, including “Samples” and “Service”, even though their rate may be zero.
   AREA REGION DISTRIB ZONE DISTRICT	setup	Enter the area, region, distrib zone, and district for these GL accounts (enter “*” in a field to indicate all).
   ACCOUNT TYPE	predefined	If you are defining CR GL accounts for a specific account type, such as “agent” or “sub”, select the account type here. Otherwise, choose “*” to include all accounts, or leave blank to define CR GL accounts for delivery carriers.
   G/L ACCOUNT	setup	For each day of the week, enter the general ledger account, if any, for Delivery Expense, Returns, Account Revenue, Advance Bill, Subscriber Coupons, and Subscriber Revenue. Click the Find icon to the right of a field to select from a list of valid GL accounts. For example, for a draw type of “office pay”, you might enter G/L account numbers for Delivery Expense, Returns, Account Revenue, Subscriber Coupons, and Subscriber Revenue. For a distribution method of “rack” and a draw class of “standing”, you might enter GL account numbers for Returns and Account Revenue. This coupon account is used for coupons received with subscriber payments. Coupons entered with account payments go to the G/L account in the coupon account number set up in AR/GL Account (see AR GL Account). Do not enter an account number in Advance Bill if you do not advance bill accounts.

3. Click OK to add the general ledger account information to the database, or click Add Another to add the GL information and begin setting up another record. You must set up a general ledger account for every draw combination. To make sure that every draw type has valid account numbers, you can set up a record and enter asterisks (*) in Distrib Method, AAM Zone, Region, District, Delivery Schedule, and Draw Type/Class.