Master File Maintenance (MF) 2-23
Account No.
Enter the account number you want to add or revise. The account number must be within the range defined in LI, Menu Selection 3 (1). If a new account number is entered with a length less than or equal to the length of the major portion, the departmental digits will be set to zero. Press F1 to select from a pop-up Chart of Accounts for this ledger.
Description1
Description 2
Enter the account description, up to 25 characters per line. For title accounts, the descriptions will be linked. For postable accounts, they will be stacked.
Memo
You may enter a note about this account. The memo will only print on the chart of accounts with memo line report (ML, Menu Selection 2).
Type
Account types affect the formatting of your Balance Sheet and Income Statement (see Chapter 5 in the CLS Getting Started Guide, CLS Concepts, for more information). Press F1 to select from a pop-up list of account types. The default account type is 0, a postable account.
CLS Account Types
0 Postable Account. Transactions may be entered/posted only to type 0 accounts.
1 Balance Sheet Title Account. This must be the first account in the Balance Sheet section of the Chart of Accounts.
2 Income Statement Title Account. This must be the first account in the Income Statement section of the Chart of Accounts.
3 Sub-Schedule Title. Changes a Subsidiary Schedule title from its default description to another description. The new description will be effective on the subsidiary schedule until changed again.
4 Major Section Heading. Defines a major classification of accounts such as Assets or Liabilities and Equity. Accounts following this heading are totaled on financial statements when another type 4 account or the end of the Balance Sheet is reached.
5 Intermediate Section Heading. Defines an intermediate account classification such as Liabilities or
Expenses, where further subclassification is provided by type 6 accounts. The accounts following this heading are totaled on financial statements when a type 4 account, another type 5 account, or the end of the Balance Sheet or Income Statement is reached.
6 Minor Section Heading. Defines account classifications such as Current Assets or Current Liabilities
on a Balance Sheet or Revenue, Cost of Sales and Expenses on an Income Statement. Accounts following this heading total when a type 4 account, type 5 account, type 6 account, an account with an I- option (see Options below) or the end of the Balance Sheet or Income Statement is reached.
9 Title Account. This account description will always be printed. You may assign bold, italics and underline to the account description.
14 Major Section Total. On the Balance Sheet, this overrides the type 4 total description supplied by CLS. On the P&L, it sub-totals an open type 4 group, but does not clear it.
15 Intermediate Section Total. Overrides the type 5 total description supplied by CLS.
16 Minor Section Total. Overrides the type 6 total description supplied by CLS.
99 Income Statement Subtotal. Use only on the Income Statement to provide a subtotal accumulated from the start of the Income Statement to the type 99 account. Printing the subtotal does not clear it, so you may use type 99 accounts repeatedly. Use a type 99 for accounts such as Gross Margin, Net Income from Operations, Net Income Before Taxes, etc. The last account in the Income Statement portion of the Chart of Accounts should always be a type 99.
Options
You may assign up to six options to an account. Enter multiple options without spaces. Press the space bar to remove all options. Press F1 to select from a pop-up list of account options.
Options for Type 1 & 2 Accounts
A Use title for financial statements only (not subschedules)
B Print title in bold
C Use title only for company-level reports
D Use title only for department/division-level reports
F Use title only at fiscal year end
I Print title in italics
P Use title only for non-FYE periods
S Use title only on the subschedule
U Underline title
V Disable departmental validation
X Inactive title account
Y Print title exactly as entered
1-3 Use only for this balance sheet menu selection
1-9 Use only for this income statement menu selection
Other CLS Account Options
A Forces a postable, type 0 account to print. Prints balances for zero-balance accounts.
B Print account description in bold. Account types 1-6, 9, 14-16 and 99.
C Compress Peachtree Accounting for Windows or QuickBooks transactions during import.
D Indicates the end of a Departmentalized Income Statement. This option is normally applied to the Gross Margin account when preparing a gross profit analysis. If a D option is not used, CLS considers the entire Income Statement to be departmentalized.
E & S Use on an Income Statement, along with an S option (if needed), to define the range of accounts to include in the base (divisor) used for percent-of-sales calculations. An E option, placed on a non-postable account such as Cost of Goods Sold, stops the accumulation of the base. If an E option is not used, the base accumulation goes to the end of the Income Statement. The S option clears the accumulated base. If you do not use the S
option, the base accumulation begins with the first account on the Income Statement. If used, the S option should also be placed on a non-postable account.
Note: For percentage calculations to be based on total sales, assign option E to the Cost of Sales title account, and do not use option S. If you want the percentage calculation to be based on total expenses, assign an S to the Expenses title account and an E to the first non-postable account after the Expense section of the Income Statement.
F Don’t print percent of sales for this P&L account.
G Don’t clear this account’s balances after printing subtotal. For account types 14, 15 and 16.
H Exclude this account from net income when calculating income tax expense in CT.
I Print account description in italics. For account types 1-6, 9, 14-16 and 99.
J Assign to the group account which indicates the beginning of the work-in-progress section of a Job Cost Balance Sheet or Income Statement. The J option causes a grand total of all jobs to print at the end of the work-in-progress section of the Subsidiary Schedule. See options L and P.
K Assign to the group account which indicates the beginning of the work-in-progress section of a Job Cost Balance Sheet or Income Statement. The K option causes the Subsidiary Schedule to list each job total instead of the job detail.
Master File Maintenance (MF) 2-25
L Assign to the group account which indicates the beginning of the work-in-progress section of a Job Cost Balance Sheet or Income Statement. An L option affects only the Balance Sheet or Income Statement (not the Subsidiary Schedule) and causes each individual job total to be listed on the Balance Sheet (or Income Statement). If the L option is not used, a single work-in-progress total appears on the Balance Sheet. See options J and P.
M Assign an M option to a group account to suppress printing of that group on a sub-schedule.
N Assign an N option to any group account to suppress printing of the group title on a sub-schedule.
O Reverses the sign of an account or group of accounts on financial statements. For example, use an O option with the Liabilities & Equity type 4 account to reverse the printed sign of all Liability & Capital accounts on the Balance Sheet. Use an O option on the Income Statement to reverse the printed sign of all Revenue and
Other Income accounts. Use an O option with all type 99 subtotal accounts.
P Assign to the group account specifying the start of the work-in-progress section of a Job Cost Balance Sheet or Income Statement. The P option affects only the Subsidiary Schedule and causes each job to print on a separate page. See options J and L.
Q Assign a Q option to any group account to begin the sub-schedule on a new page.
S Start accumulation of P&L percent base.
T Forces a postable account to print as if it is a type 6 account.
U Underline account description. For account types 1-6, 9, 14-16 and 99.
V Indicates that this account is to be treated by CLS as a Beginning Inventory account on the P&L.
W Indicates that this account is to be treated by CLS as an Ending Inventory account on the P&L.
X Account is inactive. Transactions will not be accepted for inactive accounts.
Note: You may also assign an X option to a title account and use an alternate title. Switch between the two titles by moving the X option.
Z Forces a postable, type 0 account to print. Will not print balances for zero-balance accounts.
1-9 Use percentage divisor 1-9. Spacing
Spacing Control Characters
Use one of the following control characters in the Spacing field for title accounts (types 1-6).
^ Begin a new page before printing this account.
1-9 Skip 1 to 9 lines before printing this account.
Group Account (Y/N)
Use group accounts to combine account balances into a single total on a Balance Sheet or P&L Statement. The detail of the accounts in the group appears on a separate schedule (usually titled Subsidiary Schedule). Only type 0 accounts can be defined as group accounts; but CLS treats group accounts as non-postable.
Note: Only the first account in a group has the group/group-end specification. Other accounts in the group should be regular postable accounts.
Group End Account
A group end account number indicates the last possible account in a group. All postable accounts (type 0) in a group will be totaled into the group master account. CLS ignores non-postable accounts in the group.
Cash Flow Stmt Line Changes in Fin Pos Line User Report 1-3 Line
If you are preparing Supplemental Reports such as a Cash Flow Statement or Statement of Changes in Financial Position, you must associate each Balance Sheet account with a line on that report. When the report is prepared, balances for each account are accumulated into the report lines indicated. You may skip these fields if you do not plan to prepare Supplemental Reports. Press F1 to select report lines from a pop-up list.
Note: Since line numbers are validated by CLS as they are entered, you must define
Supplemental Reports with the Report File Maintenance (RF) program before entering line numbers here. All postable Balance Sheet accounts must be assigned to line numbers in a Cash Flow Statement or Statement of Changes in Financial Position before it will run successfully. You may assign accounts only to type 0 (postable) line numbers; more than one account may be assigned to the same line number.
Last Yr Ending Bal
This prompt applies only to postable Balance Sheet accounts. These balances provide the prior year-end balances used to prepare the Cash Flow Statement and Statement of Changes in Financial Position.
Note: You may skip the Last Yr Ending Bal field if you do not plan to prepare Supplemental Reports for this ledger or if this is the first fiscal year for this ledger. This field will be automatically updated when you run EP at the end of the fiscal year.
Annual/Job Budget
This prompt applies to postable Income Statement accounts if you responded N to the Period- Budget P&L prompt in the LI program. If you enter annual budget amounts for Income and Expense accounts, these figures will be de-annualized to produce current period and year-to-date budgets.
The job budget prompt applies only to postable Balance Sheet accounts within the valid range of job accountson a Job Cost Balance Sheet. These budget amounts will appear on the work-in- progress sub-ledger, along with budget variances.
Note: If you want to budget income and expense accounts by period, this option is available in the MF program, Menu Selection 4. You must have answered Y to the Period-Budget P&L prompt in the LI program.
Tax Interface Code
This prompt applies only if you have installed the CLS ~ Tax Package Interface™. If you selected a
tax package in program LI, Menu Selection 9 (9), you may press F1 to choose the tax code from a pop-up list.
Tax Code
If you are not using the CLS ~ Tax Package Interface™, but want to use CLS to aid tax preparation,
you may enter tax information such as the form, page number, tax schedule, line, alpha and numeric sub-lines and a minus-sign to reverse the balances. This prompt appears only if you answered Y to the Use Income Tax Summary prompt in program LI, Menu Selection 3 (1). Press
Master File Maintenance (MF) 2-27 Notes:
• Use program ML, Menu Selection 5, to print a chart of accounts sorted by tax form, schedule, line, etc.
• Use program TB, Menu Selection 6, to print an income tax summary.
Accept or Escape (A,Esc)
Press A to save additions or revisions. Press Esc to return to the Account No. prompt without modifying the file.
Account number '103' has been updated. Account number '134' has been added.
CLS updates or adds the selected account and returns to the Account No. prompt. You may add or revise another account, or press Esc to return to the MF menu.