Difference between revisions of "ProDon:Chart of Account Management (Prodon 4)"

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'''<u>CAUTION</u>''': This document is for '''ProDon 5'''. To view ProDon 4 document, [[ProDon:Vérification_et_report_d'un_lot_de_transactions_(version_4)|click here]].  
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'''<u>CAUTION</u>''' : This document is for '''VERSION''' 4 of '''''Prodon'''''. To go to the document for version 5, [[ProDon:Accounting System Links Management|click here]].
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==Introduction==
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The "Chart of Account Management" allows you to create the General Ledger accounts used in the database. Usually, these General Ledger accounts are linked to the accounts used for accounting; that is, the ones used in the accounting software of the organization.
  
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<br>
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'''NOTE: '''The "Chart of Account Management" contains accounts for revenues and expenditures.
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==Chart of Account Management==
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== Introduction  ==
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To add or modify General Ledger accounts, you must first go to the "Chart of Account Management".
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{| class="wikitable" width="463" cellspacing="1" cellpadding="1" border="1"
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Once all the transactions of a batch are entered, you must perform the transaction transfer. To learn how to enter transactions, see [http://wikien.logilys.com/index.php/ProDon:Transaction_Logging this document].&nbsp;
 
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It is recommended to validate with a report, prior to transferring the transactions; in order to make sure there are no mistakes. To learn how to validate the batch before transferring it, [http://wikien.logilys.com/index.php/ProDon:Validation_and_Transfer_of_a_Transaction_Batch#Validation_of_the_Transaction_Batch click here].
 
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<br>Once the validation is made, the transaction transfer (deposit) can be made. To learn how to transfer transactions, [http://wikien.logilys.com/index.php/ProDon:Validation_and_Transfer_of_a_Transaction_Batch#Transaction_Transfer click here].
 
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== Validation of the Transaction Batch  ==
 
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To validate a transaction batch before transferring it, go to the "Transaction management".<br>
 
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
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To make sure there are no mistakes in the transactions to transfer, generate a report of the transaction batch.<br>
 
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| colspan="2" |[[Fichier:ProDon5 Vérification et report des transactions 001.png|thumb|870x870px]]
 
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| width="50%" |
 
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Go to the tab for which the transactions must be transferred.<br>
 
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| width="50%" |
 
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'''<span style="color: rgb(255, 0, 0);">B:</span>''' Conduct a [http://wikien.logilys.com/index.php/Common_functions:Search_Bar search] or apply a [http://wikien.logilys.com/index.php/Common_functions:Filter_Data_(Queries) filter] in order to only display the elements to transfer in the current list<br>
 
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| width="50%" |
 
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> Click on the[[Image:Bouton Rapport imprimer.png]]button.
 
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| width="50%" |
 
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'''NOTE:''' Under the "Deposit" tab, there are transactions by cheque, in cash, but also donations in goods and services. When transferring transactions by cheque or in cash, make sure the transactions of the donations in goods and services are not in the current list, or vice-versa.
 
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<br>
 
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
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| colspan="2" |
 
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After clicking on the [[Image:Bouton Rapport imprimer.png]] button, the following window opens.<br>
 
 
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| colspan="2" |[[Fichier:ProDon5 Vérification et report des transactions 002.png|thumb|665x665px]]
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|To do so, from the software home page, click on the "Transactions" menu, then select "[[Image:Button General Ledger.png|link=http://wikien.logilys.com/index.php/File:Button_General_Ledger.png]] Chart of Accounts".
 
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| width="50%" |  
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|[[Image:Chart of Account Management 001.png|link=http://wikien.logilys.com/index.php/File:Chart_of_Account_Management_001.png]]
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Select the "1, Batch transactions..." report.<br>
 
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| width="50%" |
 
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> Click on the "[[Image:Bouton Rapport imprimer.png]] Generate" button.<br>
 
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|}
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{| class="wikitable" width="50%" cellspacing="1" cellpadding="1" border="1"
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<br>
 
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
 
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|-
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| colspan="2" |  
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| colspan="2" |After clicking on "[[Image:Button General Ledger.png|link=http://wikien.logilys.com/index.php/File:Button_General_Ledger.png]] Chart of Accounts", this window opens.
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After clicking on the "&nbsp;[[Image:Bouton Rapport imprimer.png]] Generate" button, the following window opens.<br>
 
 
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| colspan="2" |[[Fichier:ProDon5 Vérification et report des transactions 003.png|thumb|603x603px]]
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| colspan="2" |[[Image:Chart of Account Management 002.png|link=http://wikien.logilys.com/index.php/File:Chart_of_Account_Management_002.png]]
 
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|-
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| width="50%" |  
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">A: </span>'''This is the list of all the existing active GL accounts in '''''ProDon'''''.
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Select the "Untransferred transactions" option.<br>
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">B: </span>'''The [[Image:Button add plus.png|link=http://wikien.logilys.com/index.php/File:Button_add_plus.png]] button allows you to create a new GL account. To learn how to fill in the addition or editing of GL accounts window, [[ProDon:Chart of Account Management#Add .2F Edit a General Ledger Account|click here]].
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| width="50%" |  
 
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> Click on the "&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] OK" button.<br>
 
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|}
 
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<br>
 
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
 
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|  
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">C: </span>'''The [[Image:Button Edit.png|link=http://wikien.logilys.com/index.php/File:Button_Edit.png]] button allows you to modify a GL account from the list at <span style="color: rgb(255, 0, 0);">'''A'''</span>. To learn how to fill in the addition or editing of GL accounts window, [[ProDon:Chart of Account Management#Add .2F Edit a General Ledger Account|click here]].
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After clicking on the "&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] OK&nbsp;" button, the report opens.<br>  
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">D: </span>'''The [[Image:Button Minus remove delete.png|link=http://wikien.logilys.com/index.php/File:Button_Minus_remove_delete.png]] button allows you to delete a GL account from the list at '''<span style="color: rgb(255, 0, 0);">A</span>'''.
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'''NOTE: '''It is preferable to deactivate an account rather than deleting it. To learn how to deactivate a GL account, see point <span style="color: rgb(255, 0, 0);">'''H'''</span> of the [[ProDon:Chart of Account Management#Add .2F Edit a General Ledger Account|"Add /Edit a General Ledger Account"]] section.
 
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|[[Fichier:ProDon5 Vérification et report des transactions 004.png|thumb|900x900px]]
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">E: </span>'''The "Active" tab contains all the GL accounts that are currently active in '''''ProDon'''''.
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">F: </span>'''The "Inactive" tab contains all the GL accounts that are currently inactive in '''''ProDon'''''.
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'''NOTE: '''To learn how to activate or deactivate a GL account, see point <span style="color: rgb(255, 0, 0);">'''H'''</span> of the [[ProDon:Chart of Account Management#Add .2F Edit a General Ledger Account|"Add / Edit a General Ledger Account"]] section.
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Validate each transaction to make sure there are no mistakes before transferring them.<br>
 
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|}
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===Add / Edit a General Ledger Account===
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If there are mistakes in the transactions, correct them before transferring the transaction batch.S'il y a une ou des erreurs dans les transactions, les corriger avant de reporter le lot de transactions.
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{| class="wikitable" width="50%" cellspacing="1" cellpadding="1" border="1"
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To correct a transaction, return to the [http://wikien.logilys.com/index.php/ProDon:Transaction_Logging#Transaction_Management transaction management], and double-click on the transaction to correct. <br>
 
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<br>
 
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== Transaction Transfer  ==
 
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Once the transactions have been validated and do not contain any mistakes, transfer the transaction batch.<br>
 
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
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| colspan="2" |[[Fichier:ProDon5 Vérification et report des transactions 005.png|thumb|835x835px]]
 
 
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| width="50%" |  
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| colspan="2" |After clicking on the [[Image:Button add plus.png|link=http://wikien.logilys.com/index.php/File:Button_add_plus.png]] or [[Image:Button Edit.png|link=http://wikien.logilys.com/index.php/File:Button_Edit.png]] button, this window opens.
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Select the tab for which the transactions must be transferred.<br>
 
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| width="50%" |  
 
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> Effectuer une [[Fonctions communes:Barre de recherche|recherche]] ou un [[Fonctions communes:Filtrer les informations (Requêtes)|filtre]] afin d'afficher dans la liste courante seulement les éléments à reporter.<br>
 
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| width="50%" |  
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| colspan="2" |[[Image:Chart of Account Management 003.png|link=http://wikien.logilys.com/index.php/File:Chart_of_Account_Management_003.png]]
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> Click on the[[Image:Bouton Reporter Generer.png]]button.<br>
 
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| width="50%" |
 
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'''NOTE:''' It is not possible to transfer all the transactions of all the tabs of the "Transaction management" at the same time. You must therefore transfer the transactions of each tab one at a time.<br>
 
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<br>
 
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{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
 
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| colspan="2" |  
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">A: </span>'''Enter the GL account number that will be visible in '''''ProDon'''''.
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After clickin on the [[Image:Bouton reporter transaction.png]] button, the following window opens.<br>
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">B: </span>'''Enter the GL account number used in the accounting software of the organization.
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'''NOTE: '''This field is visible only if the [[ProDon:Accounting Integration Module|"Accounting Integration Module"]] is active in '''''ProDon'''''.
 
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| colspan="2" |[[Fichier:ProDon5 Vérification et report des transactions 006.png|thumb|521x521px]]
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">C: </span>'''Name the GL account.
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">D: </span>'''If more than one language are active in '''''ProDon''''', the [[Image:Button translate.png|link=http://wikien.logilys.com/index.php/File:Button_translate.png]] button allows you to translate the name of the GL account specified at <span style="color: rgb(255, 0, 0);">'''C'''</span>.
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| width="50%" |  
 
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Enter the deposit date. The current date is automatically entered by default.<br>
 
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| width="50%" |
 
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> Select the bank account in which the deposit will be made.<br>
 
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">E: </span>'''Allows you to indicate which tax(es) must be considered for this GL account.
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<span style="color: rgb(255, 0, 0);">'''C:'''</span> If at least one transaction in cash is part of the batch, you must specify its banking instruments.<br>
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'''CAUTION: '''Use this option only when entering expenditure transactions.
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">F: </span>'''Allows you to assign this GL account to a donation intended for a deceased person. Moreover, if this box is checked, the name of the GL account will appear on the receipt; so this is a receipt for designated gifts.
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<span style="color: rgb(255, 0, 0);">'''D:'''</span> Check the reports to generate. See the note at the bottom of this table, for more details on the reports.<br>
 
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">G: </span>'''Displays the GL account on the "Deposit Summary" report.
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<span style="color: rgb(255, 0, 0);">'''E:'''</span> Choose whether to print directly or to show onscreen the reports selected at <span style="color: rgb(255, 0, 0);">'''D'''</span>.  
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">H: </span>'''Allows you to activate or deactivate the GL account. If the box is checked, it is because the GL account is inactive.
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<span style="color: rgb(255, 0, 0);">'''F:'''</span> To transfer the transactions and generate the reports, click on<br> "&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] Start".  
 
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| colspan="2" |  
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">I: </span>'''Allows you to write notes in relation to the GL account.
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'''NOTE:''' The report " Batch Transactions" is used as archiving report. The "Banking instruments" report may be used as deposit slip. The "Summary by GL Accounts" report is an accounting report.
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| width="50%" |'''<span style="color: rgb(255, 0, 0);">J: </span>'''After specifying all the necessary information, click on the "[[Image:Button Check mark Confirm.png|link=http://wikien.logilys.com/index.php/File:Button_Check_mark_Confirm.png]] Confirm edit" button, in order to save the information.
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|}{{Footer_ProDon_Version|4.6.7.25}}{{Header_TOC}}
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<br>  
 
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The transactions have now been transferred, removed from the current list of transaction management and sent to Analysis and History. 
 
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After transferring transactions, do not forget to generate the receipts and documents related to the transferred transactions.  
 
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For more details concerning the processing of receipts to be issued, see [http://wikien.logilys.com/index.php/ProDon:Processing_Receipts_to_be_Issued this document].<br>
 
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For more details concerning the processing documents to be issued, see [http://wikien.logilys.com/index.php/ProDon:Processing_Documents_to_be_Issued this document].
 
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{{BasPage_ProDon_Version|À venir}}  
 
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Latest revision as of 12:51, 30 May 2018

Chart of Account Management (Prodon 4)

CAUTION : This document is for VERSION 4 of Prodon. To go to the document for version 5, click here.

Introduction

The "Chart of Account Management" allows you to create the General Ledger accounts used in the database. Usually, these General Ledger accounts are linked to the accounts used for accounting; that is, the ones used in the accounting software of the organization.

NOTE: The "Chart of Account Management" contains accounts for revenues and expenditures.

Chart of Account Management

To add or modify General Ledger accounts, you must first go to the "Chart of Account Management".

To do so, from the software home page, click on the "Transactions" menu, then select "Button General Ledger.png Chart of Accounts".
Chart of Account Management 001.png
After clicking on "Button General Ledger.png Chart of Accounts", this window opens.
Chart of Account Management 002.png
A: This is the list of all the existing active GL accounts in ProDon. B: The Button add plus.png button allows you to create a new GL account. To learn how to fill in the addition or editing of GL accounts window, click here.
C: The Button Edit.png button allows you to modify a GL account from the list at A. To learn how to fill in the addition or editing of GL accounts window, click here. D: The Button Minus remove delete.png button allows you to delete a GL account from the list at A.

NOTE: It is preferable to deactivate an account rather than deleting it. To learn how to deactivate a GL account, see point H of the "Add /Edit a General Ledger Account" section.

E: The "Active" tab contains all the GL accounts that are currently active in ProDon. F: The "Inactive" tab contains all the GL accounts that are currently inactive in ProDon.

NOTE: To learn how to activate or deactivate a GL account, see point H of the "Add / Edit a General Ledger Account" section.

Add / Edit a General Ledger Account

After clicking on the Button add plus.png or Button Edit.png button, this window opens.
Chart of Account Management 003.png
A: Enter the GL account number that will be visible in ProDon. B: Enter the GL account number used in the accounting software of the organization.

NOTE: This field is visible only if the "Accounting Integration Module" is active in ProDon.

C: Name the GL account. D: If more than one language are active in ProDon, the Button translate.png button allows you to translate the name of the GL account specified at C.
E: Allows you to indicate which tax(es) must be considered for this GL account.

CAUTION: Use this option only when entering expenditure transactions.

F: Allows you to assign this GL account to a donation intended for a deceased person. Moreover, if this box is checked, the name of the GL account will appear on the receipt; so this is a receipt for designated gifts.
G: Displays the GL account on the "Deposit Summary" report. H: Allows you to activate or deactivate the GL account. If the box is checked, it is because the GL account is inactive.
I: Allows you to write notes in relation to the GL account. J: After specifying all the necessary information, click on the "Button Check mark Confirm.png Confirm edit" button, in order to save the information.
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Document name: ProDon:Chart of Account Management (Prodon 4)
Version : 4.6.7.25

Chart of Account Management (Prodon 4)
Retrieved from "http://wikien.logilys.com/index.php?title=ProDon:Chart_of_Account_Management_(Prodon_4)&oldid=9414"