Use the Operating Parameters button on the General Ledger Setup menu to enter basic parameters used throughout the system. The default general ledger accounts should have been entered during the Accounting Inception, but you should verify the information. You can edit the information on this screen as needed.
Step 1. From the FLEX DMS startup menu, click Accounting.
Step 2. On the Dealership Accounting main menu, click Setup.
Step 3. From the System Setup menu, click Operating Parameters.
Step 4. In the G/L Accounts section, type the general ledger account numbers used to post each item listed. The checking fields allow you to specify up to five accounts. These become the accounts/check registers available when posting and reconciling checks and deposits.
Step 5. In Prompt for Posting Operator ID and Date (Y/N), indicate if you would like to be prompted for an ID number and posting date when you open the Journal Entries menu. If you type Y for yes, you will be prompted to enter your operator ID number and the posting date. If you type N for no, the default operator code and system date will be used.
Step 6. In Acct’s Rec. Finance Charge (Annual Rate) APR, type the annual percentage rate for accounts receivable finance charges.
Step 7. Use the Allow Parts Dept to Access A/R Customer Data (Y/N) field to indicate if the Parts Department should have access to view the accounts receivable customer information Wholesale Customer Information screen. Type Y for yes or N for no.
Step 8. Use the Allow Service to Authorize Customer Charges (Y/N) field to indicate if the Service Department can authorize charges. Type Y for yes or N for no.
Step 9. In Default Credit Limit $, type the credit limit you want to set for service charges. The system will use this credit limit unless a credit limit is specified in the customer's accounts receivable record. The default must be entered if you are going to use the Cashier module for Service Repair Orders. This will allow customers to charge payments to either a credit card or to their accounts receivable account.
Step 10. Use the Allow Parts & Service to Charge to Past Due Accounts (Y/N) field to indicate if the Parts and Service Departments are allowed to add additional charges to accounts that are past due. Type Y for yes or N for no. If you type N, the system will prohibit the Parts and Service Departments from adding any additional charges to a past-due account.
If you type Y, the system will allow the Parts and Service Departments to add new charges to a past-due account. You can use the Up To ___ Days field to specify the cutoff for posting to past-due accounts. Charges can be added to past-due accounts until they reach the cutoff specified here. You can only set the cutoff as 30, 60, 90, or 120. The field will default to the next setting if you attempt to enter a different value.
9. Use the Allow Cashier to Create New Accounts Receivables Customers (Y/N) to indicate if the cashier is allowed to create new customer charge (A/R) accounts while posting cash receipts. Type Y for yes or N for no.
Step 11. In Purchase Journal to Post to Vehicle Internals, type the journal number used to post the vehicle internals. This is usually journal 75, which is noted on the screen.
Step 12. Use the Automatically Insert Decimal for Currency Accounting Entries (Y/N) field to indicate if you want the system to automatically insert the decimal point for currency entries. The default entry is N for no. If you leave this setting as N, you will have to enter the decimal point manually. Otherwise, the system will treat the entries as whole dollar amounts. For example, if you type 5, the system will format it as 5.00. If you select Y, the system automatically adds the decimal two places from the last digit in the figure. This setting only applies to your individual workstation.
Below are examples of entries and how the system will format them if you enter Y.
|If you type...||the system will format it as|
Step 13. Use the Skip “Print Daily Journal” (Always/Prompt) (A/P) field to indicate if you want to skip printing the Daily Journal. If you type A for always, the system will always skip the printing. If you type P for prompt, the system will prompt you to select to print the journals or skip printing. This applies to users who select to batch post. (See Step 14.)
Step 14. Use the Display Menu Select Prompts on Menu Buttons for This Client (Y/N) field to indicate if you want the menu select shortcut prompts to be displayed on the menu buttons. Type Y for yes or N for no. The menu select keys are the numbers or letters on your keyboard that correspond to each menu button. You can press the indicated key to select a menu option rather than clicking the menu button with the mouse. Your selection applies only to your workstation.
Step 15. The Post Entered Transactions Directly to the General Ledger/Schedules (Y/N) field determines if transactions are automatically posted to the general ledger and schedules when they are entered or if they are saved in a temporary file to be posted in a batch at the end of the day. Type Y to automatically post the transactions or N to save the transactions for batch posting at the end of the day.
Step 16. The Show Running Bank Balance on Disbursement Screen (Y/N) option is only available if you select to direct post. If you select Y to show the balances, the disbursement screen will show the running bank balance. The balance comes from the general ledger account balance. This option is only available for direct post since the general ledger balance is automatically adjusted when a transaction is posted, and therefore, the general ledger balance should always be correct. It isn't available for batch posting because the general ledger isn't updated until the transactions are posted to the journals, so if checks are still waiting to be batch posted, the general ledger balance won't be correct. Therefore, it could cause confusion when posting (someone believing there is more money in the account than there is).
Step 17. The Allow Multiple Documents Within a Document (General Journal) (Y/N) field applies only to general journal transactions. If you enter N for no, the system will warn you when one or more lines of a transaction have different document numbers. If you enter Y for yes, the system will not warn you in this situation.
Step 18. In Accounting Year Begins With Calendar Month, type the month that begins your accounting year. If you follow a fiscal year, this could be any month of the year. If you follow a calendar year, this is 01.
Step 19. Fiscal year dealerships will use the Year field to ensure the consistent labeling of files at month end. Upon entering this screen, the year will default to the current calendar year but can be edited. The fiscal year should be labeled with the year in which it ends. For example, if the fiscal year begins in July (07) of the current year, enter the next year in the Year field. Files generated in C:\ASIME at the close of period 08 for Accounts Receivable, Accounts Payable and the General Ledger will be labeled "0818." This includes the Stack Month-End. Please be mindful of the labeling of files generated in previous month-end closings, ensuring no two files will have duplicate file names. After the initial fiscal year closing, the Year field will automatically advance to the next year.
Autosoft recommends that all month-end files are backed up to an external device to ensure no data is lost.
Step 20. The Last Accounting Period A/R Closed field displays the month when the accounts receivable was last closed. The Last Accounting Period A/P Closed field displays the month when the accounts payable was last closed, and the Last Accounting Period G/L Closed field displays the month when the general ledger was last closed. The system automatically updates the information in these fields.
Step 21. Click Save to save the information. The system returns you to the System Setup menu.