GL Account Setup

Overview:

GL (General Ledger) accounts are used to report inventory purchase costs and count valuations, and to export them to your accounting system. If you utilize the POS+ product, then they are also utilized to report and export POS financial and statistical adjustments to your accounting system.

Things to know!

• The GL Accounts feature will only be available to Users who have been given access to this function. 
• GOGS-Well Support does the initial setup of your chart of accounts (GL Accounts).
• The GL Accounts required for inventory control are the account names and numbers you utilize for Food and Beverage purchases and ending inventory valuation. Your accounts payable liability account name/number is also needed.
• The GL Accounts required for POS Financials (the POS+ product) are the accounts you utilize for tracking POS financial and statistical totals. 
• GL Accounts in COGS-Well are mapped to the chart of accounts in your accounting system.  This mapping is usually done by COGS-Well as part of your initial system setup. 

Add/Edit/Delete GL Accounts

When you select the GL Accounts, COGS-Well will display the GL Accounts that exist in your system on a "Find Grid" similar to the screen below:

Find Grid Definitions:

+ Add, Export, and Search Options:

• The blue "+ Add" button is used to add a new transaction.
• The "XLSX" button will export the information on the grid to a spreadsheet.
• The search option can find any part of a word or date on the grid. When you start typing your search criteria, the search will be initiated.  

Edit/Delete: Click the Edit or Delete button to the right on the row of the Item that you wish to edit or delete.

Special Find Grid Search, Filter, and Sort Tools:

• Magnifying Glass Icon: The magnifying glass at the top of each column in the above grid has a search function that enables you to search within that field. If you hover your mouse over the magnifying class you will see options to use to refine your search.
• Magnifying Glass and Calendar Icon: If a column has a magnifying glass and a calendar at the top of the column, the calendar can be used to select a date, and if you hover over the magnifying glass after you select a date, you will have options to refine the filter (such as equal to or greater than the selected date).
• (All) Incon: Columns that display "All" have a drop-down arrow on the right that is used to select and filter for a specific status. For example, the Active column can be filtered for "Yes" items only.

The Find Grid includes more tools to help you find, filter, or sort the information on the grid according to your requirements. Some of these tools are intuitive, but other helpful tools can easily be overlooked. Please click this link for more information on Find Grid Tools - FAQs.

GL Accounts:

 For the example below, we have selected to edit a GL Account:

Account name: Enter or modify the GL Account name.

Account number: The account number is an optional field that is for reference only.

Account type: Account types are Asset, Liabilities, Expense, or Other. If you are using the POS+ product then Revenue and Statistical account types are included. Use the drop-down to make your selection. 

Active: Any GL Account may be given a status of active or not.  If a GL Account is not checked then it will not be active and it will not show in reports or select options.  An inactive GL Account can be made active again at any time.

Save, Delete, and Exit:

At the bottom of the screen are the Save, Delete, and Exit buttons.

Save - Saves the entry or entries without exiting.

Delete - Deletes the GL Account. You will be asked, "Are you sure"?

Exit -  Exits without saving any new entries or edits.