If you did NOT purchase the SchoolLeader Accounting Package, or will NOT be using the SchoolLeader A/P system, then you can bypass this topic.
Your A/P Chart of Accounts will be used to track and report your EXPENSES. Every A/P payment, charge, and credit entered in SchoolLeader will be 'bucketed' into an account based on your A/P Chart of Accounts. Each of these buckets is referred to as a SUBACCOUNT and ties back to a G/L Account (if you are using G/L).
Don't confuse these subaccounts with your fees. Billing fees are defined later and separately. The subaccount is simply a place to accumulate and categorize your activity. Fees would be a form of activity.
If you have any questions on how to set up your A/P Sub-Chart of Accounts, you should consult with your accountant.
To access this window, click on Accounting, then Accounts Payable, then A/P Rules, then click on Edit A/P Chart of Accounts. The following window will be displayed.
This window allows you to define your Chart of Accounts for your A/P subledger. Your subaccounts can use any numbering scheme as long as they follow these rules:
must be all numbers (no special characters or letters)
|
Column |
Definition |
|
Subaccount Code |
A numeric value used to uniquely identify the subaccount. It must be all numbers (no blanks or special characters, and must be between 1 - 4 characters in length). |
|
Description |
Description of this subaccount (e.g. Payroll, Electric, Insurance, etc). |
|
G/L Parent Account |
The corresponding G/L account code used when subledger activity must be uploaded to the General Ledger. If you are not using the SchoolLeader G/L system, then select 'NOT DEFINED'. |
|
Export Account Name |
Defines the name of this account to be used when sending data to QuickBooks, an external Accounting Package. For example, the SchoolLeader 201 account may be called "Utilities" in QuickBooks. The name "Utilities" would be entered here. If you are not using the SchoolLeader / QuickBooks interface, then simply repeat the subaccount code in this Export Account Name column. |
|
Allocation Order |
When you post payments this allocation order will tell SchoolLeader the order to use when offsetting outstanding charges |
In addition to the user defined subledger accounts you specify here, there is one permanent account that you cannot modify or delete. This account is used internally by SchoolLeader to support standard accounting practices as follows:
|
Account |
Definition |
|
PREPAY |
If you overpay a vendor, then a prepayment will exist in the subaccount until new charges are posted against this prepayment. |
Three are 3 buttons along the top of the window that are used for:
importing a predefined A/P Chart of Accounts
exporting the existing A/P Chart of Accounts
printing the A/P Chart of Accounts (print grid)
The import/export categories are designed specifically for our customers who operate multiple centers, and want all of their centers to use the same A/P Chart of Accounts.
Importing a Chart of Accounts will overwrite your current chart. DO NOT use this feature for an existing database. This can only be used when you are first setting up your school.