General Ledger Accounts

General Ledger Accounts

The chart of accounts makes up the general ledger of the school where all accounting transactions are stored and summarized. These are needed for the bookkeeping system to successfully operate or function. General ledger accounts are normally logically numbered. Numbering logic is normally also separated for balance sheet and income sheet items.

How to create a general ledger account.

  • Click on the "create an account" button.
  • Select the "account type" by clicking on the "down arrow". Various options will be listed each containing specific information required by the system. 
  1. BS = Balance Sheet. A balance sheet is a snapshot of the financial position at a specific date and time. Balances are carried over between years.
  2. IS = Income Statement. This is a summary of the financial activity for a specific period, example per quarter or per year that determine profit or loss. Every new year starts with a zero opening balance. 
  3. TB = Trial Balance. This is a document that tests if the books are in balance for a specific accounting period.
  4. BS = Bank Account(s) can be reconciled monthly and must be reconciled yearly. This includes investment accounts, savings accounts, cheque accounts, and petty cash. No journals can be posted to this account as it has a sub-ledger that reconciles back to the bank statement. Undeposited funds are also set up as a bank account. The system facilitates the recon on undeposited funds to the bank statement with a "make a deposit" option.
  5. Expenses (IS) = This includes all operational expenses to make the school operational. An example would be electricity and your phone bill. These transactions are populated to the income statement and the expenses can be budgeted on a yearly basis per item or amount.
  6. Fixed assets (BS) = Everything the school owns in order to successfully operate. It can include buildings, land, tools, equipment, vehicles, and furniture. Normally public schools do not own the land and buildings as it is owned by the Government. However, private schools will be owners of land and buildings.
  7. Income (IS) = Revenue. All income the school receives, including cash, cheques, eft transfers (deposits). These transactions are populated to the income statement and the income can be budgeted on a yearly basis per item or amount.
  8. Profile Control Account (BS) =  This account type used in the system to raise invoices, it is also referred to as the Learner control account or the Debtor control account. In a school scenario, parents/institutions are the accountable person's (customer) that normally pay school fees on a monthly/yearly/quarterly basis. This control account is automatically reconciled by the system and NO Journals can be posted to this account or to the "billing" account that is set up for invoices in the income statement like School Fee Income.
  9. Project Control Account (BS) = This control account is used to automatically reconcile projects. This account type is a balance sheet account and the profit/loss can be posted to the balance sheet or income statement when the project is closed down.
  10. Accounts Payable (BS) = This is an accounting entry that represents an entity's obligation to pay off a short-term debt to its creditors. On many balance sheets, the accounts payable entry appears under the heading "current liabilities".
  • Enter an "account code" in the provided block. The account code is not prepopulated so you would have to enter a number.
  • Enter an "account name" in the block provided.
  • Select the date that you would like the account to be active from in the "account active from" block.
  • If the account type is an Income statement account type or an Expense account, a begin date for budget purposes will be required.
  • A budget category needs to be selected but this does not mean that you have to make use of the budget function on the system.
  • Enter a description in the block provided but it's not compulsory. 
  • You can also enter a note should you want to but it too is not compulsory.
  • Once all the information has been captured, click on the "add button". 

How to edit a general ledger account.

  • Select the account that you want to edit.
  • Click on the "edit" button and edit accordingly.
  • Click on the "save" button once you are done editing. 
Account names or numbers should not be changed so that the account has a new meaning, eg "telephones are changed to "bank charges". The historical data will also be changed. In other words, the history of the account will be displayed as "bank charges" instead of "telephones" in previous years. The best way to change the description of accounts is to close the existing account as soon as there no outstanding balances and to create a new account.

How to close a general ledger account.

  • An account can only be closed if the balance is zero.
  • Should you want to close an account and the balance is not zero, it will bring up an error message.
  • Select the account that you want to close.
  • Click on the "close account" button.
  • The system will bring up a message to ask if you are sure if you want to close the account and you can then select "yes".

An account that was closed, can be re-activated at any time.

How to re-activate an account.

  • Under the "choose the account status", choose "closed"
  • Select the account you want to re-activate.
  • Click on the "re-activate account" button.
  • The system will then ask you to confirm as to whether or not you want to re-activate the account. 
  • Select either "yes" or "no".
For information regarding the setup of a bank account for your Netcash/SagePay account, please click on the following link

© Copyright d6 group (Pty) Ltd

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