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Chart of Accounts

The Chart of Accounts is the accounting back-bone behind the Microworks sales engine. Your system comes with a pre-built chart of accounts from which you can add onto when needed.

It is highly recommended you have a fairly good understanding of accounting before editing this file.

Microworks has an accounting interface that maps this chart of accounts to your company’s accounting software.

GL Account numbers used in the Chart of Accounts do not need to match those of your accounting system. It is best to follow the existing numbering system as explained below.

Navigate to the System Setup menu and choose Chart of Accounts under the Company section to view your chart of accounts.

Edit Location

You can add, edit and delete accounts using the toolbar buttons.

Once an account has activity against it, it cannot be deleted. In this case, simply mark the account Inactive.

To add or edit an account, click the new button, or select a row and click edit.

Edit Location

Fields

Account Type: Choose from the drop-down list of built-in accounts.

Account Number: Enter the account number using the next number within the category you are entering, counting by 10’s. (See below).

Description: The name of the account.

Subaccount: Check this box if this is to be a sub-account. (See below for common uses)

Subaccount of: Select the account this is to be a sub-account of.

Use for promo transactions: Check this for any expense account that can be used by the cash register promo function.

Allocation Group: Select the allocation group from the drop-down list.

Account is Inactive: Check this box to deactivate an account.


Account Numbering

You will want to be mindful of account number assignments and conform to the account numbering scheme used in the chart of accounts. Here is a table of account types and their respective numbering ranges.


Asset/Inventory accounts 1000 - 1499
Asset/Cash Accounts 1500 - 1599
Asset/Credit Accounts 1600 - 1699
Asset/Other Payment Types 1710 - 1999
Liability Accounts 2000 - 2999
Income Accounts 4000 - 4999
Cost Accounts 5000 - 5999
Expense Accounts 6000 - 9999


When adding a new account, look at the existing account list to find the next number, counting by 10’s. For example, if the last Income account is 4060, then you will want to use 4070 as the next number.


Sub Accounts

Sub accounts are loosely used in this system except for Asset/Cash/Credit/Other Payment Types. Sub-accounts used by these accounts are reflected on the x-report, z-report and cash receipts report.

For example, Cash and Check are sub accounts of Deposit whereas M/C, Visa, Discover and Amex are sub accounts of Credit Cards. These sub accounts create a sub-total grouping on the x/z/cash receipt reports so you can get a total deposit (Cash+Check) and a total credit card (M/C+Visa+Discover+Amex).

It is best to study your existing chart of accounts structure and mimic similar items. You will see that Inventory, Income and Cost accounts are structured with sub accounts.

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