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Manage the Chart of Accounts (ACC)

The chart of accounts defines the main fiscal structure for the company. Adapting of the chart of accounts is necessary to make the book-keeping system fit the economic activity of the business. The chart of accounts is actually unique for each company, but there are substantial similarities, so it is possible to import a standard chart of accounts when starting up your business accounting. A chart of accounts contains an overview of your ledger accounts.

The Chart of Accounts (ACC) application can be used to both adapting the chart of accounts, and to examine the values and underlying transactions posted to each account.

Together with a very flexible use of account groups, a RamBase Chart of Accounts (ACC) fits into most fiscal structures.

Posting type

Posting Type will be set to Both by default on all accounts.

It is possible to set this to Only Debit or Only Credit.

Manual ATR documents will not be allowed to post on the opposite side if it is set to Only Debit or Only Credit.

Post on the same side as the original posting, but with opposite sign to correct a posting on such an account.

If Only Debit or Only Credit is set on an account that is used on automatic postings, for example a Supplier Invoice (SIN), this may result in all entries being on one side. Since one of the rules for an general ledger entry is that the entry must have postings on both sides, RamBase has functionality to automatically post on the opposite side so that the ATR can be posted. This will not cause any balance changes of any accounts since it is a +/- posting. The account that is used for this posting is called DEBITCREDITCLEARINGACCOUNT and is set in the Account Default (ACD) application.

Initial set up of the Chart of Accounts

When the Chart of Accounts is to be setup for the first time, you may do this based on a template. Instead of spending time on creating each account manually, you can import a template and select the preferred accounts. When basing the chart of account on a template, the accounts will inherit the account details from the template.

Import a standard Chart of Accounts
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Press F12 to open the action menu and choose the Chart of Account Setup option.

  3. In the new popup, select the template from the dropdown-menu in the Source field. A table with a tree structure will appear.

  4. From the dropdown-menu in the Root Node-field, select the group of accounts you want to be displayed.

  5. From the tree structure you select the accounts by use of the check-boxes. If you check an accounting group, all accounts in this group will automatically be selected, but you can deselect any of the accounts.

  6. Click the OK button. The accounts will now be listed in the Chart of Accounts (ACC) application.

Add a new account to the Chart of Accounts

If you want to add an account to the Chart of Accounts (ACC), you can import this from a template or create it manually.

Import an account from a template
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Press F12 and select the Import Standard Chart of accounts option.

  3. Select which template you want to use in the Source field. A tree structure will appear.

  4. Filter on the account groups. The accounts with a check-box can be selected. The accounts without check-boxes are already implemented in your Chart of Accounts.

The imported account will have a standard setup, but the details may be altered.

Create a new ledger account manually
  1. Start from the Chart of Accounts (ACC) application.

  2. Click the Create ACC/.. icon.

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  3. In the New Account popup, insert values in the fields:

    • Account Number - The number of the account. Maximum 50 characters and possible characters are:

      • 0-9

      • a-z, A-Z

      • Symbols (.,_-)

    • Name - Name of the account.

    • AccType - Define if the account is going to be a Result or a Balance account.

    • VATCode - Select the correct VAT code.

    • FromPeriod - The accounting period for the account to be valid from.

  4. Click the OK button. You will now see the account details. It is possible to add more information to the account (St:1).

  5. To make use of dimensions in the accounts, values of the parameter section must be set. Click the magnifier icon in the Parameters section.

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  6. Define the dimension parameters to be used or not. In addition to the dimensions set in the DIM register, Location and Ictdb are also used as dimensions. Location refers to different warehouse/stock locations, Ictdb refers to transactions between departments or companies within a corporation.

    • LOC - The parameter is set (Must use) for accounts regarding flow of goods, if you want to differentiate the expenses of stock for various stock locations. The values of the LOC dimension are fetched from the LOC application in RamBase.

    • ICTDB - The parameter is set (Must use) for accounts regarding flow of goods and services between departments and companies. If not set, the accounts receivable and accounts payable will show incorrect values from a corporate point of view.

    • DEPNO - The parameter is set if you want to connect postings on the account to a certain department. If set to Can be used, there is a possibility to set a default department for the account.

    • PRJNO - The parameter is set if you want to connect postings on the account to a certain project.

    • ASTNO - The parameter is set if you want to connect postings on the account to a certain asset (for example a building or a truck).

    • Other dimensions - The parameter is set if you want to connect postings on the account to other dimensions created in the DIM register.

  7. Click the OK button.

Other possible values to set in the account information window are budget, department, VAT-code, account groups and blocking (prevent postings from certain documents).

  • Budget - The possibility to set the budget account to be compared with the account. Note that the connection between accounts and budget accounts usually are managed from the budget (BAC) application.

  • Department - The possibility to set a default department if Can be used is set as the parameter of the DEPNO dimension.

  • VAT-code - The possibility to set a default VAT code for the account.

  • Account groups - The accounts belongs to certain account groups. The use of account groups is usually govern by a set of rules and standards in accordance to financial statement reporting. The field is used to connect the account to one or more account groups. Note that account groups are usually managed from the Account Group (ACG) application.

  • Blocking - The possibility to prevent transactions being posted from different registers and/or documents. For instance you can prevent postings to a sales account from the general ledger (ATR) to ensure postings is generated from invoices only.It is possible to block the account from postings generated by:

    • Sales invoices (CIN)

    • Sales credit notes (CCN)

    • Supplier invoices (SIN)

    • Supplier credit notes (SCN)

    • Payments register (PAY)

    • Direct ledger postings (ATR)

    • A combination of all of them (ALL)

Activate an account
  1. When all information is added in the Account Info window, Press F12 to open the action menu and choose the Register Account option.

  2. The account is now activated in the Chart of Accounts (St=4).

All new accounts that are not activated in the Chart of Accounts yet will be set to status 1. If you want to list these accounts, start from the Chart of Account (ACC) application and use the radio button New. You have to activate the accounts one by one.

Inspect account details
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Highlight the specific account and press ENTER.

  3. Optionally, use the radio buttons beneath the list to filter the accounts:

    • Active - The default subset. Shows the accounts that are active and can be used in accounting.

    • New - Shows the accounts that are created but not yet activated. The accounts are not available for accounting.

    • Discarded - Shows the accounts that are discarded and therefore not available for accounting.

    • All - Shows all accounts in all subsets.

  4. You may also use the drop-down menus to filter on Period or YTD-period.

Examine GL entries from the Chart of Accounts register
Examine the transactions posted to a specific account
  1. To open the Chart of Account (ACC) application, find Finance in the RamBase menu and then Base registers. Click Accounts to enter the ACC application.

  2. Highlight the relevant account and press ENTER. The Balances section in the Account Info window is the main working area to inspect the transactions posted to an account.

  3. To improve the view, use the Group by selection box. The transactions can be grouped by:

    • Period

    • Dimension

    • Transaction type

    • Transaction date

    • VAT code

    • Currency

Use drill-down to see the details behind a ledger posting
  • In the Account Info window, click on the document icon next to the transaction value in the Balances section. The CAS / SAS-Items window appears.

In the CasNo-column there are links to the Account Specifications (CAS). The CAS-links point to customer account specifications and SAS-links point to supplier account specifications.

  1. Click on the CAS / SAS links to drill down to the details. The CAS is generated automatically at certain time lags. The CAS is usually transferred to the general ledger once a night.

  2. In the Doc-column there are links to the underlying documents of the transactions. The CIN-links point to sales invoices and the SIN-links point to the supplier invoices. Click on the CIN / SIN-links to drill down to the underlying documents.