Account Numbers - Chart of Accounts
 

This article will go through the Account Numbers program in Point of Rental. To use the General Ledger import feature, you must define the General Ledger account numbers used in your accounting software. These account numbers will also be on the General Ledger Entries sheet printed at the end of the day and month. 

Topics in this article include 

• Getting there

• Account Number Setup

• Account Types

• General Ledger Special Tags

• Troubleshooting

• Print Button (GL Account Report)

Getting there

Expert: Program Menu > Configuration > Accounting Configurations > Account Numbers 
Elite: Gear icon > App Configurations > Accounting Configurations > Account Numbers 

Account Number Setup

Account number fields are defined in the next section, Account Types.

1. Enter the appropriate account numbers in each field. For examples and formats of account numbers, see the topic General Ledger Special Tags below.
   
   
2. When you are done, click the OK button. 
   
   
3. If you want to cancel your changes, click the Cancel button. 
   

Account Types

Asset Accounts

ℹ️ IMPORTANT! Accounts displayed in red are required!!

These accounts record collected monies and bank deposits. They also include the default accounts for inventory value and reflect when inventory is sold. Accounts Receivable and Suspense funds can be found here as well.

Expense Accounts

Expense accounts record expenses that may occur during operations.

ℹ️ IMPORTANT! Accounts displayed in red are required!!

Purchase Orders

The Purchase Order accounts record the value, expenses, and liabilities of purchase orders and contain Accounts Payable. This functionality is only available if your company is licensed for the Purchase Order module. To become licensed or for more information, contact our sales team.

Income Account 

Income accounts are the default accounts for income generated. This can be broken down further at the item category level.

ℹ️ IMPORTANT! Accounts displayed in red are required!!

Liability Accounts

Liability accounts record liability amounts collected that may be payable to a third party (for example, the IRS or other governmental agencies) or to your customer. These accounts are unique to Point of Rental and must be created to use this feature. 

ℹ️ IMPORTANT! Accounts displayed in red are required!!

Miscellaneous

Miscellaneous accounts allow you to set up your general ledger export format and settings. This section can be used by users who have an API integration with their accounting software or users who upload general ledger files manually into their accounting software. Please note that in Elite, users of API integrations will not see Email, Export Frequency, and Tax Item in this UI, as they do not apply to those integrations.

The Point of Rental System can create an import file that contains all the debits and credits for the day's transactions to be imported into a third-party accounting system. The file name is in the format PRyymmdd, where yy -year, mm - month, dd - the day for daily imports, and PR yymmMONTHLYONLY for monthly imports.

ℹ️ IMPORTANT! Accounts displayed in red are required!!

Export Format - This dropdown allows you to choose the format for creating the files to import (QuickBooks, Peachtree). When using the accounting "integration" mode PofR External, file exports may be enabled to produce three file exports per day for AR invoices, AP invoices, and GL, respectively. This is the same data available in the API endpoints for Point of Rental users who are able to use a file export to bring these into an external accounting system. The API is the method that any system can utilize.
 

Export Location - Under the Export Location field, you can define where the import files are created. The default account is C:\POR\QB\. For POR-managed Elite Cloud systems, the export location must be C:\POR\Uploads.  You can also create a ‘QB’ sub-folder or use the sub-folder for a certain individual as well.

Email - This allows you to enter an email address to have a copy of the GL entry files automatically emailed at the end of each day.
 

Export Frequency - This option controls the frequency with which export files are created: daily, monthly, or never.
 

QB Class - This field is available if you choose "API - QuickBooks Online" for the Export File. It defines separate profit centers (usually, each store has its own class).
 

Tax Items - This field is only used when Xero is selected as the export format.
 

Account Numbers Store 1 (Expert only) - Checking this box allows you to use the account numbers you assigned from your store 1 location. This will include Store and Store Class.

General Ledger Special Tags

Special tags can be used in any GL Number. The available tags are #, {Store}, and {Class}. They can be used anywhere in the GL Number; at the beginning, middle, or end.
 

• # Example: 1020.# or 1020-## or 1020.[###] (# are replaced by the store number) 1020.1, 1020-01, 1020.[001]. 
    

• {Store} Example: 1020. {Store} or 1020-{Store} ({Store} tag is replaced by the store number) 1020.1, 1020.
        
• {Class} Example: 1020. {Class} or 1020-{Class) ({Class} tag is replaced by the text included in the QB Class/Store Code field).
       

In the Miscellaneous section, you can place the store number or class in the Store Code. When the General Ledger is printed, it will display the store or class next to the Main GL Account.



 

Troubleshooting

AP file with an error? 

This usually means something is inconsistent with the term Accounts Payable in QB. The "terms" in a vendor record can cause problems like this. QB creates a copy of the file that did not import with a long number at the end that localizes the error. That is often helpful in getting to the source of the problem. This is true on GL imports as well.

IIF File is Not Automatically being Exported

If the IIF file is not automatically exporting, an antivirus program may be the cause. Please check the settings on the antivirus program to determine whether it's blocking the IIF file from POR. 

Print Button (GL Account Report)

Select the print button to print out a snapshot of your current GL accounts. This makes it easier if you have multiple store locations and must enter GL numbers into each location.

Disbursement with Separate GL - Select this to see the separate Disbursements GL you have set up in your system.

Categories with Separate GL - Select this to print out a listing of your GL assigned to different categories.