Adding, Reviewing, and Editing Individual G/L Accounts

	If your system is configured for multiple charts of accounts, the Account Chart filter appears. Complete the filter and click Submit.

	Exercise caution when modifying G/L account records. Some changes can affect prior or future accounting operations. If you are unsure of whether a change could cause problems, contact Yardi technical support.

Number	Identifies G/L accounts on transaction screens and reports. Voyager formats the number as specified in the Account Format field on the Accounts and Options screen. For more information, see “Essential Accounts”.
Description	Describes the account on transaction screens, and report filters. Maximum of 32 characters.
Normal Balance	Debit Typically expense and asset accounts. Credit Typically income and liability accounts. There are exceptions. If you are unsure of the appropriate normal balance, contact your accountant. Normal Balance and Report Type identify income and expense accounts for retained-earnings calculations. A credit-balance, income-statement account is an income account. A debit-balance, income-statement account is an expense account.
Account Type	Regular Accounts to which you post transactions. Heading First entry in an account category, used for organizing the chart of accounts and financial reports. Transactions do not post to heading accounts, which always have a zero balance. Total Accounts into which other accounts total. Transactions do not post to total account. For information about the relationships between the three types of accounts, see “Basic Chart of Accounts Structure”.
Report Type	Reports in which the account is included. Balance Sheet Asset, liability, and capital accounts. Balances in balance-sheet accounts carry forward indefinitely. Income Statement Revenue (income) and expense accounts. End-of-year processing zeros out the year-to-date amounts of income statement accounts. Voyager includes all income statement and balance sheet accounts on cash-flow reports.
User-defined fields 1 -- 4	For information about configuring these fields, see “Adding and Editing Field Labels and Selection Lists” in the Voyager Core Installation and Administration Guide.

Identifies G/L accounts on transaction screens and reports.

Voyager formats the number as specified in the Account Format field on the Accounts and Options screen. For more information, see “Essential Accounts”.

Description

Describes the account on transaction screens, and report filters. Maximum of 32 characters.

Normal Balance

Debit Typically expense and asset accounts.

Credit Typically income and liability accounts.

There are exceptions. If you are unsure of the appropriate normal balance, contact your accountant.

Normal Balance and Report Type identify income and expense accounts for retained-earnings calculations. A credit-balance, income-statement account is an income account. A debit-balance, income-statement account is an expense account.

Account Type

Regular Accounts to which you post transactions.

Heading First entry in an account category, used for organizing the chart of accounts and financial reports. Transactions do not post to heading accounts, which always have a zero balance.

Total Accounts into which other accounts total. Transactions do not post to total account.

For information about the relationships between the three types of accounts, see “Basic Chart of Accounts Structure”.

Report Type

Reports in which the account is included.

Balance Sheet Asset, liability, and capital accounts. Balances in balance-sheet accounts carry forward indefinitely.

Income Statement Revenue (income) and expense accounts. End-of-year processing zeros out the year-to-date amounts of income statement accounts.

Voyager includes all income statement and balance sheet accounts on cash-flow reports.

User-defined fields 1 -- 4

For information about configuring these fields, see “Adding and Editing Field Labels and Selection Lists” in the Voyager Core Installation and Administration Guide.

1099 Exempt	Excludes the account from calculations for end-of-year tax processing in the U.S.
Cash Account	Account for bank deposits and check writing. For information about specifying the default cash account for Voyager, see the field description for “Cash”. Only one account can be designated as the default, but you can have multiple cash accounts. You associate a specific cash account with a specific income or expense G/L account by entering the cash account's number in the Offset field of the income or expense G/L account's Account Info screen.
Tenant Deposit	Account to which you deposit resident security deposits. NOTE Do not select this check box for deposit clearing (sometimes called “deposit refund”) accounts or deposit-interest accounts.
Commissionable	Account for commissions calculated using the Pay Commission feature (but not the Management Fees feature). For more information, see “Property-Management Fees” in the Voyager Core User's Guide.
Subject to Late Fee	Account for late-fee calculations. CAUTION In Voyager Commercial, Use Flag must be set to Account in the Late Fee section of the Property Control screen for a late fee to apply to charges based on this setting. For more information, see “Late Fee”.
Prepay Holding	Account for prepayments. You can have multiple prepay holding accounts. If you don't specify a prepay account on a receipt for a prepayment, Voyager uses the account specified in the Prepay Income field on the Receivable Accts tab of the Accounts and Options screen. See the description of the Hold for field, below, for information about associating a prepay holding account with a specific income account. CAUTION Processing receipts without specifying a prepay holding account can cause accounting problems.
Exclude from Use	Account no longer used for posting transactions. Excluded accounts do not appear in lookup lists, but do appear on reports that include transactions posted to the accounts before they were excluded. You can also select this option for report placeholder accounts. TIP A system administrator can delete G/L accounts unassociated with transactions. See “Deleting General Ledger Accounts” in the Voyager Workstation Administrative Tools User's Guide.
AP Account	The account appears on lookup lists for accounts-payable fields.
Control Account	Only users with proper security settings can use the account, and only for journal entries.
Expense Account	Account used for transactions involving expenses.
End Income Stmt %	Last (highest-numbered) account for which percentages print on an income or cash-flow statement. Inactivates the printing of percentages for higher-numbered accounts. Set this option for only one account. TIP If you prefer not to print percentages on income or cash-flow statements, select this option on the first heading account in your chart of accounts.
Exclude from Reg	Account excluded from income registers.
Incl. in Cash Flow	Account included on cash-flow statements. NOTE This selection applies only if the Report Type is Balance Sheet.
% Divisor	Account used as divisor when calculating percentages on income and cash-flow statements. Only one account in the chart should be marked as the divisor. If no account is marked as the divisor, Voyager calculates the divisor as the sum of regular, credit-balance, and income-statement accounts.
Suppress Financial	A heading account that you do not want to appear on reports. CAUTION If you select this option for non-heading accounts, data problems can occur.
Summary	Not used. Leave clear.
AR Account	Account appears in lookup lists for accounts-receivable fields.
WIP Account	Work-in-progress account used by Construction Management.
Exclude from Budget	Voyager omits the account when using Rebuild Standard Account Trees to build the ysi_bf account tree, and from budgeting calculations that use that account tree. For more information about account trees, see “Account Trees”. For information about Advanced Budgeting or Budgeting and Forecasting, see the appropriate user's guide. NOTE This setting has no effect on native G/L budgets.

1099 Exempt

Excludes the account from calculations for end-of-year tax processing in the U.S.

Cash Account

Account for bank deposits and check writing.

For information about specifying the default cash account for Voyager, see the field description for “Cash”.

Only one account can be designated as the default, but you can have multiple cash accounts. You associate a specific cash account with a specific income or expense G/L account by entering the cash account's number in the Offset field of the income or expense G/L account's Account Info screen.

Tenant Deposit

Account to which you deposit resident security deposits.

NOTE Do not select this check box for deposit clearing (sometimes called “deposit refund”) accounts or deposit-interest accounts.

Commissionable

Account for commissions calculated using the Pay Commission feature (but not the Management Fees feature). For more information, see “Property-Management Fees” in the Voyager Core User's Guide.

Subject to Late Fee

Account for late-fee calculations.

CAUTION In Voyager Commercial, Use Flag must be set to Account in the Late Fee section of the Property Control screen for a late fee to apply to charges based on this setting. For more information, see “Late Fee”.

Prepay Holding

Account for prepayments.

You can have multiple prepay holding accounts. If you don't specify a prepay account on a receipt for a prepayment, Voyager uses the account specified in the Prepay Income field on the Receivable Accts tab of the Accounts and Options screen. See the description of the Hold for field, below, for information about associating a prepay holding account with a specific income account.

CAUTION Processing receipts without specifying a prepay holding account can cause accounting problems.

Exclude from Use

Account no longer used for posting transactions. Excluded accounts do not appear in lookup lists, but do appear on reports that include transactions posted to the accounts before they were excluded.

You can also select this option for report placeholder accounts.

TIP A system administrator can delete G/L accounts unassociated with transactions. See “Deleting General Ledger Accounts” in the Voyager Workstation Administrative Tools User's Guide.

AP Account

The account appears on lookup lists for accounts-payable fields.

Control Account

Only users with proper security settings can use the account, and only for journal entries.

Expense Account

Account used for transactions involving expenses.

End Income Stmt %

Last (highest-numbered) account for which percentages print on an income or cash-flow statement. Inactivates the printing of percentages for higher-numbered accounts. Set this option for only one account.

TIP If you prefer not to print percentages on income or cash-flow statements, select this option on the first heading account in your chart of accounts.

Exclude from Reg

Account excluded from income registers.

Incl. in Cash Flow

Account included on cash-flow statements.

NOTE This selection applies only if the Report Type is Balance Sheet.

% Divisor

Account used as divisor when calculating percentages on income and cash-flow statements.

Only one account in the chart should be marked as the divisor. If no account is marked as the divisor, Voyager calculates the divisor as the sum of regular, credit-balance, and income-statement accounts.

Suppress Financial

A heading account that you do not want to appear on reports.

CAUTION If you select this option for non-heading accounts, data problems can occur.

Summary

Not used. Leave clear.

AR Account

Account appears in lookup lists for accounts-receivable fields.

WIP Account

Work-in-progress account used by Construction Management.

Exclude from Budget

Voyager omits the account when using Rebuild Standard Account Trees to build the ysi_bf account tree, and from budgeting calculations that use that account tree.

For more information about account trees, see “Account Trees”. For information about Advanced Budgeting or Budgeting and Forecasting, see the appropriate user's guide.

NOTE This setting has no effect on native G/L budgets.

Total into	Account into which this account is totaled. All regular accounts and subtotals should total into another account. If this field is empty, Voyager uses the Total account with the next higher number. NOTE The highest-numbered account in the chart should be a Total Balance Sheet account with a description of Total of Totals. The Total Assets, Total Liabilities, and Capital accounts should total into the Total of Totals account. The Total of Totals appears on the balance sheet only if the Total of Totals is not zero (0), indicating the balance sheet is out of balance.
Offset	Cash account for this G/L account. For transactions that post to multiple accounts, Voyager uses the offset for the account in the first line of the transaction table. If that account does not have an offset account, Voyager uses the Cash account from the Accounts and Options screen. You can override the offset account at the transaction level, but all line items on one transaction offset to the same cash account. Leave this field empty to use the cash account specified on the Accounts and Options screen.
Hold for	Account for which Voyager holds prepayments to this account. NOTE This field is relevant only for accounts that have the Prepay Holding option selected. For example, if you enter the rent G/L account number, Voyager holds prepayments in this account for charges posted to the rent account, and will not use the prepay balance to pay other charges. If this field is empty, Voyager applies prepay balances to charges posted to any account.
Payable	A/P account for invoices that use this G/L account. Leave this field empty to use the Payable account from the Accounts and Options screen. Users with appropriate permissions can override this setting at the invoice level.
Recv	A/R Account for charges that use this G/L account. Leave this field empty to use the Receivable account from the Accounts and Options screen. Users with appropriate permissions can override this setting at the charge level.
System	For a regular G/L account in a chart of accounts other than the native system chart, the equivalent G/L account in the system chart. Do not complete if your system is not set up to use multiple charts of accounts. Do not complete for heading and total accounts.

Total into

Account into which this account is totaled. All regular accounts and subtotals should total into another account. If this field is empty, Voyager uses the Total account with the next higher number.

NOTE The highest-numbered account in the chart should be a Total Balance Sheet account with a description of Total of Totals. The Total Assets, Total Liabilities, and Capital accounts should total into the Total of Totals account. The Total of Totals appears on the balance sheet only if the Total of Totals is not zero (0), indicating the balance sheet is out of balance.

Offset

Cash account for this G/L account.

For transactions that post to multiple accounts, Voyager uses the offset for the account in the first line of the transaction table. If that account does not have an offset account, Voyager uses the Cash account from the Accounts and Options screen. You can override the offset account at the transaction level, but all line items on one transaction offset to the same cash account.

Leave this field empty to use the cash account specified on the Accounts and Options screen.

Hold for

Account for which Voyager holds prepayments to this account.

NOTE This field is relevant only for accounts that have the Prepay Holding option selected.

For example, if you enter the rent G/L account number, Voyager holds prepayments in this account for charges posted to the rent account, and will not use the prepay balance to pay other charges.

If this field is empty, Voyager applies prepay balances to charges posted to any account.

Payable

A/P account for invoices that use this G/L account.

Leave this field empty to use the Payable account from the Accounts and Options screen. Users with appropriate permissions can override this setting at the invoice level.

Recv

A/R Account for charges that use this G/L account.

Leave this field empty to use the Receivable account from the Accounts and Options screen. Users with appropriate permissions can override this setting at the charge level.

System

For a regular G/L account in a chart of accounts other than the native system chart, the equivalent G/L account in the system chart.

Do not complete if your system is not set up to use multiple charts of accounts.

Do not complete for heading and total accounts.

Margin	Number of spaces from the edge of the print area to where information about this account should print. Most users choose different margins for regular, heading, and total accounts.
Advance	Distance below the preceding account on reports. Type 1 to print immediately below the preceding account; type 2 to insert one empty row above the account; type 3 to insert two empty rows; and so on.
Double Underline	Prints a double underline below this account on reports.
Bold	Account appears in bold type on reports.
Italic	Account appears in italic type on reports.

Margin

Number of spaces from the edge of the print area to where information about this account should print. Most users choose different margins for regular, heading, and total accounts.

Advance

Distance below the preceding account on reports. Type 1 to print immediately below the preceding account; type 2 to insert one empty row above the account; type 3 to insert two empty rows; and so on.