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These tabs display on the Complete COA Detail tab in the Complete COA window.

The General Information tab displays the basic information about each account. Go to Complete COA, and click the Complete COA Detail tab.

Additional Field Information

Account Type
Identifies the type of account.

Account Description
The account category, report type, and normal balance. The report type can be a balance sheet or an income statement. The normal balance can be debit or credit.

Total Level
Identifies accounts that the diocese wants added together. You can't edit this field. This field does not display for heading accounts.

Balance Sheet Column
Displays for balance sheet accounts. You can print columns 1 through 3 on the balance sheet. This field does not display for heading accounts.

Blank Lines After
Indicates the number of blank lines to print after the account on reports. Heading accounts are automatically followed by a blank line, and total accounts are automatically preceded by a blank line.

Beginning Balance
Displays only for balance sheet detail accounts. Displays the first balance you enter for an asset, liability, or equity account. If you use a journal entry to transfer money to this account, you can enter "0".

Altering the beginning balance changes information on reports, such as balance sheet and income statement, even for closed periods. If you need to change the beginning balance, reprint all reports since the beginning of the fiscal year.

Master Account
Hide detail in reports. This option displays for detail accounts. A master account includes the sum of all its sub accounts. You cannot post transactions to a master account. You can enable master and sub accounts in the Initial Setup window.

Sub Account
Hide detail in reports. This option displays for detail accounts. If you post transactions to a subaccount, you can't change it to a master account. You can enable master and sub accounts in the Initial Setup window.

New Page After
Add a page break after the account entry on a report. All data that displays after the information for the selected account prints on following pages.

Comments
Displays notes about the account. A list of parish accounts that map into the selected account automatically display in this section. If you imported alternate account numbers from churches that have included them in Ledger/Payroll, they display in this section. And, if there are multiple accounts mapping to one account, it pulls in the last alternate account number for that type of account.

Prior Year Fund Balance Account
This field displays for retained earnings accounts if you've allowed multiple retained earnings and prior year fund balances in the Initial Setup window. This is a special type of equity account that represents the accumulated retained earnings from previous years. At the end of each fiscal year, the retained earnings balance is added to the prior year fund balance account. Each Chart of Accounts must have a prior year fund balance.

Retained Earnings Account
This field displays for income and expense accounts if you've allowed multiple retained earnings and prior year fund balances in the Initial Setup window. This is a special type of equity account that's equal to the net profit or loss account. Each Chart of Accounts must have one item for retained earnings.

The Actuals tab displays up to 8 years of information for each account, including the next year, the current fiscal year, and six previous years. Go to Complete COA, and click the Complete COA Detail tab. This window does not display for heading accounts.

You can edit actuals totals for any year except the current fiscal year. As you process transactions, the actual balance of balance sheet accounts is updated. The monthly, quarterly, and yearly totals of income statement accounts are also updated.

The tab displays your accounting approach: cash basis or accrual basis. You can change your accounting approach in the Initial Setup window.

Additional Field Information

Cash Basis Accounting
Income is recorded in the period that cash is received. Expenses are recorded in the period that cash is paid. This method is generally easier to understand, set up, and maintain. All of the accounts that you need have already been set up as part of your normal chart of accounts — cash, income, and expense.

Accrual Basis Accounting
Income is recorded in the period in which it is earned. Expenses are recorded in the period in which they are incurred. You must have at least one receivables account (an asset) for uncollected receivables. You also must have one payables account (a liability) for unpaid invoices. You can have additional accounts for different types of income or expenses.

On the Budget tab, you can maintain up to 8 years of budget information for all of your income and expense accounts. You can enter budget information for 5 future years, the current year, and 2 previous years. Go to Complete COA, and click the Complete COA Detail tab.

Yearly totals are evenly dispersed among months and quarters. If you enter or edit a quarterly total, the figure is evenly dispersed among the months in that quarter. The yearly total also updates. If you edit a monthly total, your quarterly and yearly totals update. You can't enter budgets for heading, total, asset, or liability accounts.

You can hide the Budget tab with the option on the Initial Setup window. If you hide budgets, your budget figures are still maintained.

On the Comparatives tab, you can compare actuals or budget totals for any income or expense account. Go to Complete COA, and click the Complete COA Detail tab.

Assets and liabilities display only actuals totals for comparison. To compare budget totals, you must activate budgets. For more information, see the Budget tab on this page.

Select the years you want to compare from the drop-down lists. Asterisks indicate that the selection is the current fiscal year. To view monthly totals, select Monthly. To view cumulative totals up to the current period, select YTD.

The View Parish Transactions tab displays the transactions from parishes that affect your account. These parish accounts are also listed in the Comments section of the General Information tab.

Click Ledger Details to open the PDS Ledger program and view current Ledger details. Before using this feature, enter the Ledger data path on the Password tab in the Church/Inst Detail Subtabs.



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