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Accounts Interface

The accounts interface will extract data from the system for use in a third party general ledger system. Accounts in a general ledger are identified by their general ledger code (GL Code). The system will extract data such as sales, purchases, stock movements, and so on and summarise the data by the GL Code's. These transactions can then be entered into the general ledger.

The system keeps track off which entries have been processed by the accounts interface. Next time the accounts interface is run, the system will only extract any new entries.

The main area of set up is to associate details in Merchant Central with their corresponding GL Code. For example, the credit account for the supplier Good Home Ideas has a GL Code of 81000-03. The sales for items in the FURN/TABLE/4SEAT/1000 department/ category/ group/ subgroup are recorded in GL Code 64000-27.

The Location Accounts function allows you to record these GL Account codes for most details -sales, purchases, stock movement, specific tender codes, stock adjustment reasons, and so on. Warning, this is a big job. You have to record the accounts for each individual location and each department/ category/ group/ subgroup (amongst other details).

When you have an invoice for a supplier, there are two general entries. One for the item on the invoice and one for the supplier account. The supplier account could be a summarised creditors account in the general ledger, or it could be a separate account for each supplier. If you are using a summarised credit account, you should have already set up an appropriate general ledger code in the Location Accounts. However, if you want a separate account for each supplier, you will need to record a GL Code for each supplier account (using the Accounts function for the supplier accounts).

Customer accounts work in a similar way. You could have one summarised debtors account in the general ledger, or one account for each customer. If you want a separate account, you need to record a GL Code for each customer account (also using the Accounts function).

The Accounts Interface Report is used to extract the actual interface information. It will produce a report showing the transactions which need to be made on the general ledger system. You can run this as often as you want. The output currency for the report can be set when the report is run if the local currency is not required. Only new information will be shown on the report. If there are details for which a GL Code could not be found, an error will be shown on the report for you to take corrective action.

There are 7 different accounts interface report formats, as defined on the Location Accounts basic tab. See Accounts Interface Report Formats for more information.

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