The GL Account Record is where the Account specific information for each of the GL Accounts resides in the system.  Once you have opened a GL Account Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab, the Transactions, and Report Settings tabs are available to users.  To create a new GL Account, please see the Add a New GL Account training.


Click the following link to download an example General Ledger populated with recommended Account Names, Account Numbers, Cash Flow Categories, Operational Reports Categories, and Parent Account from the National Restaurant Association (NRA):


NRA Example General Ledger


General


The General tab is where the Account Name and Number are entered, and where other Account settings can be managed.



1) Account Name - Each Account must have a unique name in Restaurant365.  The Account Name can be entered and managed in this field.  If a duplicate name is entered a warning will display notifying the user that the current name already exists in the system


gl-account-used-name


2) Account Number - Similarly to Account Name, each Account must have a unique Number in Restaurant365.  The Account Number can be entered and managed in this field.  If a duplicate number is entered a warning will display notifying the user that the current number already exists in the system


gl-account-used-number


3) Parent Account - In this selector, the user can choose the Parent Account that this GL Account will point to.  This is not a required field.  Click here for more information on Parent Accounts & Child Accounts


4) GL Type - In this selector, the user must choose the GL Type for this GL Account.  This is a required field.  GL Types can be customized and are used in sorting and displaying information on the Balance Sheet and P&L reports.  Click here for more information on GL Types


5) Disable Entry (subtotal only) - This checkbox will determine if this account is available when selecting Accounts throughout the AP processes in the system.  If an Account is marked as Disable Entry, it will not appear as a selectable account on AP Invoices screens.  Click here for more information on Disable Entry


6) Available To Managers - This checkbox will determine if non-Accounting users (Users with the security role of Restaurant Manager) will be able to select this GL Account when entering Invoices, or recording Paid Outs on the Daily Sales Summary (DSS) report.  If left unchecked, only users with access to the Accounting Module will be able to see, and select the GL Account.  As a best practice, Cost (including COGS) and Expense Accounts should be made Available to Managers.  Click here for more information on Available To Managers


7) Description - This is an open text field that can be used to provide an Account Description, or for other sorting needs


8) Operations Reports Category - In this selector, the user chooses the Operational Report Category for this GL Account.  Operational Reports Categories are important as the Operational Reports in My Reports utilize these category tags when calculating numbers on the various Operational Reports.  It is recommended that all P&L Accounts have an Operational Report Category assigned to them.  Click here for more information on Operational Reports Categories

        

  • Note: This selector will only appear when a GL Type with the Financial Report setting of 'Profit & Loss' is selected in the GL Type selector above (4).  If the GL Account is a Balance Sheet Account (and therefor has a GL Type that has the Financial Report setting of 'Balance Sheet') this selector will not appear.  Operational Reports Categories are not customizable.  Click here for more information on Operational Reports Categories


Operations Reports Categories in Restaurant365 are as follows:

  • Sales - Food
  • Sales - N/A Beverage
  • Sales - Liquor
  • Sales - Beer
  • Sales - Wine
  • Sales - Retail/Other
  • Sales - General
  • Discount (exclude from sales)
  • COGS - Food
  • COGS - N/A Beverage
  • COGS - Liquor
  • COGS - Beer
  • COGS - Wine
  • COGS - Retail/Other
  • COGS - General
  • Labor - FOH
  • Labor - BOH
  • Labor - Salaried
  • Labor - General
  • Other Key Controllable


9) Is Bank Account - This checkbox is to specify if the GL Account is a Bank Account (an Account that will be made available in the Bank Accounts List View, as well as the Bank Activity / Reconciliation screens).  


  • Note: this checkbox will only appear when a GL Type with the Financial Report setting of 'Balance Sheet' is selected in the GL Type selector above (4).  If the GL Account is a Profit & Loss Account (and therefor has a GL Type that has the Financial Report setting of 'Profit & Loss') this checkbox will not appear.  When selected, Bank Account details appear on the GL Account Record. Click here for more information on Bank Accounts

Transactions


The Transactions tab will display all of the Transactions that have posted to this GL Account.


 



Report Settings


On the Report Settings tab, Users can specify additional report settings for the GL Account, including the option to Show Running Total, and assign the Cash Flow Category to Balance Sheet Accounts.  Click here for more information on GL Accounts: Report Settings



Budget Defaults


The GL Account can have a default budgeted dollar Amount set on the GL Account record.  This value would then be pre-populated in the 'Set All to Same Amount' field on the Account Detail screen when the Budget is created.  By default 'Budget As' is set to 'Amount', signifying that the selected Account will be budgeted as a Dollar Amount.  In addition to Amount, Accounts can be Budgeted As: 

  • Percent of GL Account
  • Percent of GL Type
  • Percent of Operational Report Category

Click here for more information on GL Accounts: Budget Defaults


Location


GL Accounts can have additional, Location-based, security set on the GL Account record.  Similar to how the 'Available to Managers' feature limits accounts from being seen and selected, GL Account Location Security can be set to limit accounts for use on only select Locations or Location Reporting Categories (groups of Locations).  GL Account Location Security can also be considered a form of 'white-listing' Locations for use on a specific GL Account.  Click here for more information on GL Account: Location Security