GL Accounts Viewer


GL Accounts enable you to maintain financial information about your company.

Registry Entries:

Upgrading from Version 7.1 and Earlier: This release eliminates the old-style account components view in the GL Account viewer (implemented for Total accounts) except the registry entry discussed in Registry GL Account is enabled. If you are just beginning to use Data-Basics, do not use total accounts. The newer version of the GL reporting tool does not support total accounts. In previous versions, total (or header) accounts were used for reporting purposes; with the newer GL reporting this is no longer needed.


Create a Bank account for cash, a Normal account for labor expense, etc.


Required for posting and to complete journal entries.

If Intercompany Processing is implemented a ‘Due To’ Asset account and a ‘Due From’ Liability account should be created for each Company record. A good technique for the Due to and Due From GL accounts is to create a root account with the company extension (i.e. DUE TO 1200-A for company A and 1200-B for company B …). See Intercompany Processing Overview for additional information.

Referenced in Records: (Payroll) Tax Authority, Job, Deductions, Purchase Orders, Earnings, Client Order, Shop Order, Inventory Transaction Type, AP Check, Payroll Check, Inventory Group, Client Site Billing Schedule, Other Rate, Job Cost Code, Pay Type, Sales Tax Authority, Workers Comp State, GL Report Line, Vendor, Ship Via, Job Cost Category.

Referenced in Journals: AP, AR Sales, Cash Receipts, Labor, GL, GL Budget, Job, Inventory Management, Payroll, Bank Deposit, Bank Reconciliation, Job EOM, AP to GL Unvouchered Payable.

Important Fields:

GL Account Id: (10 character, only . and - special characters)
A unique Id for this account. This field is required.

Account Name: (40 character)
A brief description of this account. This field is optional but recommended.

Account Attribute:
Select an account attribute (Normal, AP Control, AR Control, Bank, or Total) by double-clicking on its radio button. Many system functions (Payroll, AP Checks, etc.) must verify an account's attribute before proceeding.

GL Account Type Id:
This field is required. Enter the ID or double-click on this field (or press Alt+F7) to select from a list of GL Account Types.

Account Type Category:
This display-only field defaults from the GL Account Type record.

Job Use: All Direct Indirect None
This display-only field defaults from the GL Account Type record. The value of All means there are no restrictions on job/gl account combinations. Direct and Indirect (Overhead) are used to indicate the type of jobs that can be used with GL Accounts of a particular GL Account Type.

GL Account User1: GL Account User2:

If this field is checked, the record is considered Obsolete, and it may not be directly specified during data-entry (either by entering the Id or selecting it from a list). Obsoleted records can be edited and the Obsolete option can be un-done when necessary. When you check the Obsolete field, the following message box will be displayed:

“You have elected to obsolete this record. Would you like to see existing references to this record?”

If you click Yes, the system will display a viewer that provides click-through access to all tables referencing this record: see References List for details.

GL Entity Usage Filter (SQL)
Reserved for future use.

Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.

Important Fields: Lower Section

THIS SECTION IS OBSOLETE FOR MOST DATA-BASICS USERS. It should only be completed by existing users that have already implemented Total Accounts in the older-style GL Reporting to define which GL Accounts should be included in a Total account.

o Add o Subtract
Specify whether this account balance should be added to or subtracted from the Total account in the upper section of the screen.

If you are creating a total account for a specific department(s) or profit center(s), enter the appropriate GL Entity Id or double-click on this field to select from a list.

For example, assume that you had two accounts, 8800 and 8900, which you wished to include in a total account. Further, assume that your company has defined four GL Entities (01,02,03, and 04). To create a total account including only the two Entities 01 and 03, you would fill in the lower portion of the screen as follows:

Add  01  8800
Add  03  8800
Add  01  8900
Add  03  8900

Alternately, you may specify an entity or entities when running a GL Report, or in the GL Report definition. Click on one of the following topics for additional information:

GL Account
The GL Account to be added to or subtracted from the Total Account. Enter a GL Account Id or double-click on this field to select from a list. The Account Name will be displayed when the Account Id is selected.

TIP: Creating Total Accounts
When creating your total accounts for GL Reporting, keep in mind that total accounts can themselves be included in other total accounts. For example, you could create total accounts for:

 CASH (your various bank accounts)
 AR (including bad debts and unbilled contract revenue)
 ASSETS (including WIP, vehicles, deposits, etc.)

You could then create a TOTAL ASSETS account consisting of your pre-defined CASH, AR and ASSETS accounts. By creating total accounts as a systematic, building block process, you will find it easier to create new GL Report definitions using your pre-existing total accounts.