Setting up Accounting

Setting up Accounting

Accounting allows users to record transactions at the company, customer, and location levels. Defining fiscal years and expense/income types helps tailor reporting to the company's unique setup.

Managing Fiscal Years	Managing Transaction Types
Adding Fiscal Years	Adding Transaction Types
Changing Fiscal Year's Starting Month	Deactivating Transaction Types
Closing Fiscal Years

Users must have the Account Manager security setting enabled to edit and view Accounting settings.

Managing Fiscal Years

Fiscal Years define the accounting year in Janitorial Manager.  This setting determines how some Accounting reports generate information.

Adding Fiscal Years

1. Navigate to Gear Icon > Manage Account.
2. Select the Accounting tab, then select the Fiscal Year subtab.
3. Select + Add Next Fiscal Year.  By default, the fiscal year will begin in January.
   
   
   • Once a fiscal year has been added, selecting + Add New Fiscal Year will add the following year to the sequence.

Changing Fiscal Year's Starting Month

1. Select the Edit Pencil in the Actions column.
2. Select the desired month in the dropdown menu.
3. Select Save to update the fiscal year.

Closing Fiscal Years

Transactions cannot be added to or edited on closed fiscal years.  We suggest closing the fiscal year once the next year begins.

1. Select the Lock icon in the Actions column.
   
2. Confirm the action.
   
3. The fiscal year's Status will change to Closed.
   • To reopen a fiscal year, select the Unlock icon. The status will change to Reopened.

Managing Transaction Types

Transaction types are used to define recorded transactions in Accounting. 

Adding Transaction Types

1. Navigate to Gear Icon > Manage Account.
2. Select the Accounting tab, then select the Transaction Type subtab.
3. Select either Expense or Income.
4. Fill in the fields.  Mandatory fields are marked with an asterisk(*).
   • Name* - The name of the expense/income type.
   • Short Code* - The code defining transactions of this type in the company's general ledger.
   • Description - A description of the income/expense type.
   • Classification - Allows the expense/income to be classified as Overhead, Supply Cost, or None.
     • If using Timekeeping, any expenses related to labor expense (wage expense, salary expense, etc.) should be classified as Overhead.
5. Select Save to add the Expense or Income Type.

Deactivating Transaction Types

Transaction types can be deactivated. Deactivated types cannot be selected when recording new transactions.

1. In the Actions column, select the X button.
   • Select the Reactivate button to reverse the action.

For more information, or to send in a request to the Janitorial Manager support department, use the red 'Help' button in the bottom right corner of any Help Desk article.