General Ledger

The General Ledger screen allows the Crunchtime applications to be aligned with the company’s accounting and bookkeeping systems. General Ledger codes and descriptions are associated with P&L groupings and substructures. See "GL Groupings" for more information. These General Ledger accounts are linked to product categories, so that product purchases can be accounted for; see "Category" setup for more information. Click HERE to see a matrix that can aid application administrators in configuring the GL Accounts & GL Groupings.

Credit Cards (e.g. American Express, Visa) should be set up with one of the three Payment Media P&L Substructures. This allows cards that charge different fees to be reported separately. Payment Media 1, Payment Media 2 and Payment Media 3 are used in the Net-Chef Sales Transactions screens. {Franchise Note}: Franchisees will be allowed to define their own General Ledger codes and descriptions and map them to those defined by the franchisors. Franchisors will only see their own GL codes. In reports that display GL data, franchisors will be able to see franchisee data, but as a separate row that repeats the franchisor's GL code.

Screen Controls

Export (Printer) – Exports the list of products displayed to the selected format; options include PDF, Excel, CSV, and CDP. {Notes}: The 'CDP' option will export the GL details for those displayed on screen in the 021 text file format; filter options will be respected. If the export data exceeds 10mb, a zip file containing multiple text files will be generated.
Filters (Funnel) – Opens the Filter pop-up. {Note}: This screen can be filtered by any column.
Add – Adds a blank General Ledger row for creating a account.

Create a New GL Account

Under the Corporate menu, click General Ledger.
Click the Plus (Add) icon.

Enter a Description – each description must be unique.
Enter a GL Number – up to 10 characters.
Enter a GL for CGS (Cost of Goods Sold), if necessary. {Franchise Note}: In Franchise environments, available columns will be 'Franchisor Description', 'Franchisor GL Number', 'Franchisee Description', 'Franchisee GL Number', {Franchisor} 'GL for CGS' and 'Franchisee GL for CGS'.
Select a GL For Sales, if applicable – this drop-down only appears if the "Link Sales GL to Products" preference is checked (See "General Preferences" for more information). This enables a sales General Ledger account to be linked to any other General Ledger account. Supply Locations use this configuration to link ‘Sales’ accounts to the corresponding ‘Cost of Goods’ accounts, thus enabling them to see issue costs as "Sales". These values are included in the calculations for Total Net Sales and Cost % in Net-Chef Profit & Loss and Cost Analysis reports.
Check the Allocated Expenses box, if necessary - If checked, the "Actual" field in the Profit & Loss report will be populated with the "Budgeted" amount unless there is "Actual" data in the system.
Check the VO box if this GL Code should be available for use in Net-Chef Vendor Order and Vendor Return transactions..
Check the PBI box if categories associated with this GL Code should be available for use in Net-Chef Purchase By Invoice transactions.
Select the P&L Substructure/Grouping under which the account should appear in the financial reports.
Check the Report Title box (up to 8) if subtotals for this category should be included on the Issue Journal report in Net-Chef.
Each new entry will default to Active. If necessary, clear this check box to deactivate the account.
The row will be highlighted yellow once any change has been made. If editing an existing row, the Undo Edits (Circular Arrow) icon will reverse all entries without saving. For new rows, this will delete the row.
To save your changes, click on another row.
When finished, click the Home (Dashboard) icon to exit the screen.

Note: If your company uses one of our managed accounting integrations and needs to custom map Crunchtime accounts to partner system codes, see the help topic for GL Account Mapping.