Establishing departments using a MAS style chart of accounts in AE/AO Ledger

 Use a dedicated control account code to define your departmental headings. For example:

If you're producing rental statements, you can use account code 216 and the subaccount codes 21601 and 21602 etc. up to 21699.

These accounts are used to define the name of the department and the sub code relating to each department. This means that:

• all profit and loss accounts with a sub account code ending in 1 will relate to Department 1 and appear in Department 1's Department Income Statement.
• all profit and loss accounts with a sub acciybt code ending in 2 will relate to Department 2 and appear in Department 2's Department Income statement.

For example:

There should not be any transactions allocated to the Department Name accounts.

Where there is income or expenses incurred by the business that is not department specific, you do not need to specify a sub code. These amounts will appear separately on the Summary Department Report.

For information on creating and editing account codes in Client Accounting refer to the Online Help topic: Accounts.

Add sub codes to each Income and Expense account to specify which account's balance relates to each specific department.

The Chart of Accounts should look similar to the following example:

1. From within the Client Accounting module, click Edit configuration details. The Edit Configuration Details window appears.
2. Select This ledger uses departments then click on Edit department settings. A tick appears in the checkbox and the Department Settings window appears.
3. Select Sub Code from the Departments are defined by down-down menu. Additional fields display.
4. Type the number of digits displayed in the main account code (i.e. the number of digits displayed beforethe subcode).For a MAS-style chart of account, this number will be 3.
5. Select Use the name of a specific account in the department then type the code for that account in the Main code field. In the above example, this will be account 239. If you're preparing rental statements, this may be 216.
   

   

6. Click OK. You are returned to the Client Configuration window.
7. Click OK. The Client Configuration window closes.

You are now ready to prepare your journals and workpapers. For information on preparing and completing workpapers refer to the Online Help topic: Preparing workpapers

1. Open Statutory Reporter by navigating to the client’s Client Accounting > Reports tab. The Reports tab is selected and a list of available reports appear.
2. Click Account Groups on the Tasks bar. The Statutory Reporter - Account Groups window opens.
3. Allocate the relevant account code or range to the appropriate Account Group. Repeat this step until all account codes have been allocated.
4. Click OK to save and close the Statutory Reporter – Account Groups window.

You do not need to create custom account groups to produce departmental reports. The Department Income Statement will allocate each account code ending in 1 to Department 1's Income Statement and account codes ending in 2 to Department 2's Income Statement. This means you will receive a separate income statement per department.

For information on allocating accounts to a group refer to the Online Help topic: Allocating account ranges to account groups

1. In the Reports tab, click on the checkbox to select a report in the Reports table to be included in the Financial Statements. The following Departmental Profit and Loss reports are available in Statutory Reporter:     
   • Summary Department Report
   • Consolidated Department Report
   • Department Income Statement
2. Once you have selcted all the reports you wish to include in the Financials, click Preview. The Report Preview opens in a new window.