Configuration

OBJECTIVE

The Configuration option is used to determine which general ledger accounts are used to conduct certain transactions.

PREREQUISITE

Chart of Accounts

steps

maestro* > Accounting > Maintenance > Accounting > Configuration

Enter configurations

Click General in the menu on the left.

Field

Description

Retained Earnings Account

General ledger account used to identify the undistributed profit account.

NOTES: The REA is recalculated for each sale or purchase transaction posted to the general ledger.

This account is used for consolidated companies (trial balance update) and for reversing entries generated automatically when reversible entries are transferred at year end.

Summarize Control Acct Postings

Used to transfer the summary of transactions to the general ledger, if the box is checked.

NOTES: The system groups the transaction lines according to the account, department, master project, project type, project category, project, activity and group. As soon as any of this information changes, this system no longer groups them.

If the box is not checked, the details entered in the breakdown of the transaction are specified in the general ledger. For example, for a project purchase with 18 detail lines in the breakdown, the 18 detail lines are included in the general ledger.

Save Transfer Reports

Automatically saves transaction transfer reports, if the box is checked.

These reports are saved in PDF format and attached to each of the transactions displayed.

NOTE: The full report is attached to each of the transactions, not only the section containing the transactions.

The saved transfer reports can be consulted by clicking the Documents icon in the Journal Entry Inquiry option or in Document Inquiry.

NOTE: If you activate this function, you must review user security to restrict access to this category of documents to only those users who should have access to the accounting entries for transfers.

This setting is available in Security Management, Access Restrictions tab, Documents section, access to documents.

Default Currency

Used with Currency Management. Used to determine the default currency to be used throughout the system.

NOTES: This currency is used when transactions are transferred. If the transaction does not contain a currency, but there is a default currency, the system uses the default currency to generate the journal entry.

The company's currency is used in transaction entries. If the transaction currency is the same as the company currency, the rate equals 1.

Quantity Management in G/L

Used to monitor quantities in the general ledger, if the box is checked.

NOTE: If you check this box, the variables for the quantities and unit prices will be available for the financial statements based on the Financial Statement Column formats option.

Category of Documents*

Specifies the document category under which the document will be classified when you click the Documents icon.

NOTES: You must review user security to restrict access to this category of documents to only those users who should have access to the accounting entries for transfers.

The category will only be used if the Save Transfer Reports option is checked.

The document categories available respect the Access Restriction of the Documents section in Security Management.

Purchases and Disbursements section:

Field

Description

Standard A/P Account

General ledger account that identifies the supplier account used with the Purchase (without project) option.

NOTE: This configuration only applies if the Projects module is not used.

Accounts Payable - Project

General ledger account that identifies the supplier account used for project related payables.

Discounts on Purchases

General ledger account to which volume discounts on purchase invoices are posted.

Discounts on Payments

Account to which discounts on disbursements are posted. Is used with the various disbursement entry options.

NOTE: This account can be identical to the account for discounts on purchases.

Holdback on Purchases

Account use to post holdbacks on certain invoices (for example, sub-contractors) to separate them from regular accounts payable.

NOTE: We recommend using an account other than Accounts Payable.

Tax on Holdback

General ledger account to which taxes related to holdbacks on payables are posted.

NOTES: This must not be the tax account.

There is only one tax account for holdbacks (G.S.T, Q.S.T. included).

Supplier Advances

General ledger account to which advances to suppliers are posted (for example, a deposit on a contract). These advances can be entered with disbursements.

NOTE: This must not be the account payable.

Bank Account for Disbursements

Bank account used by default for entering disbursements (cheques).

NOTE: Multiple bank accounts can be used. However, a default account must be entered, preferably a current account.

Bank Account for Direct Payment Disb.

Bank account used by default for payments to suppliers by bank transfer.

NOTE: This field is used with the Direct Payment to Suppliers function. If this function is not used, enter the same general ledger account as the bank account for disbursements.

Exchange Rate Account

Used with Currency Management. Used to enter the general ledger account used to accumulate the exchange rate calculated when entering supplier accounts in another currency.

Sales and Receipts section:

Field

Description

Accounts Receivable - Standard

General ledger accounts receivable account used by default for all invoicing, coming from the Define Sales Departments option.

NOTES: Certain specialized modules may use a customer account different from this one.

Multiple A/R accounts can be used. However, a default account must be entered, preferably the most used account.

Discounts on Sales

General ledger account to which discounts on sales are posted.

NOTE: Certain specialized modules may use a customer account different from this one.

Discounts on Cash Receipts

General ledger account to which discounts granted to customers on cash receipts are posted.

NOTE: You can use the same account as the sales discounts account if you do not need to separate sales discounts from receipt discounts.

Holdback on Sales

General ledger account to which customer holdbacks on sales are posted.

NOTE: We recommend using an account other than Accounts Receivable.

Tax on Holdback

General ledger account to which taxes related to holdbacks on receivables are posted (including G.S.T. and Q.S.T.).

Customer Advances

General ledger account to which deposits from customers are posted. These advances can be entered with receipts.

NOTE: This must not be the account receivable.

Bank Account for Cash Receipts

Bank account used by default for entering receipts.

NOTE: Multiple bank accounts can be used. However, a default account must be entered, preferably a current account.

Exchange Rate Account

Used with Currency Management. Used to determine the general ledger account used to accumulate the exchange rate calculated when entering sales in another currency.

Delayed Update of GL Balances section:

This section identifies the user whose computer updates transaction balances in the general ledger based on an interval.

The purpose of this configuration is to improve processing time during the transfer of transactions and prevent the blocking of other system users by reserving a file.

By default, when transactions are transferred, the system creates a journal entry and updates the trial balance.

This configuration lets you delay updating of the trial balance. However, the journal entry is created.

The trial balance will be updated, based on the specified interval, when the user responsible for delayed updates is connected to maestro* or when a user clicks on one of the following reports:

GL Transaction Report

General Ledger

Trial Balance

Period Trial Balance

Pivotal Trial Balance

Print Financial Statements

Field	Description
Retained Earnings Account	General ledger account used to identify the undistributed profit account. NOTES: The REA is recalculated for each sale or purchase transaction posted to the general ledger. This account is used for consolidated companies (trial balance update) and for reversing entries generated automatically when reversible entries are transferred at year end.
Summarize Control Acct Postings	Used to transfer the summary of transactions to the general ledger, if the box is checked. NOTES: The system groups the transaction lines according to the account, department, master project, project type, project category, project, activity and group. As soon as any of this information changes, this system no longer groups them. If the box is not checked, the details entered in the breakdown of the transaction are specified in the general ledger. For example, for a project purchase with 18 detail lines in the breakdown, the 18 detail lines are included in the general ledger.
Save Transfer Reports	Automatically saves transaction transfer reports, if the box is checked. These reports are saved in PDF format and attached to each of the transactions displayed. NOTE: The full report is attached to each of the transactions, not only the section containing the transactions. The saved transfer reports can be consulted by clicking the Documents icon in the Journal Entry Inquiry option or in Document Inquiry. NOTE: If you activate this function, you must review user security to restrict access to this category of documents to only those users who should have access to the accounting entries for transfers. This setting is available in Security Management, Access Restrictions tab, Documents section, access to documents.
Default Currency	Used with Currency Management. Used to determine the default currency to be used throughout the system. NOTES: This currency is used when transactions are transferred. If the transaction does not contain a currency, but there is a default currency, the system uses the default currency to generate the journal entry. The company's currency is used in transaction entries. If the transaction currency is the same as the company currency, the rate equals 1.
Quantity Management in G/L	Used to monitor quantities in the general ledger, if the box is checked. NOTE: If you check this box, the variables for the quantities and unit prices will be available for the financial statements based on the Financial Statement Column formats option.
Category of Documents*	Specifies the document category under which the document will be classified when you click the Documents icon. NOTES: You must review user security to restrict access to this category of documents to only those users who should have access to the accounting entries for transfers. The category will only be used if the Save Transfer Reports option is checked. The document categories available respect the Access Restriction of the Documents section in Security Management.

Field	Description
Standard A/P Account	General ledger account that identifies the supplier account used with the Purchase (without project) option. NOTE: This configuration only applies if the Projects module is not used.
Accounts Payable - Project	General ledger account that identifies the supplier account used for project related payables.
Discounts on Purchases	General ledger account to which volume discounts on purchase invoices are posted.
Discounts on Payments	Account to which discounts on disbursements are posted. Is used with the various disbursement entry options. NOTE: This account can be identical to the account for discounts on purchases.
Holdback on Purchases	Account use to post holdbacks on certain invoices (for example, sub-contractors) to separate them from regular accounts payable. NOTE: We recommend using an account other than Accounts Payable.
Tax on Holdback	General ledger account to which taxes related to holdbacks on payables are posted. NOTES: This must not be the tax account. There is only one tax account for holdbacks (G.S.T, Q.S.T. included).
Supplier Advances	General ledger account to which advances to suppliers are posted (for example, a deposit on a contract). These advances can be entered with disbursements. NOTE: This must not be the account payable.
Bank Account for Disbursements	Bank account used by default for entering disbursements (cheques). NOTE: Multiple bank accounts can be used. However, a default account must be entered, preferably a current account.
Bank Account for Direct Payment Disb.	Bank account used by default for payments to suppliers by bank transfer. NOTE: This field is used with the Direct Payment to Suppliers function. If this function is not used, enter the same general ledger account as the bank account for disbursements.
Exchange Rate Account	Used with Currency Management. Used to enter the general ledger account used to accumulate the exchange rate calculated when entering supplier accounts in another currency.

Field	Description
Accounts Receivable - Standard	General ledger accounts receivable account used by default for all invoicing, coming from the Define Sales Departments option. NOTES: Certain specialized modules may use a customer account different from this one. Multiple A/R accounts can be used. However, a default account must be entered, preferably the most used account.
Discounts on Sales	General ledger account to which discounts on sales are posted. NOTE: Certain specialized modules may use a customer account different from this one.
Discounts on Cash Receipts	General ledger account to which discounts granted to customers on cash receipts are posted. NOTE: You can use the same account as the sales discounts account if you do not need to separate sales discounts from receipt discounts.
Holdback on Sales	General ledger account to which customer holdbacks on sales are posted. NOTE: We recommend using an account other than Accounts Receivable.
Tax on Holdback	General ledger account to which taxes related to holdbacks on receivables are posted (including G.S.T. and Q.S.T.).
Customer Advances	General ledger account to which deposits from customers are posted. These advances can be entered with receipts. NOTE: This must not be the account receivable.
Bank Account for Cash Receipts	Bank account used by default for entering receipts. NOTE: Multiple bank accounts can be used. However, a default account must be entered, preferably a current account.
Exchange Rate Account	Used with Currency Management. Used to determine the general ledger account used to accumulate the exchange rate calculated when entering sales in another currency.

To maintain the default operating method, leave the fields below empty.

To determine when the trail balance should be updated, complete the two fields below:

Field

Description

User No.

Identifies the user responsible for updating the general ledger balances.

NOTE: The user must log on to maestro* so that balances are updated automatically according to the selected interval.

Interval

Interval in minutes to calculate when the trial balance will be updated.

NOTE: The balances are updated from the time the user is logged on to maestro* based on the interval.

You must exit maestro* and log on to the application again if changes have been made to the User No. or the Interval.

Cash Flow Analysis section:

Field

Description

View Bank Accounts

Used to define the display method for bank accounts in cash flow analysis.

Available values:

Individually

Displays the bank accounts in separate tabs.

Combined

Displays the bank accounts in a single tab under a summary.

One-time Adjustment Type

Used to determine the type that will be used to convert manual adjustment transactions to one-time adjustment transactions in cash flow analysis.

NOTE: The selected adjustment type must be identified with a One-time Adjustment line type.

Detail Level section:
This section is used to define the level of detail to be saved for the general ledger. During Transfer Transactions, the system only saves the selected level of detail.

Field	Description
User No.	Identifies the user responsible for updating the general ledger balances. NOTE: The user must log on to maestro* so that balances are updated automatically according to the selected interval.
Interval	Interval in minutes to calculate when the trial balance will be updated. NOTE: The balances are updated from the time the user is logged on to maestro* based on the interval.

When the Mandatory in Projects checkbox is checked, all other values that are checked in this section become mandatory in Project Management.

By default, all levels of detail are checked.

If a user changes one of the levels, go to General Ledger Maintenance (from the G/L Maintenance option in the Toolbox) before printing the Financial Statements or Pivotal Trial Balance to include these new changes.

Click Bank Reconciliation in the menu on the left.

Field

Description

Do Not Allow Journal Entry in Bank Reconciliation

If checked, this option hides the Journal Entry tab displayed by default in the Bank Reconciliation option.

NOTE: This makes it impossible to enter new journal entry transactions in the bank reconciliation.

Field	Description
Do Not Allow Journal Entry in Bank Reconciliation	If checked, this option hides the Journal Entry tab displayed by default in the Bank Reconciliation option. NOTE: This makes it impossible to enter new journal entry transactions in the bank reconciliation.

Click Depreciation in the menu on the left.
Hourly Depreciation section:

Field

Description

Include only the group’s production transactions.

Restricts the display of production transactions to those in the group entered. This configuration is used to calculate depreciation at an hourly rate.

If an expense group is not specified in this section, all Production transactions will be used to determine the number of hours to be depreciated during the monthly depreciation calculation for units with Hourly as the depreciation method.

Field	Description
Include only the group’s production transactions.	Restricts the display of production transactions to those in the group entered. This configuration is used to calculate depreciation at an hourly rate. If an expense group is not specified in this section, all Production transactions will be used to determine the number of hours to be depreciated during the monthly depreciation calculation for units with Hourly as the depreciation method.

Click Management of taxes in the menu on the left.
This section allows the activation of the use of the US sales taxes.

Field

Description

Management of US Sales Taxes

Indicates to maestro* to calculate the sales taxes based on the US regulations, if the box is checked.

NOTES: In multidimensional mode, if the box is checked, the use of the US tax codes applies to all companies. To limit the use of the US tax codes to specific companies, use the icon.

When this checkbox is activated, the tax codes must be defined in the Define Tax Codes and Define Tax Authorities options.

The US Sales Tax management is exclusive. When it is activated, the canadian calculation of sales taxes is automatically deactivated.

Field	Description
Management of US Sales Taxes	Indicates to maestro* to calculate the sales taxes based on the US regulations, if the box is checked. NOTES: In multidimensional mode, if the box is checked, the use of the US tax codes applies to all companies. To limit the use of the US tax codes to specific companies, use the icon. When this checkbox is activated, the tax codes must be defined in the Define Tax Codes and Define Tax Authorities options. The US Sales Tax management is exclusive. When it is activated, the canadian calculation of sales taxes is automatically deactivated.

Click on Data Export in the menu on the left.
This section is used by the Trial balance Export functionality.

Field

Description

Company Identification

Allows user to identify the company in the export file of the trial balance.

NOTES: This applies to companies that are not in multidimensional mode only.

In multidimensional mode, leave this field empty, as maestro* identifies the transactions according to the prefix of the current company.

Directory

Allows user to enter the directory where the Excel (.CSV) files are to be saved, that were created by the Trial Balance Export.

Field	Description
Company Identification	Allows user to identify the company in the export file of the trial balance. NOTES: This applies to companies that are not in multidimensional mode only. In multidimensional mode, leave this field empty, as maestro* identifies the transactions according to the prefix of the current company.
Directory	Allows user to enter the directory where the Excel (.CSV) files are to be saved, that were created by the Trial Balance Export.

Click Save.

Configuration

OBJECTIVE

PREREQUISITE

steps

Enter configurations

See also