System records

These are system default options that affect all areas of business.

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Where are they found?

Select the Administration tab.
Select the following menu links: System Settings > System records.

How are they added or modified?

On the System Records page you will find the following fields with the option modify each by clicking on the hyperlink:

Name of Field	Type	Description
G/L Accounts
Payment Account: Cash	Hyperlink	Link to the Change G/L Account page for cash accounts. All payments (cash, check and credit cards) create a debit on this account unless a new account (for example: check or credit card) is created and activated.
Payment Account: Checks	Hyperlink	Link to the Change G/L Account page for checks. All check payments create a debit on this account.
Payment Account: Credit Cards	Hyperlink	Link to the Change G/L Account page for credit cards. All credit card payments create a debit on this account.
Payment Account: Credit Memos	Hyperlink	Link to the Change G/L Account page for credit memos. All credit memo payments create a debit on this account.
Payment Account: ECP	Hyperlink	Link to the Change G/L Account page for ECP payments. All electronic check payments create a debit on this account.
Refund Clearing Account	Hyperlink	Link to the Change G/L Account page for accounts payable. The refund clearing account is used as a clearing account. Check refunds are credited to this account. Withdrawals debit the revenue account therefore when the check is written it will be written against the AP account. Same day refunds are posted to the cash account while past transaction refunded are posted to the AP account. Required.
Customer Balance Account (A/R)	Hyperlink	Link to the Change G/L Account page for accounts receivable. The customer balance account (A/R) is the customer debit account. Debit to account when credit to revenue (for rental, payment plan payment (payment on account). Credit to account to balance customer account (when payment plan created or rental created). Required.
Deferred Revenue Account	Hyperlink	Link to the Change G/L Account page for revenue collected in advance. Required.
Customer Credit Account (A/P)	Hyperlink	Link to the Change G/L Account page for customer accounts. The customer account is the customer credit account. Credit to account when debit to cash account (for payment). Credit to account when debit to revenue account (refund transaction with balance left on account). Debit to account to balance AR (when payment plan created or rental created). Required.
Customer Balance Account (Deferred)	Hyperlink	Link to the Change G/L Account page for the customer balance account (Deferred), which handles accrual accounts receivable.
Optional: Convenience Fee Account	Hyperlink	Link to the Change G/L Account page for the optional: convenience fee account.
Payment Account: Debit Cards	Hyperlink	Link to the Change G/L Account page for debit card accounts. All debit card payments create a debit on this account unless you create and activate a new account.
Sites
Internet	Hyperlink	Link to the site maintenance page for the internet site loaded. Required.

Related topics

Return to System Settings