G/L Cross Reference

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G/L Cross Reference - XETEX Xebra captures accounting information as routine work is being done on the system. To eliminate the need to train every data entry person to make accounting and bookkeeping decisions, the Xebra has provisions for decisions to be made ahead of time. The GL Cross Reference Control File is the primary tool for communicating those decisions to the software. The General Ledger Cross Reference is a list of 17 account descriptions. Each of these descriptions must be matched to a detail General Ledger account from your chart of accounts. When the program encounters a place where it sets a default general ledger account, it looks to this table to determine what account you have told it to use. To change an account number, put the focus on the line you wish to change and press enter. With the mouse, double click the item. Either of these actions will open the Find Code dialog box for the item. You may then search through the list of General Ledger accounts to find the appropriate corresponding code. If you wish, use the Commands menu to print a list of all cross references and their current corresponding accounts.

o	Working Cash – This should point to the general ledger account number that identifies your primary business checking account. This is normally an asset account.

o	Accounts Receivable – The trade accounts receivable account is normally an asset account. The program will debit the account entered here when you invoice a job. It will credit this account when you receive payments from customers for those invoices.

o	Accounts Payable – The trade accounts payable account is normally a liability account. The program will credit this account when you make purchases and debit it when you pay vendor invoices.

Sales Tax Payable – The liability account entered here is credited when customers are invoiced and debited when entries for the taxing authority are made into accounts payable. The same sales tax payable account should be used for all taxing authorities that you use. The Sales Tax Report takes care of determining how much is due to each authority.

o	Sales Revenue – The revenue account entered here is used as the default for item sales. This account, or the substitute entered on the job, will be credited when invoices are produced.

o	Sales Discount – This account may be either a revenue account or an expense account. The account will be debited when early payment discounts are accepted for customers.

o	Freight Revenue – The freight revenue account will be credited when the item being sold is freight. For automatic recognition of freight charges in the system, the freight product category must also have this same number entered as the Alternate GL Sales Reference.

Composition Revenue – Some distributors elect to have composition sales credited to a separate account. If you wish to do this, create a product category for art charges and match the Alternate GL Sales Reference with the account number that you enter for Composition Revenue. If you wish to combine Composition Revenue with your regular Sales-Revenue, enter the Sales-Revenue account here and leave the Alternate GL Sales Reference blank in your composition product category.

o	Product For Resale – This should be your cost of goods sold expense account. When accounts payable records are created through the job during the Receive Vendor Invoice action, this account will become the default debit account.

o	Purchase Discounts – This account will be credited when you take early payment discounts offered by vendors. Some accountants like to show this as an expense account. Others prefer it to be a revenue account. The choice is yours.

o	Freight Payments – Your cost of freight expense account should be entered here. It must also be entered in the freight product category as the Alternate GL Purchase Reference.

o	Composition Cost – If you are treating composition as a separate account, enter the account number here and in the Alternate GL Purchase Reference in your composition product category. Otherwise, enter the same account number that you used for Item for Resale.

o	Inventory Purchases – This must be the cost of goods account that will be used when product is purchased for inventory. It may be a separate cost of goods account or the same cost of goods account used for Product for Resale. This must NOT be an inventory asset account.

o	Inventory Sales – Enter your revenue account for inventory sales. If you do not wish to keep a separate account, enter the same account entered for Sales-Revenue. Again, this should not be an inventory asset account.

o	Production Component Purchase – Specific to the Production Module, this account is used for job components purchased, usually raw materials.

o	Equipment Maintenance –Specific to the Production Module, this account is used to trigger a routine that allows the operator to assign the cost to a particular machine.

Deposits Received – This account is used in cash basis accounting to hold partial payments, deposits, and other cash that has not yet been distributed to a particular revenue account. This should be a separate revenue account that is not posted to manually. The Cash Basis Summary Journals do all of the posting to this account. First, cash received during a month is credited to this account. The revenue for jobs paid in full during the month is then debited to this account and credited to the appropriate revenue and sales tax payable accounts as directed in the job. The balance in this account at the end of an accounting period will be deposits and partial payments on jobs that have not been invoiced and have not been paid in full.