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Account List

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The Account List is a list of your chart of account setups. This list shows accounts assigned to categories, credit cards, and coupons/discounts in your system. If the assigned account is not set up in the Chart of Accounts, the word FIX prints on the report next to the invalid account number.

Each category has four account numbers. These correspond to the four to five basic account types, which are sales, inventory, cost of goods, shrinkage, and purchases clearing. Accounts are set up for each category on the Set Up Categories screen (1-7-5-3). Each credit card has two account types: assets and expenses. Accounts are set up for each credit card on the Set Up Credit Cards screen (1-6-2-1). Each coupon and discount has an expense account, which is set up for each coupon and discount on the Set Up Coupons/Discounts screen (1-6-2-2).

On screen 3 of the Set Up Accounting Options (1-6-1-7) screen, when saving your accounting setups, you are given the opportunity to print this report if you have invalid accounts. This report allows you to verify that interface information is being created correctly. You can add new account numbers or edit account descriptions on Set Up General Ledger Accounts (1-6-1-4).

 

Printing the Report

Use the following steps to set up and print an Account List:

  1. On the Main Menu, select Lubrication Menu.
  2. Select Lubrication Setup Menu (6).
  3. Select Lubrication Basic Setup Menu (1).
  4. Select Account List (8) to receive the Account List Report Control Screen.
  5. Fill in the report control parameters explained below.
Field Definition
Print Time on Report Printing the time helps you identify the most current report when the same report is printed more than once during a day. This field defaults to Y to print the time on the report. If you do not want the time to print on a report, type N. We recommend that you always print the time on a report.
Duplex This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. Duplex mode enables printing on both sides of the paper.

Note: This will only function on printers that support Duplex mode.
Landscape This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. It prints horizontally on the paper.
Number of Printed Lines per Page This value tells the computer how many lines to print on each page of the report. A typical 11-inch page can contain up to 66 lines, but this field defaults to 60 to allow three-line margins at the top and bottom of the page.

If you type 0 (zero) in this field, the report header does not print and the form feeds do not work.
Total Number of Lines per Page This field indicates the length of the paper in the printer. A typical 11-inch page contains 66 lines. Your system interprets a 0 or 66 in this field to mean that standard 11-inch paper is loaded in the printer. Because a 66 causes a form feed to take more time, accepting the default, 0, is recommended.
Print Report To This field tells the computer where to send the report. The following list contains the different selections available for this field.

  • 0 Printer – Sends report to the terminal’s default report printer immediately. (Default)
  • 1 Screen – Provides an on-screen view of a report. This can be used as a preview before you print it or when a hard copy of the report is not needed. The function keys at the bottom of the on-screen version allow you to move around to view the entire report.
  • 2 Disk file – Useful when you want an electronic copy of the report. If you select this option, you receive a prompt to enter the name of the report file. The file that is created can be copied to a USB drive or viewed later. This option is for advanced computer users.
    • If you use this option, we suggest you precede your report name with /tmp/. For example, at the prompt to enter the report name for a customer list, you might type /tmp/custlist. This is a good storage directory for temporary files.
Command Line Options The line at the bottom of the screen contains commands to print the report and to save or change the report settings.

  • Save – Press [F4] to save the current settings for the report. This is useful if a report is generated repeatedly with the same options. Do not save date selections because they may not be useful in the future.
  • Start – Press [F7] to submit the report to print on the printer, on the screen, or in a disk file. (Reports print in the order they are submitted.)
  • Again – Press [F9] to return to the top of the screen. This allows you to change any of the information you have entered on the screen before you submit the report.
  1. Press [F7] to start the Account List. When the processing is complete, you return to the Lubrication Basic Setup menu.

 

Report Contents

Section Item Description
Categories Cat Category code of the category.
Description Description of the category.
Sales Account Sales account number for the category.
Inventory Account Inventory account number for the category.
Cost of Goods Account Cost of Goods account number for the category.
Shrinkage Account Shrinkage account number for the category.
Purchases Account Purchases account number for the category. This column is only displayed if you have QuickBooks accounting enabled. This account field provides an additional account for COG transactions. By filling in the liability account number when setting up categories, the information will be separated into two accounts: one for inventory received or adjusted and one for sales.
Credit Cards



 Code Identification code for the credit card.
Description Name of the credit card that prints on the invoice.
Asset Account Asset account number to which the net credit card amount should be posted.
Expense Account Expense account number from which you want the bank fee posted.
Coupons/Discounts



 Type C for coupons or D for discounts.
ID Identification key of the coupon or discount.
Description Short description of the coupon or discount.
Expense Account Expense account (or contra-income account) number to which coupons and discounts post to the accounting system.

 

Recommendations for Using This Report

You can use this report to verify that each category, credit card, coupon, and discount is linked to the correct account. To do this, you also need a list of account numbers and descriptions from your accounting software. Check each item on this list to make sure the account number is valid and correct. Use the accounting software list to make sure all accounts are set up correctly.

Note: FIX prints next to any invalid account number. For example, this occurs if the account number is non-existent.

When you first set up categories and accounts on your system, it is important to print this list for verification. You can also use it to check the information later if data is transferring incorrectly to the accounting software, or if you change your setups.