Breeze comes with a pre-configured set of GL accounts (a complete Chart of Accounts). To view and/or modify existing accounts, go to Admin > GL Account.
In some cases, you may want to add a new account. The easiest way to do this is to look at an existing account with a similar function, and copy as much of the setup as possible. For example, if you are adding a new income account, look at the existing Fee account.
Note: Breeze uses account trees for financial reporting. They are updated automatically when you add, delete, or modify GL accounts but they can occasionally get out of synch. If a financial report does not show the accounts that you expect, go to Admin > Toolbox > Rebuild Account Trees.
To add a new GL account
Go to Admin > GL Account and click + Add New.
Complete the screen. Each field is explained below:
First Column
Code | The account number. Identifies G/L accounts on transaction screens and reports. You can change the length and/or format on the Company Settings screen. For example, you could have six numbers instead of four, or add a dash between groups of numbers. |
Description | Describes the account on transaction screens and reports. Maximum of 32 characters. |
Normal Balance | Debit Typically expense and asset accounts. Credit Typically income and liability accounts. There are exceptions. If you are unsure of the appropriate normal balance, contact your accountant. |
Account Type | Regular Accounts to which you post transactions. Heading First entry in an account category, used for organizing the chart of accounts and financial reports. Transactions do not post to heading accounts, which always have a zero (0) balance. Total Accounts into which other accounts total. Transactions do not post to total accounts. |
Report | Reports in which the account is included. Balance Sheet Asset, liability, and capital accounts. Balances in balance sheet accounts carry forward indefinitely. Income Statement Revenue (income) and expense accounts. End-of-year processing zeros out the year-to-date amounts of income statement accounts. |
Total Into Account | The account into which this account is totaled. All regular accounts and subtotals should total into another account. Technically speaking, heading accounts don't "total" into another account, but the field is still required when you set up a heading account. Select the total account at the end of the section that the heading account begins. |
Second Column
Cash Account | Breeze comes pre-configured with two Cash accounts: Operating Cash and Escrow Cash (for security deposits). Select this check box if you want to add another Cash account, for example, Petty Cash. |
Subject to Late Fee | By default, the Fee account is subject to late fees. Select this check box to make accounts for other scheduled charges subject to late fees; for example, CAM Estimate charges. |
Include in Cash Flow | Select this check box to include a Balance Sheet account in the Cash Flow statement. For example, you might want to include the account for mortgage payments. |
Subject to Management Fee | This account will be used in the calculations for management fees. Typically, you would make most of the income accounts subject to management fees: Fees, Miscellaneous Income, Parking, and so on. Management fees are calculated as a percentage of the amount in the account. Late Fees are a special case. If the contract with your owners allows you to keep 100% of Late Fees, do not select the Subject to Management Fee check box for the Late Fee account. Instead, you can include the late fees when you calculate management fees. If you only receive a percentage of Late Fees (as you do for other income accounts), select the check box. |
Inactive | An account you are no longer using. Inactive accounts do not appear in lookups or on reports. |
A/P Account | This check box is selected for the Accounts Payable account (2200 in the default chart of accounts). It should NOT be selected for any other account. |
Third Column
Indent | Number of spaces from the edge of the print area to where information about this account should print. Most users choose different margins for regular, heading, and total accounts. |
Advance | Distance below the preceding account on reports. Type 1 to print immediately below the preceding account; type 2 to insert one empty row above the account; type 3 to insert two empty rows; and so on. |
Owner Deposit | Select this check box if the account will be used for owner deposits. |
Bold | Account appears in bold type on reports. |
Italic | Account appears in italic type on reports |
Double Underline | Prints a double underline below this account on reports. |
A/R Account | This check box is selected for the Accounts Receivable account (1300 in the default chart of accounts). It should NOT be selected for any other account. |
Exclude from Budget | If this checkbox is selected, the account will not appear on the budget screen. |