Default

Default

Account

Plant

Numerical value that represents where in the "Account" field of Chart of Accounts the new position will appear. The base account will be indicated by a position value of "1".

Represents how many numbers will make up the position. Masks should be defined using the number 9. For example, a mask of "9999" would represent a position that had a length of four numbers.

Name for the position, which is user-defined and will determine what the position represents.

Display Active, Inactive, or All records

If clicked, all Bank Accounts in the list will be marked as "Active".

The name field is the name of the bank or financial institution. It should be the proper name that may be used in various payment files.

The bank id is the unique identifier for the bank. For most US banks, it would be the ABA Routing number. If using the routing number, please also include the check digit.

• This field is encrypted beginning in version 17.01.126.

The Business Identifier Code for this bank. The BIC is the bank identifier code used with SWIFT transactions. It uniquely identifies the name and country of the bank.

The bank code is a user definable identifier that provides a way to group banks by the format of certain files such as the ISO-20022 XML file. Each bank may have slight differences in their implementation of these. Using the bank code, custom development may be able to add logic to support the various format options.

Enter the appropriate information.

The state field shall consist of the 2-character subdivision (state) code for the country as published in the ISO 3166 - Codes for the representation of names of countries and their subdivisions standard.

The Zipcode field is the postal code of the address of the bank. The postal code has specific formatting rules for different countries. Please make sure you follow them and are aware of how the payment files may need to use them.

The country field shall consist of the 2-character country code as published in the ISO 3166 - Codes for the representation of names of countries and their subdivisions standard.

The country code search box is used to select the appropriate phone country code from the configured options.

Enter the appropriate information.

Name for this Bank Account. The account name is the account alias used to identify this account for a particular payee (vendor, vendor group, or bill-to company) or GL cash account.

The Bank Account number. The account number field is the unique identifier for this account at this bank. There are no validations for format or uniqueness. Please be careful when entering this information as it is typically used in the payment file export and used to route payments to the appropriate payee. This is the account number where the funds will be deposited/withdrawn.

• This field is encrypted beginning in version 17.01.126.

Used to select which master record this Bank Account will be associated with. Options are: Bill-To Company, Chart of Accounts, Vendor, and Vendor Group. 

Select if this Bank Account will be a checking or savings type.

Defines the International Bank Account Number. The IBAN field is used to store the international bank account number that is used with many foreign bank accounts and foreign transactions. It is supplemental to the account number and maybe used in conjunction with SWIFT transactions.

• This field is encrypted beginning in version 17.01.126.

The balanced account flag specifies whether the account requires a balancing entry. This is used for various file formats such as NACHA and is only enabled when the entity for is Chart of Accounts.

The unique identification code, normally having the same account number structure as a normal account at the Bank, assigned by the Bank to each Payer.

Allows users to import Budgets using a properly formatted Excel spreadsheet. Additional information is available via the Building a Budget page.

If clicked, opens the Enter Date Range form, which is used to select the Fiscal Year to generate a trial balance for use in the budget grid. Only Revenue and Expense account values will be brought into the Budget form, as budgets are not normally done for Balance sheet accounts.

• Useful in situations where customers wish to use a previous year's actual amounts as a starting point for Budgets.

Allows the user to select a Fiscal Years' Budget to copy to the current Budget.

• Useful in situations where customers wish to use a previous years Budget amounts as a starting point
• When copying Fiscal Years, unused columns are renamed "-".

If clicked, opens the Enter Percent Increase form, used to apply a percentage increase across all accounts, a range of accounts, or a specific account on the selected Budget.

Populates the grid with all the accounts marked as "Expense" or "Revenue" type from the Chart of Accounts. The accounts which do not have budgets created are zeroed out.

Displays the account from the Chart of Accounts.

Total budget for the selected account. Sum of all values in the January - December columns.

If clicked, the value entered in the "Total Amount" field is spread evenly across all periods. User can select individual periods and modify amounts as required.

Search field used to select the appropriate account from the Chart of Accounts.

Name of the group, which must be unique.

If checked, this record is active. Only active records may be used in the system.

Houses the account number, according to the defined Account Structure and established Chart of Account design specifications. The General Ledger account numbers and descriptions are linked to an underlying ID number, called the ch_id. The history of the account stays with the ID number. If an account number is changed, check the financial statements - the new account number must be put on statements in place of the old account number.

Displays a description of what the account is used for, up to 60 characters.

Pick list used to select the general type of the account. More information about each option is located in the Configuring the Chart of Accounts page. Options are:

• Assets - General type for those accounts in the Assets section of the COA, often with base account numbers starting with 1.
  • Two special types of assets are Cash and Inventory, discussed separately. All other asset accounts are marked as Assets.
• Capital - General type for those accounts in the Capital section of the COA, often with base account numbers starting with 3.
  • Used to record amounts paid in to a company by investors as well as the cumulative amount of the company's earnings minus the cumulative distributions to the owners.
  • Increased via credits and decreased via debits.
  • The balances of the capital accounts are reported in the owner's equity, partners' equity, or stockholders' equity section of the balance sheet.
  • There are no special Account Types within the Capital section.
  • Examples of capital accounts used by most corporations include:
    • Paid-in capital accounts such as Common Stock, Preferred Stock, Paid-in Capital in Excess of Par - These accounts report the amounts received by the corporation when the shares of its capital stock were originally issued to investors.
    • Retained earnings accounts which typically contain the amount of the corporation's cumulative earnings since the corporation was formed minus the cumulative dividends distributed to the stockholders.
    • Treasury stock account (a contra account because it has a debit balance) usually reporting the amount paid by the corporation to repurchase its own shares of stock that have not been retired.
• Cash - A special type of asset account, indicating that it is possible to write checks from, or deposit checks to, this account in DEACOM.
  • Money market accounts and payroll checking accounts do not usually write checks in DEACOM, and would be marked as Asset accounts to prevent checking transactions from being done in error.
  • A special kind of Cash account is a credit card liability account, which is in the liability account range (2XXX) but is marked as a Cash account to allow Vendor invoices to be paid from it, thus transferring the liability from the Accounts Payable (AP) account to the credit card liability account. Invoicing the credit card bill transfers the liability back to the AP account, until the credit card bill is paid, clearing the liability.
• Expenses - General type for those accounts in the expense section of the Chart of Accounts, often with base account numbers 5 and higher.
  • There are no special Account Types within the Expenses section.
• Expenses - Fixed - General type for those accounts in the expense section of the Chart of Accounts, often with base account numbers starting with 5 and higher.
  • Accounts can be designated as fixed expenses to distinguish them from variable expenses.
• Inventory - A special type of asset account, indicating that it is possible to store inventory in this account in DEACOM.
  • Items marked as "Stocked" must have a default Purchase-to Account, of Type "Inventory", specified in the Item Master.
  • Items marked as "Not Stocked" must not have a Purchase-to Account which is of Type "Inventory".
  • When moving inventory in Inventory Reporting, the new account must be of Type "Inventory".
  • The Work In Progress (WIP) Inventory account, which holds the value of material that has been issued from inventory to a Sales Order or Production Job, must NOT be an "Inventory" type account. To do so would allow a user in Inventory Reporting to move inventory into the WIP account, and all such moves must be done via the Issue Inventory function.
• Liabilities - General type for those accounts in the Liability section of the Chart of Accounts, often with base account numbers starting with 2.
  • There are no special Account Types within the Liabilities section.
• Revenues - General type for those accounts in the Revenue section of the Chart of Accounts, often with base account numbers starting with 4.
  • Required to indicate an associated COGS account.
  • Revenue is assigned based on the item sold; all saleable items should indicate their default Revenue account.
  • There are no special Account Types within the Revenues section.

Only available when the "Type" is set to "Revenues". Search field used to select a corresponding account for cost of goods sold.

• To report on the COGS, users should add the "cogsmat" field to the sales order profit detail report (on the "ordprof" grid). The field contains the amount posted to the or_cogsid account for the sales order.

Only available when the "Type" is set to "Revenues". Search field used to select a corresponding account for the labor cost of goods sold when shipping sales orders.

• Introduced in version 17.00.008, this account supports the ability to report on the cost of labor separately. When an account is selected in this field, the system will post the amount associated with the rolled up labor cost of the lots shipped for each line on the sales order. The amount is labor cost * quantity shipped. The remaining amount of the lot cost will be posted to the COGS account (ch_cogsid) as normal. GL Overrides, if present, will be applied to this account.
• The system assigns a corresponding account, matching the id of the account selected in this field, on the sales order line, and places that id in the "or_laborcogsid" field.
• To report on the labor COGS, users should add the "cogslabor" field to the sales order profit detail report (on the "ordprof" grid). The field contains the amount posted to the or_laborcogsid account for the sales order.

Only available when the "Type" is set to "Revenues". Search field used to select a corresponding account for the burden cost of goods sold when shipping sales orders.

• Introduced in version 17.00.008, this account supports the ability to report on the cost of burden separately. When an account is selected in this field, the system will post the amount associated with the rolled up burden cost of the lots shipped for each line on the sales order. The amount is burden cost * quantity shipped. The remaining amount of the lot cost will be posted to the COGS account (ch_cogsid) as normal. GL Overrides, if present, will be applied to this account.
• The system assigns a corresponding account, matching the id of the account selected in this field, on the sales order line, and places that id in the "or_burdencogsid" field.
• To report on the burden COGS, users should add the "cogsburden" field to the sales order profit detail report (on the "ordprof" grid). The field contains the amount posted to the or_burdencogsid account for the sales order.

Search field used to select a Currency, if account currency is different then the system home currency. For example, the home currency is "USD" but an account is created for a Canadian Vendor with a bank account setup in a Canadian bank. The account currency would be "CAD".

• This field is available for use in the Accounting Reporting General Ledger Summary, General Ledger Detail, and Financial Statement reports.
• If this field is left blank, it is considered to be in the home currency.
• Accounts that have a currency specified, that is other than the base currency, should have all entries done in the specified currency.
• This field may not be changed if GL entries have already posted against the selected account. If a user attempts to modify the field, a system prompt will display.
• Note: Beginning in version 16.07.014, if the Cash Account selected on the Cash Receipts pre-filter has this field populated, this currency will then provide the default value for the "Payment Currency" field on the Cash Receipts pre-filter and not the currency marked as the overall default via Accounting > Maintenance > Currencies. Added to support multi-entity and multi-national customers to help prevent errors and speed up transaction time.

Represents the difference in value for each posting at the time it was made and at the current exchange rate.

• This difference is automatically added to the Unrealized Gain account specified for that account to show a virtual balance that does not really exist in the GL.
• This field is available for use in the Accounting Reporting General Ledger Summary, General Ledger Detail, and Financial Statement reports.
• Beginning in version 17.02.013, the system logic was enhanced. When posting to an unrealized gain account the system will first try to use the one specified on the cash account(ch_currgain), if empty the system will look to the gain/loss account on the Currency (fc_currgain), if also empty it will use gain/loss account from system options(df_currgain).

Option to link a chart of account to a master account when using the consolidated Financial Statement feature.

• Introduced in version 16.07.001.
• This field is only enabled when using multiple company databases and one company database is marked as the "Financial Master".
• Only accounts with the same currency and account type in the Financial Master database as the account being modified will be available for selection in this field. Note: Chart Group Security still is enforced in this field.
• Example of use:
  • A system contains two company databases: Company 1, Company 2. Company 2 is marked as "Financial Master".
  • In Company 1 there is an Account 1100-00. This account has Account 1100 as the Master Account.
  • In Company 2 exists the Account 1100. In Company 2, when running a Trail Balance report, the system will sum the transactions in Company 1 for Account 1100-00 along with all the transactions in the Account 1100 in the Company 2 database.
• Additional information is available via the link in the first sentence.

Chart of Account Group that the account belongs to. Used to control access to accounts and their related transactions and balances. 

Option to specify a Bank Account to link to this account. Bank Accounts are used to define the banking information used in connection with accounts payable invoicing and payment in connection with the Paymerang integration.

If checked, this record is active. Only active records may be used in the system.

The account, within the DEACOM Chart of Accounts, to which amounts will be allocated.

The percentage of the total posting amount that will be allocated to this account whenever postings are made to this account.

• All allocations on the tab of the selected account must sum to 100.
• Any rounding discrepancies encountered during allocations are added to the account with the largest allocation.

Option to have allocations assigned to a specific Bill-to Company. When shipping and invoicing Sales Orders, the system will check for allocations specific to the Bill-to and/or Ship-to Companies.

• If both a Bill-to and Ship-to are selected for an allocation, the Sales Order must have the same companies selected for the allocation to take effect.

Option to have allocations assigned to a specific Ship-to Company. When shipping and invoicing Sales Orders, the system will check for allocations specific to the Bill-to and/or Ship-to Companies.

• If both a Bill-to and Ship-to are selected for an allocation, the Sales Order must have the same companies selected for the allocation to take effect.

Pick list used to select the appropriate Credit Card Processor. Options are:

• 3 Delta - Utilizes 3 Delta's Payment WorkSuite payment gateway. (Note: Beginning in version 17.03, the 3 Delta Credit Card processor is no longer supported in Deacom as the 3 Delta company is no longer processing cards after 2023.
  • To create a test account, customers will need to contact 3 Delta System directly.
  • The Credit Card Processor must be defined on the General tab of the Bill-to Companies that will use the processor for credit card payments.
  • Once 3 Delta Credit Card Processors have been created, the Credit Card Processor must be defined on the General tab of the Bill-to Companies that will use this processor for credit card payments.
• 3 Delta w/Card Vault - Utilizes 3 Delta's Payment WorkSuite payment gateway.
  • Allows companies to store credit card data using 3 Delta's credit card tokenization and storage services. (Tokenization is the process of replacing sensitive data with unique identification symbols that retain all the essential information about the data without compromising its security.) (Note: Beginning in version 17.03, the 3 Delta Credit Card processor is no longer supported in Deacom as the 3 Delta company is no longer processing cards after 2023.)
• Card Pointe - Utilizes the CardConnect payment gateway.
  • To create a test account, customers will need to contact CardConnect directly. This Overview of CardConnect provides useful information as well as the link to setup test credentials.
• Datacap - Utilizes the NetEPay payment gateway.
  • Supports compliance for EMV cards, which are smart cards (also called chip cards or IC cards) that store their data on integrated circuits in addition to magnetic stripes (for backward compatibility).
  • To create a test account, customers will need to contact DataCap directly.
  • The default credit card processor that will be used in the system and the ability to download EMV parameters to pin pads is managed via File > Settings.
  • The Sales Options contain a "Verbose EMV Logging" flag. When this flag is checked, Deacom will log all EMV requests and responses to a text file in (user profile)\AppData\Roaming\Deacom\.
• FullPayment - Utilizes the FullPay payment gateway.
  • To create a test account. customers will need to work with FullPay directly.
  • Note that the API key provided by FullPay will need to be inserted in the Credit Card Processor section in Deacom.
• Moneris - Utilizes the Merchant Resource Center payment gateway.
  • To create a test account, customers will need to work with Moneris directly.
  • If using the Moneris processor, the "Transact In Test Mode" flag, available on the Credit Card Processor form when selecting a "Processor" type of Moneris, can be checked to add an additional layer of security to ensure that actual payments are not processed.
  • A valid two digit country code must be inserted in the "Country" field on the Company tab in System Options.
  • Note: There is no separate "Transact in Test Mode" flag for the other Processor types.
• NET1 - Utilize's ECI's NET1 payment gateway.
  • If using the NET1 processor, a valid account will be created upon saving the mandatory fields in the Edit Credit Card Processors form. This includes an account for when the "Transact in Test Mode" flag is checked.
  • When saving a Sales Order or when accessing a Cash Receipt, a NET1 window will open separately to input payment information. If the window does not successfully open, you may need to check your browser's pop-up prevention settings.
  • Notes:
    • The user must be using HTTPS to successfully access eCommerce using NET1.
    • Partial refunds using NET1 are not available at this time.
    • Beginning in version 17.02.012, multiple NET1 accounts may be setup. This allows for multiple Net1 processors for different company databases or different Facilities. The location ID, associated with the Location field, will be the identifier to differentiate when specifying Net1 processors on Bill-To and Facility records. Further enhancements where made to this process in version 17.02.017. Multiple Net1 CC processors may be stored and used at the Bill-To Facility level. If a Net1 CC Processor is defined on a Facility, and that Facility is used with this Bill-To record to create an order via Net1, Net1 returns a specific ID number for the Facility/CCProcessor/Bill-To combination. The Deacom system will then check if there is a matching Bill-To Facility defined on Edit Bill-To Facility form with the existing Net CCProcessor defined. If a match is not found, Deacom will use this information to create a Bill-To Facility entry on that form and populate the Facility, CC Processor, and CC Proc Contact ID fields returned form Net1. All other fields will be left empty. This record can then be used for future Net1 transactions. Deaocm will check for this record when sending information to Net1 and use the correct CC Proc Contact ID.
    • When processing payments in NET1, (beginning in version 17.02.018) the card that is supplied no longer needs to have an address that matches the address on the Bill-To.
• NET1 EMV

  • Uses EMV readers. (Igenico Lane 3000 series device currently supported)

  • Ability to support NFC payments (Apple Pay, Google Pay, Tap)

  • Accepts split payments that can contain non chip cards.

  • Requires that a Register device be setup via System > Maintenance > Registers and a separate credit card processor entitled "Net1 EMV".

• Payflow - Utilizes PayPal's PayFlow Pro payment gateway.
  • If using the PayFlow processor, the "Transact In Test Mode" flag, available on the Credit Card Processor form when selecting a "Processor" type of Payflow, can be checked to add an additional layer of security to ensure that actual payments are not processed.
  • Note: There is no separate "Transact in Test Mode" flag for the other Processor types.
  • Deacom also allows multiple PayPal merchant ID's/accounts to be established to provide companies greater flexibility.
• Payflow with Braintree- Linked to Payflow. Additional Information: Braintree
  • Braintree is linked with Payflow, and requires an account with Payflow in addition to Braintree credentials.

Displays the name of the account when making selections on records.

Indicates the ID provided by the authorized PayPal Reseller who registered the company for the Payflow SDK. If the account was purchased directly from PayPal, use PayPal.

• Only available if "Processor" is set to "Payflow".

Displays as "Merchant" when Processor is set to "Payflow" and as "Merchant ID" for all Processor types. Indicates the merchant login ID that was created when the company registered for the account.

Indicates the location, generally company name, for the selected processor. Useful in situations where companies will have multiple processors.

• Only available if "Processor" is set to "3 Delta", "3 Delta w/Card Vault", and, beginning in version 17.02.012, Net1. (When using 3 Delta the location information is provided by 3 Delta)

Only available if "Processor" is set to "3 Delta," "3 Delta w/Card Vault," or "Moneris."

Only available if "Processor" is set to "3 Delta" or "3 Delta w/Card Vault."

Indicates the user for this account. If one or more additional users were set up on the account, this value is the ID of the user authorized to process transactions. If, however, additional users have not been set up on the account, this field can be left blank.

• Only available if "Processor" is set to "Payflow," "3Delta," "3Delta w/ Card Vault," or "Card Pointe."

Stores the PayFlow password that was defined while registering for the account.

• Only available if "Processor" is set to "Payflow," "3Delta," "3Delta w/ Card Vault," or "Card Pointe."

Only available if "Processor" is set to "FullPayment". Indicates the required API key that is provided when creating an account for the FullPay payment gateway.

Indicates the address to the server that the processor is running on.

• Only available if "Processor" is set to "Datacap" or "Card Pointe."

Indicates the port that the processor is listening on. This port is 9000 by default for Datacap and 6443 for CardPointe.

• Only available if "Processor" is set to "Datacap" or "Card Pointe." Note: This field is no longer enabled for CardPointe processors beginning in version 16.07.118.

If checked, this record is active. Only active records may be used in the system.

• If unchecked to make inactive, all Bill-To Companies with the selected CC Processor will have it removed from their respective records.

If checked, the selected record is the default PayFlow account, which will be used when processing credit card transactions and payments unless the Facility or Bill-to Company on the transaction has a different PayFlow account specified. The Payflow credit card processor hierarchy, as of version 16.00.068, is:

• System Default CC Processor (enabled via the this flag)
• Facility CC processor (via the CC Processor field on the Facility Sales tab)
• Bill-To Company CC processor, located in Sales > Customers > Modify Bill-To Company

This field is only available if "Processor" is set to "Payflow".

• Only available if "Processor" is set to "Datacap".

The name of the foreign currency. If a company is using the Deacom Automation Host to update foreign currency rates, this name must be set to the abbreviation in the currency table below. If a company is not automatically updating rates, the name can be defined in any manner.

The description of the currency that will be printed on reports throughout the system.

The currency rate as compared to the company's home currency. For example, if a company's home currency is US dollars and 1 US dollar is worth 0.7832 Euros, the exchange rate for the Euro Currency should be set to 0.7832.

Defines the symbol that will be associated with the currency.

Defines the Unrealized Gain/Loss Account that will be associated with the defined currency. No postings actually occur to this account *. It is a virtual account to capture gains/losses to cash and AR and AP accounts due to changes in foreign currency rates.

*Beginning in version 17.02.013, the system logic was enhanced. When posting to an unrealized gain account the system will first try to use the one specified on the cash account(ch_currgain), if empty the system will look to the gain/loss account on the Currency (fc_currgain), if also empty it will use gain/loss account from system options(df_currgain).

If checked, the record is active. Only active records may be used in the system.

If checked, the selected Currency is the default.

• The system requires that one currency be set to default. Only one default may exist.
• This currency should be a company's "home" currency in which its Financial Statement Layouts will be reported.

United States Dollar

Euro

Japanese Yen

Bulgarian Lev

Czech Republic Koruna

United Kingdom Pound

Hungary Forint

Lithuania Litas

Latvia Lat

Poland Zloty

Romania New Leu

Sweden Krona

Switzerland Franc

Norway Krone

Crotia Kuna

Russia Ruble

Turkey Lira

Australia Dollar

Brazil Real

Canada Dollar

Chinese Yuan

Hong Kong Dollar

Indonesia Rupiah

Israel Shekel

India Rupee

South Korea Won

Mexico Peso

Malaysia Ringgit

New Zealand Dollar

Philippines Peso

Singapore Dollar

Thailand Baht

South Africa Rand

Pick list used to select the kind of report to run. Only option is Standard.

Records created on or after the selected date will be displayed in the resulting report.

Records created on or before the selected date will be displayed in the resulting report.

If clicked, opens the Edit Currency History form, used to edit the selected record.

If clicked, deletes the currently selected record from the report. A prompt will appear requesting the user to confirm the action.

The Name of the Currency as listed in the Currencies table.

The date for which the listed rate is valid for the selected Currency.

Select a currency from the list.

The date the rate was in effect.

Displays the name of the group.

If checked, the record is active. Only active records may be used in the system.

If clicked, opens a list of Financial Statements. The design of the selected record will be copied and used as a base for the Financial Statement being created.

• When designing reports with different levels of detail, the detailed report can be designed first then validated. Then the summary version of the same report can use the "Same As" button to copy the design of the validated detail report, and then the detail lines can be hidden by setting the "Visible" flag on the Edit Statement Line form to false.

If clicked, opens the Print/Export Statement form, which may be used to set dates and other filters and generate an on-screen grid version or a printed version of the selected report.

Allows user to either Import or Export an XML file in order to create a new Financial Statement Layout.

• Import - A form will open that allows the user to select a file from their device. Will prompt the user if an invalid file type is selected. The user will also need to save once they have confirmed the import.
• Export - Generates an XML file that the user will be prompted to save.

The features was added to support the transfer of existing Financial Statement Layouts between Deacom environments, i.e. test to production.

Displays the name of the Financial Statement.

Search field used to select the Financial Statement Group to which this report should belong.

Memo field used to define the information that will be printed at the top of the report.

Pick list used to select the set of columns that will be used when generating the report, including period and position reports.

• Period reports separate information by month, chronologically.
• Position reports separate information by Chart of Account positions. This is useful when the desire is to compare two Facilities in a statement.
• Option names are defined via System > Maintenance > Captions.
• Users with permission can create unlimited user versions of any financial statement report as well as determine which reports Users and User Groups can see if this field.
• Deacom comes with some standard statements with pre-defined displays as indicated below:
  • Fin Statement 1: Comparative Report. Displays the following information:
    • Current Month
    • Current Year to date
    • Budget Month
    • Budget year to date
    • Last Year – month data
    • Last Year – year to date
  • Fin Statement 6: Monthly Report. Displays the current year’s information with a column for each period.
  • Fin Statement 11: Position Report. Focused on current period like Statement 1, with a separate column for each general ledger segment.

Options are: 

• Balance Sheet - Period sums are usually the ending balance of the accounts, but can be controlled by the "Balance Type" field on the Edit Statement Line form. This option is also used to design statements of Cash Flow.
• Income Statement - Period sums are the changes in balance for the accounts.

Pick list used to control the decimals for numeric results. Options are:

• Actual Values - Displays actual values with two decimal digits.
• Thousands - Rounds results to the nearest thousand with no decimal digits.
• Whole Dollars - Rounds results to the nearest whole dollar with no decimal digits.

Option to define an input mask, for example 999,9999.99, that will be applied to the fields returned when the Financial Statement is generated. Generating a Financial Statement will use the Input Mask if one is entered but still perform the same calculations as before based on the option selected in the Display field.

If checked, this record is active. Only active records may be used in the system.

Displays the name of the line and indicates what the value generated represents. Account numbers can be added to the Title they should be visible on statements.

Pick list used to define the type of line being configured. Options are:

• Standard - Typical line, with a Title and a number of GL accounts that are summed and displayed.
• Sum Lines - Line contains a Title, and sums a number of previously defined lines, not GL accounts.
• Title - Title only, no GL accounts summed or displayed.

Pick list used to dictate if only Debits, only Credits, or Both are used in the Statement Line calculation.

• Only available when "Format" is set to "Standard".
• Useful for cash flow statements where a company may wish to only display credits or debits on certain accounts. One example is the need to display only debits on fixed asset accounts.

Pick list used to specify if the line should have a single, double, or no underline.

Displays as "Accounts" when "Format" is set to "Standard" or "Title" and displays as "Lines" when "Format" is set to "Sum Lines". When defining Accounts, this memo field is used to define the GL accounts included in the sum of the Statement Line.

• If using version of Deacom 17.01 and earlier, then Accounts should be referenced by Base account number only, no company or departmental dash codes. After 17.01, an enhancement was added that allows for the entry of a full account number, rather than just the base account. However, no dashes can be entered, just the numbers.
• When a single account is specified, all extensions of that account are also included. For example, if account "5201" is specified, accounts 5201-00-0 thru 5201-99-9 are included.
• Ranges of accounts can be identified by starting account and ending account, separated by a dash.
• Individual accounts, or multiple ranges, can be listed and separated by commas.
• The question mark wildcard character may also be used in place of a digit. Specifically, the question mark matches all numbers from 0 to 9 as that digit, e.g. 5?01 would match accounts 5001, 5101, 5201, etc.
• To summarize, the following are valid combinations:
  • Comma-separated account numbers (1200, 1210).
  • Hyphenated ranges of accounts (1200-1209, 1250-1259).
  • Wildcard account numbers (12?0, 125?).

When defining Lines, this memo field is used to define the Financial Statement lines being summed.

• Lines are referenced by Sequence number, which is their line number in the Financial Statement design (indicated on the Edit Financial Statement form), not their line number on the resulting report.
• Ranges of lines can be identified by starting Sequence number and ending Sequence number, separated by a dash.
• Individual lines, or multiple ranges, can be listed and separated by commas.
• The question mark wildcard character may also be used in place of a digit. Specifically, the question marks matches all numbers from 0 to 9 as that digit, e.g. 5?01 would match accounts 5001, 5101, 5201 etc.
• The calculation on sum lines is based on the underlying account balances and will not take into account the "Reverse Totals" flag on the lines being summed.
• When adding or deleting a standard line in Financial Statements, the sum lines will update automatically.
• To summarize, the following are valid combinations:
  • Comma-separated line Sequence numbers (1, 2).
  • Hyphenated ranges of line Sequence numbers (1-7, 12-15).
  • Wildcard line Sequence numbers (1?, ?2).

Pick list used to select if the value displayed in the report should be the starting, ending, or delta. When determining an account's starting or ending balance, the system excludes GL closing entries that are dated after the first day of the earliest financial period within the date range. Options are:

• Change in Balance - Displays the change in the account balance during the specified financial period. Typically used for Income Statements. This is set as the default option when the "Statement Type" is Income Statement.
• Ending - Displays the account balance as of the end of the specified financial period.
• Starting - Displays the account balance as of the beginning of the specified financial period.

Pick list used to define which Position in the Chart of Accounts to filter on for this line. Options are None and as many Positions as there are defined in the Chart of Accounts. If set to None, no filtering is done on the line and all accounts matching the base accounts requested will be summed to the line, unless filtered during report generation.

When filtering by account Position on this line, this field is used to identify the one Position value that is being selected.

Used to specify the amount of extra, blank lines that should follow this line in the printed version of the report.

Used to specify the number of tabs that the Title for this line is indented in the printed version of the report.

When requested to display columns that report the percentage of one line relative to another, this field is used to name the line that the other lines will be divided by.

• Example: If expenses should be displayed as a percentage of total sales, on the total sales line this field would read "U_TOTSALES".
• Must be in all caps.

Used to add, subtract, multiply, and divide by other line's calculation names. For example, when reporting percentage of this line relative to another, this field defines what calc name this line should divide by. In the example from the Calculation Name field, most of the lines on the report would be set to divide by "u_totsales". When running Financial Statements, the system will evaluate the expression, if present in this field, to determine the final number to display. With this change, the result of the expression is displayed in the currper_calc, lastcurrper_calc, priorper_calc, lastpriorper_calc, ytd_calc, or lastytd_calc variables on the grid as they were before when the expression was only used to "Divide By" if "value" is found in the expression. If "value" is not found in the expression, the result of the expression is returned as the value of the corresponding row in the Financial Statement.

Note: The variables "weightsold" and "weightproduced" are available to the financial statement Expression field. These variables store the weight shipped and weight produced for the given financial statement row (accounts) and column (time period) respectively.

Option to define an input mask, for example 999,9999.99, that will be applied to this specific line on the Financial Statement. Generating a Financial Statement will use the Input Mask if one is entered but still perform the same calculations as before based on the option selected in the Display field. Note that if this field it filled in, it will override the Input Mask specified on the Financial Statement header.

If checked, the sign of the resulting sum is reversed, so that net credits display as positive numbers. Typically used for Sales accounts.

If checked, this line of the Financial Statement will display the Currency sign.

If checked, the results of this line will be visible on the resulting report.

• Checked by default.
• This flag can be utilized to hide detail lines on summary reports.

If checked, this line will not display on the resulting report when the value is equal to zero.

Pick list used to select the set of columns that will be used when generating the report. Option names are defined via System > Maintenance > Captions.

Search field used to select the Fiscal Year Group from which data will be used to generate the report.

The first date report results will be as of.

The last date report results will be as of.

Allows users to define what period, or what period up to, they want to evaluate when a financial period report is generated. Business Case: Accounting departments complete their work up to specific period in a given year or fiscal year. In the past, Deacom period reports ran on the current date. The addition of this field allows accounting users the option to define the period they have completed up to. The field is a search box with all fiscal year periods.

• Only available when running the Period 1-5 reports. If the field is left empty, The system will use the current period.
• The "annualizedytd" variable may be added to financial report forms to display the result of the Run Period specified. The logic used to calculate the "annualizedytd" field is indicated below.
  • Based on the Run Period specified, the "annualizedytd" field adds up all actual totals in periods beginning with the start date of the fiscal year as specified and ending with the last date of the run period.
  • Next, the system adds the budgeted amounts for the rest of the year (periods from last date of the run period to the end of fiscal year).

Notes:

1. If the Fiscal Year is changed, the system will clear the Run Period field in order for it to be re-selected.
2. The run period that is selected on the pre-filter uses actuals in the calculation.  Example, if run period is May (5/1-5/31), actuals for that date range are used and the budgeted amounts for June-end of fiscal year are used.

Search field used to select the Fiscal Year from which data will be used to generate the report.

Search field used to select a specific Chart of Accounts Position.

Search field used to select a specific Chart of Accounts Position.

Used to specify the Chart of Account Position value, based on the selections in the "Column Segments" and "Position Filter" fields.

Search field used to select a specific Currency to include in the report.

Pick list used to control the decimals for numeric results. Options are:

• Actual Values - Displays actual values with two decimal digits.
• Thousands - Rounds results to the nearest thousand with no decimal digits.
• Whole Dollars - Rounds results to the nearest whole dollar with no decimal digits.

If clicked, allows the user to select an existing Fiscal Year record to use as a starting point.

Displays the name of the Fiscal Year, which must be unique.

Search field used to select a Fiscal Year Group.

Indicate the number of trailing months desired.

• This field is disabled when lines are added to the grid of this form.

Defines the start date for this financial period, generally the first of the month.

Defines the end date for this financial period, generally the last day of the month.

Displays a name for the financial period. If using the typical month format, this value would be January, February, March, etc.

Displays the name of the group, which must be unique.

If checked, the record is active. Only active records may be used in the system.

Date card was entered in the system.

Enter an appropriate card number.

Displays amount remaining on card.

Click to reset the swiping function when adding gift cards to the system.

• Users do not need to hit the button prior to making an initial swipe with a gift card.
• Used when there are errors reading gift cards. The system will prompt the user to click this button and try again.

Click to add a new card number to the "Gift Card Number" field. The number generated is based on the setting defined in the "Gift Card # Generation" field on the Cash Register tab in Sales > Options. The options are sequential, GUID (random), or used-defined.

Displays a history of the payments made for the selected card.

Displays the description of the Payment Event.

If checked, this record is active. Only active records may be used in the system.

Displays the name of the Payment Type.

Indicates the GL Cash type account that will be debited when this Payment Type is received, subject to Facility GL Overrides.

• This field will be required when selecting the "Gift Card" flag on this form.

Indicates the GL account that will be debited when reconciling, if this Payment Type is included in the POS cash drawer reconciliation process.

• This is the account that receives funds when they are removed from the cash drawer at the end of the day.

Indicates the GL account that will be debited or credited when the cash drawer does not balance during reconciliation, if this Payment Type is included in the POS cash drawer reconciliation process.

Defines the mask for credit card numbers when entering one-time card numbers against sales transactions or adding stored card numbers to Bill-to's via the Credit Cards tab.

Defines the maximum amount allowed to be charged to this Payment Type.

Cash account to which customer payments are debited when received.

• When applying Cash Receipts (formerly Sales Order Payments), if the Payment Type has a "Cash Account" selected, this account will be used when making a payment. If the Payment Type does not have a "Cash Account" selected, the default "Cash Receipts" account selected in Accounting Options will be used.
• Useful in situations where better control or more options are desired when receiving payments for Sales Orders.
• This field will be required when selecting the "Gift Card" flag on this form.

Option to define a credit card swipe expression for the selected payment type. Swipe expressions can be used to automatically identify the type of credit card being swiped and thus save time when processing orders via the POS Application.

• The field is only available when the "Show on Cash Register" field together with the "Credit Card" or "Gift Card" fields are selected.
• An example might be a payment type that is setup with a swipe expression to always identify when a Visa credit card is used. The swipe expression would be ^%B4 and the payment type would be named Visa. Each time a Visa credit card is swiped in the POS application, the system will evaluate all the swipe expressions on all different payment types and apply the correct amount to the correct payment type. In the case of this example, if a card was swiped that began with a 4 the system would realize a VISA credit card is being used and the correct amount would be automatically populated in the Visa named payment type field on the Enter Payment form in the POS application.
• Note that the payment types must be marked as "Show on Cash Register."

If checked, this record is active. Only active records may be used in the system.

If checked, this Payment Type is considered the default when processing accounts payables and receivables.

If checked, indicates that this Payment Type will be used for the POS cash drawer reconciliation when using the POS application.

• Multiple Payment Types may be flagged as included in reconciliation.
• This flag has no impact on the Bank Reconciliation function.

If checked, the Payment Type requires the collection of a Validation ID during payment.

• If the Validation ID presented is listed in the Validation IDs table, the payment will be accepted.

If checked, the Payment Type allows the sales clerk to remove cash from the drawer, when the payment is greater than the amount that is owed.

If checked, indicates that this Payment Type can be used when processing credit cards.

• Only Payment Types with this flag checked can be selected when configuring credit cards on a Bill-to's Credit Cards tab and when using Terms that require a credit card payment at order entry or shipping.

If checked, supports the ability to take gift cards as a form of payment when processing Sales Orders.

If checked, this Payment Type will display on the Payment form in the POS application. Specifically, a text box will generate on the cash register during the payment entry process to allow payment details/data entered on the form.

If checked, this Payment Type will display in the DSD application.

Defines the name and purpose of the group, up to 30 characters.

Defines the tax category code, per this TaxJar list or this AvaTax list, for which this exemption group will be used.

• Available when selecting an Tax API Type of "TaxJar" or "AvaTax" in Sales > Options > APIs tab.
• This field is not the same as the "Tax Exemption Code" field on the Customer Order Defaults tab.

If checked, this record is active. Only active records may be used in the system.

Defines the name of the Tax Region, which in most cases represents a state, city, or municipality.

Pick list used to determine if this Tax Region will be used for purchases, sales, or both.

Defines the General Ledger Account to which Sales Tax amounts will be charged.

Defines the General Ledger Account to which Purchase Tax amounts will be charged.

Defines the rate, in percent form, that will be used when calculating the Tax Amount on Purchase and Sales Orders.

• Only Parts flagged as "Taxable" on the Item Master Properties tab will be considered when the total tax amount is calculated.

Pick list used to determine how this Tax Region will be used. Options are:

• Sales - Indicates that the Tax Amount will be based on the Sales Order price for each taxable item on the order.
• Use - Indicates that the Tax Amount will be based on the total inventory cost for each taxable item on the order.

Defines the revenue amount on orders that will be considered when calculating the tax, where any amount above the cap will not be taxed.

Memo field used to store additional details regarding the Tax Region setup.

If checked, this record is active. Only active records may be used in the system.

Defines the name of the payment terms, which appears on Sales Orders, Purchase Orders, and related documents.

Pick list used to determine when aging starts. Options are:

• Invoice - Aging starts on the Invoice date.
• Statement - Aging starts on the Statement Cut-Off date, following the Invoice date.

Pick list used in conjunction with the "CC Pre-Pay %" to determine if the Term will be used for credit card processing. Options are:

• None - Indicates the Term is not used for credit cards.
• With Authorization - Indicates the Term is for credit card payments and requires an authorization amount.
  • The system will automatically perform a pre-payment against the credit card for the percentage specified in the "CC Pre-Pay %" field when an order is saved.
  • If the pre-payment is less than 100%, the balance of the order is pre-authorized. The remaining balance is then captured (charged) automatically at the time the order is shipped.
  • When an amount is captured, the amount will show as an applied payment on the Sales Order history, with either "Card Approved" or "Card Declined" as the reason.
• Without Authorization - Indicates the Term is for credit card payments but does not require an authorization amount.
  • This option can work two ways: 1) If selected, the system does not pre-authorize at time of Sales Order entry, but at time of shipment, authorizes the total amount of the order and then performs a capture for the total amount against the credit card. 2) A pre-payment can be authorized and captured and the rest will not be authorized until the order is shipped. If no pre-payment is made, the functionality will behave as indicated in number one above.
• Zero Dollar Authorization - Indicates the Term is for credit card payments and requires an authorization amount of zero dollars to validate the card, which occurs when credit card information is entered and the order is saved during order entry.
  • One benefit of this option is that it allows the order to be kept 'open' for additions by customers when using Deacom's eCommerce feature.
• Note: When setting this field to any value other than 'None', the 'Pre-Payment' check box on this form is automatically checked and cannot be unchecked. If this field is set to 'None', the 'Pre-Payment' checkbox is un checked and can be checked if desired.

Defines the percentage of the order total that should be charged at the time of order entry.

• Note: When Credit Card Process is set to any value other than 'None', 'CC Pre-Pay %' is automatically enabled.  If this field is set to 'None', 'CC Pre-Pay %' field is cleared and disabled.

Memo field used to store notes regarding the Term, which may be printed on some forms.

Defines the day of the month the statement will be printed, which is the day that aging begins.

• Only available when "Billing Type" is set to "Statement".
• To always print the statement on the last day of the month, enter "31".

Pick list used to specify when the "Discount %" is earned. If it is not possible to earn a discount, enter the same value as the "Due Type". Options are:

• Day of Month - Indicates a discount is earned if payment is made on or before the day of the month entered in the "Discount Cut-Off" field.
• Day of Year - Indicates a discount is earned if payment is made on or before the specific day of the year selected in the "Day Of Year" field.
• Number of Days - Indicates a discount is earned if payment is made within the number of days entered in the "Discount Cut-Off" field.

Determines the day of the year that the "Discount %" is earned.

• If it is not possible to earn a discount, enter the same value as the "Payment Due".
• Only the day and month of the date selected in this field are used by the system.
• Example: If the current date is 10/01/2014 and this field is set for 03/01/2014, the system will interpret this as 03/01/2015 for the discount cut-off date.

Used in conjunction with the "Discount Type" to define the day of the month or number of days that determines when a discount is earned.

• If it is not possible to earn a discount, enter the same value as the "Payment Due".

Determines the number of extra months used for the discount calculation.

• Not normally needed for Terms with a "Billing Type" of "Invoice", which can be Net 90 or Net 120 by setting the "Discount Cut-Off".
• Useful for Terms with a "Billing Type" of "Statement", when the discount can be earned if payment is made by the 10th day of the second month after the "Statement Cut-Off" date (for example).

Pick list used to indicate if the payment is due on a certain day of the month, certain day of the year, or within a certain number of days.

Defines the specific day of the year payment is due. 

• Only the day and month of the date selected in this field are used by the system.
• Example: If the current date is 10/01/2014 and the "Day of Year" field on the term is set for 05/01/2014, the system will interpret this as 05/01/2015 for the due date.

Defines the day of the month or the number of days within which payment is due, depending on the "Due Type" selection.

Determines the number of extra months used for the due date calculation.

• Not normally needed for Terms with a "Billing Type" of "Invoice", which can be Net 90 or Net 120 by setting the "Discount Cut-Off".
• Useful for Terms with a "Billing Type" of "Statement", when the discount can be earned if payment is made by the 10th day of the second month after the "Statement Cut-Off" date (for example).

Defines the amount of the discount, or 0.00 if it is not possible to earn a Discount.

Defines the periodic finance charge that a Bill-to Company flagged with "Service Charge" on their General tab will receive when service charges are generated for overdue invoices.

• If service charges are generated monthly, the value in this field is the monthly (not annual) percentage rate.
• The percentage entered here is applied to all overdue invoices with this Term, unless the customer is specifically excluded from finance charges.

If checked, indicates the customer is allowed to pay in the number of installments defined in the "Num. Of Payments" field.

• To view or modify a payment schedule on an order, including the Number of Payments, Payment Amounts, and Payment Due Dates, click "Pay Schedule" on the Sales Order header.

If checked, allows backorders to be created for sales orders with multiple payment terms.

• The original sales order must have the total dollars spread evenly across the number of payments in order to use this option. If the payment schedule is uneven, users will receive the following prompt when attempting to ship the order: "This order has an uneven payment schedule and must be shipped complete." In this case backordering is not allowed.

Defines the number of installments that payment made be made for an order with multi-payment Terms assigned.

Defines the interest rate charged on orders with multi-payment Terms assigned.

• Requires a non-stock Part representing interest to be created and assigned as the "Interest Part" in System > Options > Sales 1 tab, which will be added automatically to orders when appropriate.

If checked, indicates this Term is an extended type of payment and should be displayed in the "Future Due" aging column of financial reports if the due date is not in the current month.

• Used in conjunction with the "Extra Months" fields.
• If this flag is not checked, payments associated with this Term will be displayed in the "Current" column of financial reports.

If checked, indicates this Term may be added to Customers Authorized Terms tab and may not be used for Vendors.

• Terms flagged as "Add To Bill-to/Ship-to Only" will not appear when entering a new Sales Order unless that Term is added to the Authorized Terms tab on the Customer record being used on the order.
• Useful for creating special Terms available to certain companies based on their credit/sales history with the company.

If checked, indicates this Term is used to facilitate a pre-payment on an order.

• This flag sets the default status for the flag of the same name on the Invoice/Pre-Payment form, opened when an order is flagged as "Invoice/Pre-Pay" and saved. Note: even though the "Invoice/Pre-payment" flag will be checked on the order entry form, the Invoice/Pre-Payment form will only displayed with an order type of Cross-Facility, Drop Shipment, Inter-Company Transfer, Sales Order, and Seasonal. If using an order type other then those mentioned, the form is not automatically displayed since the Invoice/Pre-Payment option does not apply to these order types.
• This flag is checked and cannot be unchecked when "Credit Card Process" is set to any option other than "None" and "CC Pre-Pay %" is set to any value other than zero.
• When entering an order type of Quote or Order On Hold, and the terms include the pre-payment option, the system will not attempt to invoice/pre-pay the order until the order type is changed to a shippable order type such as Sales Order, Inter-Company Transfer, Cross Facility, etc.

• Note: Pre-pay percentages are treated as either 100% or 0% when it comes to NET1. if the pre-pay percentage is any percentage greater than 0, the system will treat it as 100%. This is due to NET1 not supporting partial pre-payments

If checked, the system will re- authorize the credit card used on the original order for any back orders, for the amount specified on the terms. If un checked, the system will create the back order, but will not perform any credit card authorizations against back orders.

• This box is enabled and checked when the when the "Credit Card Process" field is set to With Authorization or Zero Dollar Authorization.
• This setting will not impact the credit card process when the back order is modified and saved.
• Business Case: Added for situations where customers do not require or want to have a second authorization occur.

Defines the name of the Validation ID.

Enter unique name for the VAT Tax rule

Determines if the VAT rule will apply to all Facilities, a specific Facility Group, or an individual Facility.

Displays as Facility or Facility Group depending on the value made in the Type field above. Used to select the Facility or Facility group to which VAT rule will apply. Not available when selecting a type of All.

Determines which parts (item masters in Deacom) will have the VAT tax applied. Options are All (all parts), Category, Sub-Category, or any of the Item Search 1-5 fields.

The field caption display based on the selection made in the On field above is used to select the appropriate value. Not available when selecting All in the field above.

Determines which active Sales VAT Account will be used during Sales functions.

• If this field is empty, when processing VAT the account will default to the "Sales Tax Account" field in Accounting Options.

Enter the numeric value which defines how much percent of the total cost of an item will be considered VAT tax.

• Use mask: %%%,%%%.9999999

Enter the start date for the VAT tax.

Numeric zipcode.

If checked, this record is active. Only active records may be used in the system.

Name of the assigned Tax Region.

Indicates if the Tax Region will be used on Purchases, Sales, or both.

The tax, in percent, that will be added to the chosen order type.

Indicates if the tax charged will be based on the order price or the total inventory cost for each taxable item on the order.