The Chart of Accounts is a structure resulting from the classification of G/L accounts with a certain order, and is used to track documents and status of companies. The chart of accounts consists of main accounts and complementary sub accounts. Further levels can be added under the sub accounts if necessary.
The law dated 1994 standardized all charts of accounts used throughout the Turkish Republic. The accounts are similar in main account level. Companies are obliged to establish their accounting systems according to the standard chart of accounts.
Only main accounts are required to be standard in the Uniform Chart of Accounts. When company and period files are generated, the standard chart of accounts is automatically generated in the main account level. Sub accounts to be included under these accounts are opened using "New" option.
The Chart of Accounts is located in the Main Records menu of the General Ledger section. The chart of accounts window opens by selecting G/L Accounts option from the menu. The buttons located at the bottom of the chart of accounts window and the options of the right mouse button menu are used to perform G/L account transactions. The menu options and functions are:
| New | Used to create a new G/L account. |
| Update | Used to modify record information. |
| Delete | Used to delete the G/L account. |
| View | Used to view the selected G/L account without making changes. |
| Copy | Used to create a new record by copying the information of the selected G/L account. Provides ease of use by allowing fast data entry. |
| Record Information | Indicates the users who performed the entry and update transactions of the selected record and the time of these transactions. |
Database Extensions | Used for user-defined forms. | |
Multiple Delete | Used to delete the selected records in batch. | |
Search | Used to search for the G/L account. | |
| Filter | Used to access the chart of accounts according to the filter conditions specified in the chart of accounts list. |
| Account Summary | Used to list the amounts of the selected G/L account record in monthly totals. |
Account Summary Graphic | Used to display the G/L account summary as a graphic. | |
F. Currency Totals | Used to list the G/L account totals in transaction currency and reporting currency. | |
| Transactions | Used to list G/L account transactions by specified dates and filter conditions. |
| Extract | The option used to list debit, credit and balance totals of G/L account transactions, along with transaction information. |
Distribution Templates | Used to record the template definitions used in distribution of G/L account transactions to overhead pools and/or projects. | |
O. Head Pool Transactions | Used to list overhead pool transactions belonging to related G/L account. | |
Number of Records | Lists the total number of records on the G/L Accounts window. | |
Refresh | Used to display the current status of the G/L Accounts window. | |
Back to Defaults | Used to display the active window with the standard dimensions defined in the application. | |
Create Shortcut | Used to create shortcuts of the records. | |
Send Shortcut | Used to send the created shortcuts to related users. |
This G/L account window consists of two panes. The upper section is used to record G/L account information, and the bottom section is used to display account information. Data is automatically transferred into these fields, and cannot be changed.
G/L account information is recorded in the following tabs of G/L account:
- Definitions
- Connections/Controls
- Financial Tables
- Budget Info
Definitions
The fields and functions of the Definitions tab are:
Account Code: This field can contain up to 24 alphanumeric characters, and can be sorted and searched. Alphanumeric characters can be used for coding. Each account can contain as many sub accounts as required, and as many sublevels as required can be generated on each level. The account code field is mandatory. Main accounts and sub accounts are separated with a level separator depending on the coding system applied.
The chart of account is prepared by first opening the highest level account, and then the related sub accounts. Sub account information cannot be recorded without opening the main account. In such cases, the application displays a warning message indicating that first the main account must be opened.
Description (1) / Description (2): The name or the description of the G/L account. This field consists of two lines. If the application is used in more than one language, the translation or description of the account can be recorded on the second line.
Although the description field is important for G/L accounts, it is not mandatory. The same description can be used for different G/L accounts. However, since search and sorting transactions can also be made by Definition, the definition field is also sorted by the first ten characters.
Category: The field used to specify the category of the account. Category options are listed, and the appropriate definition is selected. Category information is used in financial table definitions.
Account Type: This field is used to specify the account type if inflation accounting is used. The field contains the following options:
- Monetary
- Non-monetary Liabilities
- Non-monetary Credits
Aux. Code: A code field of 10 characters used to group G/L accounts. Alphanumeric characters can be used for coding. The aux. code allows the user to classify G/L Accounts by company specific criteria.
Authorization Code: Used to define detailed authorizations. The string is 10 characters long. Each user may be authorized to use different records depending on job definitions. A planning process must be performed for detailed authorization definitions. First, records to be accessed or processed by each user or user group should be specified. Then, separate authorization codes are assigned to record groups accessible by each authorization group. Records are encrypted according to the information provided on the auth. code field so that only the users who log in with the specified authorization code can access and process the records.
Status: The field used to specify whether or not the G/L Account will be used in transactions. This field has two options: Active and Passive. When active is selected, the G/L Account is in active state, and can be used in transactions. When passive is selected instead, the G/L Account is in passive state, and therefore cannot be used in transactions.
Unit: Indicates the unit to be used to track the account if Unit Accounting is used. Only one unit can be defined for each account. Sub-accounts can have different unit definitions. Reports generated on the highest account level are displayed with the unit defined on the main G/L account.
Account Status
Fields at the bottom of the G/L account are not for direct data entry. Data is automatically transferred into these fields, and cannot be changed. If the account is processed in foreign currency, and if unit tracking is performed, the Debit, Credit and Balance totals in Local/Reporting Currency, and the input, output and remaining totals in the Unit specified on the record are displayed on the related lines.
Declaration Info
In this part of the account card, AR/AP Title and Tax Identification Number of the liable person who keeps the accounts in accordance with balance sheet base are recorded.
In addition to this, the field is used to determine whether or not the declaration forms named as Form BA and Form BS (that are used in taxation periods by liable person who keeps the accounts in accordance with balance sheet base for declaring the product/service purchases/sales) can be given in electronic form.
Connections/Controls
Controls required to be performed on the account during transactions are specified on the Connections/Controls tab of the G/L account.
Exchange Rate Difference Account (Payable): The account payable code to be used to aggregate exchange rate differences of the account.
Exchange Rate Difference Account (Receivable): The account receivable code to be used to aggregate exchange rate differences of the account.
Account Type: Accounts can be Debit (Active), Credit (Passive) or Debit + Credit (Active-Passive). The appropriate option for the account is selected.
Overhead Pool Control on Distribution: When overhead pools are regularly used, unnecessarily oversized charts of accounts are prevented, and income/overhead pools can be regularly tracked. The Overhead Pool Control and the control method default are specified on G/L Parameters option located in the Definitions menu of the Administration section. The field contains the following options:
- Proceed
- Warn User
- Block
Project Control on Distribution: When one of the "Warn User" or "Block" options is selected in the Overhead Pool Control parameter, the existence of distribution detail lines for the transaction, and any Projects selected on these lines are checked when any G/L transaction is recorded for the account. If the detail line cannot be found, or if the transaction is not wholly distributed to projects, the user is warned or the transaction is blocked. When "Proceed" is selected, no control is performed.
Quantity Inputs: If Unit Accounting tracking is performed, control parameters located on the G/L account can be used to specify whether or not quantity entry controls will be performed for transactions. The control method is specified on G/L Parameters option located in the
Definitions menu of the Administration section. The field contains the following options:
- Do Not Control
- Check
Exclude from Inflation: The field used to specify whether or not G/L Account transactions will be included in correction transactions if the Inflation Difference Accounting feature is used.
Inflation Difference Account: The field used to specify the G/L account to be used to track inflation differences.
F. Currency Type: The foreign currency type to be used in the exchange rate difference calculation for the account card.
Exchange Rate Type: The exchange rate type to be used in exchange rate difference calculations and in transactions of the account as default.
Currency type cannot be changed on transaction: In the event of marking this option, the f. currency type cannot be changed while recording the account transactions. Then, the transactions are recorded over the f. currency selected in the account definition card f. currency type field.
Financial Tables
The Financial Tables tab of the G/L account is used to record the default tables where the G/L account will be used. Financial table options are listed, and related tables are selected.
Budget Info
Account budget info is recorded by Budget Info option located on the account card.
Budget Item: Indicates that the account will be used in budget/analytic budget definitions or not.
Track by Budget: Indicates that the budget transactions will be generated for the account or not. If this option is checked, Budget Account and Budget Transfer Account fields cannot be left empty.
Budget Account: Indicates the budget account that will be come in G/L slip line when the budget transactions are being generated in expense demands and journal slips.
Budget Transfer Account: Indicates the budget transfer account that will be come in G/L slip line when the budget transactions are being generated in expense demands and journal slips.
Track by Appropriation: Indicates that the appropriation tracking will be done for the account or not. If "Track by Appropriation" option is checked, appropriation transactions are generated besides the budget transactions. Also, if this option is marked, Budget Appropriation Account and Budget Allocation Transfer Account fields cannot be left empty.
Budget Appropriation Account: Indicates the Budget Appropriation Account that will be come in G/L slip line when the budget transactions are being generated in expense demands and journal slips.
Budget Allocation Transfer Account: Indicates the Budget Allocation Transfer Account that will be come in G/L slip line when the budget transactions are being generated in expense demands and journal slips.
Analytic Code: The analytic code of the account consists of 13 fields. These are:
- Institutional Code (4 character)
- Functional Code (4 character)
- Financial Code (1 character)
- Economical Code (4 character)
By new legal arrangements, the analytic codes are used to classify expenses and revenues in a systematic method to add the same type expenses and revenues easily and in order to take expense and income statistics.