Account Naming and Numbering

It is important to follow the correct protocol when naming and/or numbering accounts.

Critical Note: The income and Costs account numbers within the same account can never be the same.

  • The full name of the account and all parent accounts must be specified in the account name fields. Parent accounts are listed first followed by a colon (:), then the sub-account name, until all of the parent account names and sub-account names are listed. Notice there is no space either before or after the colon.

ClosedExample:

INCOME:Parts Sales:Parts New

Parts New is a sub-account of Parts Sales.  

Parts Sales is a sub-account of INCOME.
  • Account names and numbers must be unique.

ClosedExample:

If the Parts New income account is "Parts New" number "4601.01," no other account may have the name "Parts New" nor the number "4601.01."

  • You may direct more than one of these accounts into the same account in your accounting program. When combining accounts, please remember that you will not get reports as detailed out of your accounting software. The combined accounts should make sense together.

ClosedExample:

If you do not wish to track your labor costs by each category (paint labor costs, body labor costs, frame labor costs, etc.), you can direct each of these cost accounts into one account such as 5500.01 COSTS:Labor Costs.

For each of the labor cost accounts listed in RepairCenter, you would enter number 5500.01 and the name Labor Costs.

In this example, you will not be able to get a report from your accounting software for just the paint labor cost.
  • Spaces and punctuation count, but Capitalization does not.

ClosedExample:

Parts New is the same as PARTS NEW or Parts new, but…

Parts New is not the same as Parts  New (there are two spaces between the words in the second version and only one in the first version.)

ClosedTo edit the Accounts

  1. Click More , then Configuration , and then click the Accounting tab. Click the Profit Centers subtab.
  2. Select the accounting item in the list. The account information appears in the bottom portion of the tab.  
  3. Change the text and/or numbers, as desired.
  4. Be sure to select whether the account is payroll, taxable, enabled, and/or a sublet.
    Note: If you have QuickBooks as your accounting system, when you select the payroll check box, a drop-down list appears and you will need to select your technician pay type: hourly or commission.
  5. Repeat steps 1-3 for each account to be edited.
  6. Click Update.
  7. When you are finished editing the chart of accounts, you may save them to your accounting system by clicking Send Accounts.  
  8. You may also want to save the accounts by right-clicking and selecting one of the following options:
  9. Save to *.CSV (comma-delimited file).
  10. Save to Accounts.IIF File (QuickBooks only).
  1. Using the .01 or .001 structure on account numbers:
  2. If you want to use the .01 or .001 structure for each account number, right-click anywhere in the list and select Add .01 to All Account Numbers or select Add .001 to All Account Numbers.
  3. If you do not wish to utilize the .01 or .001 structure for each account number, right-click anywhere in the list and select Remove the .0XX from All Account Numbers.
  4. To reset your chart of accounts to the default, right-click and select Reset All Accounts to Default. You also have the option to reset the inventory accounts by selecting Reset INV Accounts to Default.

See Also

Accounting - General

Accounts Setup

Accounting Interfaces