> ## Documentation Index
> Fetch the complete documentation index at: https://documentation.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.
# QRG Accounting System Setup
## Purpose
The purpose of this quick reference guide is to step through the process of creating an Accounting
System Setup record. The Accounting System Setup record is a junction record containing the name of
the Financial Accounting System, and the Entity Default Natural Accounts, Default Departments, and
Default Cost Codes. The intended audience for this document is System Administrators / Standard Users.
## Steps
### Step 1: Create a new Accounting System Setup record
To create an Accounting System Setup record, the following steps should be completed:
1. Click on the **App Launcher** icon (see
Figure 1).
2. Go to the **Accounting System Setup**
object by using the Search function (see
Figure 2).
3. Click on the **New** button (see Figure 3).
4. Populate the following required fields to provide the base details of the Accounting System Setup
record (see Figure 4):
1. **Accounting System**
2. **Payroll System**
3. **Active/Inactive** - set to true
5. Click on the **Save** button (see Figure 4).
In order to populate the remaining fields, you will need to create the required Natural
Account record types of Accounting Segment records. After creating the Accounting
Segment records, you can then return back to the Accounting System Setup record
that you have created in this QRG and populate the remaining fields.
6. A new **Accounting System Setup** record is now created (see Figure 5).
Accounting System Setup records CAN NOT be deleted if they have related records or
are used in other records. Deleting records is not recommended unless absolutely
essential.
### Step 2: Create Accounting System Setup Defaults
Once the Accounting System Setup record has been created, you will need to create the required
Accounting Segments of record types Natural Accounts, Departments and Cost Codes (as required) to
assign defaults to the Accounting System Setup record.
For more information on how to create Accounting Segments for the record type Natural Accounts,
please refer to the QRG Create Accounting Segments - Natural Accounts.
### Step 3: Assign Accounting System Setup Defaults
Once the Accounting Segments have been created, the Default Natural Accounts, as well as any Default
Departments and Default Cost Codes will need to be assigned to the Accounting System Setup record.
To complete the Accounting System Setup record, follow the steps below:
1. Click on the **App Launcher** icon (see
Figure 6).
2. Go to the **Accounting System Setup**
object by using the Search function (see
Figure 7).
3. Select the **Accounting System Setup** record that you created in Step 1, and select **Edit** (see
Figure 8).
4. Populate all the Default Accounts on the Accounting System Setup record as required (see Figure
9\).
5. Tick the various **Split by Dept** checkboxes for **Earnings PAYG, Earnings RCTI, Expenses,**
**Allowances**, etc, as required under the Department Defaults heading (see Figure 10).
6. Populate the Default Departments as required on the right hand side under the Department
Defaults heading for each type of Split by Dept that is checked on the left hand side.
7. To split by Department, tick the checkbox **Split Revenue by Department** .
8. If a default Revenue Department is to be used, populate the **Default Dept - Revenue** field.
9. To use Cost Codes in the Payroll Journals and Accounting Invoices, tick the **Use Cost Codes**
checkbox.
10. If a default Cost Code is to be used, populate the **Default Cost Code** field.
11. Click on the **Save** button (see Figure 10).
12. The **Accounting System Setup** record is now saved with the additional data (see Figure 11).
Depending on the particular Org, the Accounting dimensions structure, and other
specific requirements, some fields may be left blank, whereas in other Orgs all fields
may be populated.
## Field Descriptions
**Accounting System** is the reference to the Accounting System that the General Ledger journals are to be
posted to.
**Active/Inactive** defines if the record is currently active.
**Default Dept - Balance Sheet** defines a default Department to be used for any balance sheet journal
lines.
**Default Account - Accrued Costs** This field currently has no functionality, but will in a future release. This
can remain blank.
**Default Account - Allowances** is the field to hold the Default Natural Account of Allowances in the Cost
of Payroll journal.
**Default Account - Deductions** is the field to hold the Default Natural Account of Deductions in the Cost
of Payroll journal.
**Default Account - Earnings PAYG** is the field to hold the Default Natural Account of PAYG earnings in the
Cost of Payroll journal.
**Default Account - Earnings RCTI** is the field to hold the Default Natural Account of RCTI earnings in the
Cost of Payroll journal.
**Default Account - Expenses** is the field to hold the Default Natural Account of Expenses in the Cost of
Payroll journal.
**Default Account - GST Paid** is the field to hold the Default Natural Account of GST payments in the Cost
of Payroll journal.
**Default Account - Leave Accrual** is the field to hold the Default Natural Account of Leave Accruals in the
Leave Accrual journal.
**Default Account - Leave Liability** is the field to hold the Default Natural Account of Leave Liabilities in
the Leave Accrual journal.
**Default Account - PAYG Liability** is the field to hold the Default Natural Account of PAYG Liabilities in the
Cost of Payroll journal.
**Default Account - Payroll Tax Expense** is the field to hold the Default Natural Account of Payroll Tax
Expenses in the Cost of Payroll journal.
**Default Account - Payroll Tax Liability** is the field to hold the Default Natural Account of Payroll Tax
Liabilities in the Cost of Payroll journal.
**Default Account Rounding/Suspense** is the field to hold the Default Natural Account of amounts related
to the suspense account or rounding entry in the Cost of Payroll journal.
**Default Account - STSL Liability** is the field to hold the Default Natural Account of STSL Liabilities in the
Cost of Payroll journal.
**Default Account - Super Expense** is the field to hold the Default Natural Account of Superannuation
Expenses in the Cost of Payroll journal.
**Default Account - Super Liability** is the field to hold the Default Natural Account of Superannuation
Liabilities in the Cost of Payroll journal.
**Default Account - WorkCover Expense** is the field to hold the Default Natural Account of WorkCover
Expenses in the Cost of Payroll journal.
**Default Account - WorkCover Liability** is the field to hold the Default Natural Account of WorkCover
Liabilities in the Cost of Payroll journal.
**Default Dept - Earnings PAYG** is the field to hold the Default Department for PAYG Earnings in the Cost
of Payroll journal when the Split by Dept - Earning PAYG checkbox is ticked.
**Default Dept - Earnings RCTI** is the field to hold the Default Department for RCTI Earnings in the Cost of
Payroll journal when the Split by Dept - Earning RCTI checkbox is ticked.
**Default Dept - Expenses** is the field to hold the Default Department for Expenses in the Cost of Payroll
journal when the Split by Dept - Expenses checkbox is ticked.
**Default Dept - Allowances** is the field to hold the Default Department for Allowances in the Cost of
Payroll journal when the Split by Dept - Allowances checkbox is ticked.
**Default Dept - Super Expense** is the field to hold the Default Department for Super Expenses in the Cost
of Payroll journal when the Split by Dept - Super Expense checkbox is ticked.
**Default Dept - Leave Accrual** is the field to hold the Default Department for Leave Accrual in the Leave
Accrual journal when the Split by Dept - Leave Accrual checkbox is ticked.
**Default Dept - WorkCover Expense** is the field to hold the Default Department for WorkCover Expense
in the Cost of Payroll journal when the Split by Dept - WorkCover Expense checkbox is ticked.
**Default Dept - Payroll Tax Expense** is the field to hold the Default Department for Payroll Tax Expense in
the Cost of Payroll journal when the Split by Dept - Payroll Tax Expense checkbox is ticked.
**Default Dept - Revenue** is the field to hold the Default Department for Revenue in the Cost of Payroll
journal when the Split Revenue by Department checkbox is ticked.
**Default Cost Code** is the field to hold the Default Cost Code in the Cost of Payroll journal when the Use
Cost Codes checkbox is ticked.
**Split by Dept - Earnings PAYG** (checkbox) is used to define if the Cost of Payroll Journals should be split
by Department for PAYG Earnings.
**Split by Dept - Earnings RCTI** (checkbox) is used to define if the Cost of Payroll Journals should be split
by Department for RCTI Earnings.
**Split by Dept - Expenses** (checkbox) is used to define if the Cost of Payroll Journals should be split by
Department for Expenses.
**Split by Dept - Allowances** (checkbox) is used to define if the Cost of Payroll Journals should be split by
Department for Allowances.
**Split by Dept - Super Expense** (checkbox) is used to define if the Cost of Payroll Journals should be split
by Department for Super Expenses.
**Split by Dept - Leave Accrual** (checkbox) is used to define if the Leave Accrual Journals should be split by
Department for Leave aAccruals.
**Split by Dept - Leave Liability** (checkbox) is used to define if the Leave Accrual should be split by
Department for Leave Liabilities.
**Split by Dept - WorkCover Expense** (checkbox) is used to define if the Cost of Payroll Journals should be
split by Department for WorkCover Expenses.
**Split by Dept - Payroll Tax Expense** (checkbox) is used to define if the Cost of Payroll Journals should be
split by Department for Payroll Tax Expenses.
**Split Revenue by Department** (checkbox) is used to define if Accounting Invoices should be split by
Department for Revenue.
**Use Cost Codes** (checkbox) is used to define if Cost Codes splits are to be used in the General Ledger.
(This needs to be set as True for all customers and at least one Cost Cost segment needs to be set as the
default Cost Code).
**Payroll System** is the Payroll System the Payroll journal will be related to.
## Further Information
| Document | Document Type | Description |
| ------------------------------------------------------- | ----------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| QRG General Ledger Key Information | Key Information | Outlines useful information relevant to the General Ledger functionality. The document includes definitions, prerequisites, and other non-instructional information. |
| Create Accounting Segments - Payment Entity | Task Instructions | How to create a Payment Entity Accounting Segment record. |
| Create Accounting Segments - Invoice Entity | Task Instructions | How to create an Invoice Entity Accounting Segment record. |
| Create Accounting Segments - Natural Account | Task Instructions | How to create a Natural Account Accounting Segment record. |
| Create Accounting Segments - Assignment Department | Task Instructions | How to create an Assignment Department Accounting Segment record. |
| Create Accounting Segments - Location | Task Instructions | How to create a Location Accounting Segment record. |
| Create Accounting Segments - Cost Code | Task Instructions | How to create a Cost Code Accounting Segment record. |
| Accounting Invoice Type | Task Instructions | How to create the Accounting Invoice Type record. |
| Accounting Payment Entity Defaults | Task Instructions | How to create the Accounting Payment Entity Default record. |
| Accounting Default Account - Allowances and Expenses | Task Instructions | How to create the Accounting Default Account record for the record types of Allowance Pay Codes, or Expense Pay Codes. |
| Accounting Default Account - Deductions | Task Instructions | How to create the Accounting Default Account record for the record type of Deduction Pay Codes. |
| Accounting Default Account - Earnings | Task Instructions | How to create the Accounting Default Account record for Payment Pay Codes, and can be split by PAYG vs RCTI. |
| Accounting Default Account - Leave Rules | Task Instructions | How to create the Accounting Default Account record for Leave Rules. |
| QRG Create an Employment Cost record - All record types | Task Instructions | How to create an Employment Cost record. |
| QRG Create an Employment Cost Template Group | Task Instructions | How to create an Employment Cost Template Group record. |
| QRG Create an Accounting Assignment Department | Task Instructions | How to create an Accounting Assignment Department record. |
| --- | --- | --- |
| Create a Location Record | Task Instructions | How to create a Location record. |
| QRG Create Invoice Journal | Task Instructions | How to create an Invoice Journal record. |
| QRG Create an Assignment - Employee | Task Instructions | How to create an Assignment record. |
