There are two Chart of Accounts settings sections, Accounts and Layout and you access them by clicking on the either of them which will open up that section list.

This screen shows all of the different accounts and types set-up for your Chart of Accounts:

The various columns are:

Account – this displays the name of the Account.

Type – this displays the account type of which there are 4 options:

·       Expenditure – relates to the service charge item fee type that appears on the Budget, Agent Supplier, Supplier Invoices and associated reports.

·       Reserve Fund – relates to reserve fund item fee type that appears on the Budget, Supplier Invoices and associated reports.

·       Accrual – relates to any accrual item fee types set up in Accruals and Prepayments and associated reports.

·       Prepayment - relates to any prepayment item fee types set up in Accruals and Prepayments and associated reports.

The default for this screen shows all Active Accounts in use but at the top right of the screen there is the option to tick the checkbox next to the ‘Include Inactive Accounts’ to show all the Inactive Accounts that are set-up on Agent’s system account but not currently in use.

On the right side of the screen if you click on the ‘Edit’ button for any of the Account items a pop-up screen will appear for that particular Account, for example:

You can edit the following:

Account name – this field shows the description for the relevant account selected.

Add new Account to the following Block(s) – when your Blocks Online system account is first created the default Chart of Accounts which exists means that this field will display ‘No blocks selected’ and you will need to select which Blocks you want this Account name to apply to, if you click in the field then a dropdown list will appear and you can either select ‘All Blocks’ or go through and select the relevant Blocks you want the Account name to apply to:

Once you have made your selection(s) then if you’re happy to go ahead and with the ‘Status’ field showing ‘Active’ click on the ‘Save’ button to complete the process and the Account name will be available for All Blocks or the relevant Blocks selected.

Status – this field enables you to decide on what Account names will be available for use and displays ‘Active’ or ‘Inactive’ and can be toggled between the two by clicking on the dropdown field and actioned by clicking on the ‘Save’ button.

If you wish to Delete an Account then you can click on the ‘Delete’ button at the bottom left of the pop-up window, however a pop-up window will appear and give you the details of relevant reasons why you will not be able to Delete an Account, example below:

On the main Accounts screen the far left column has a checkbox where you can either select individual or multiple Accounts and when you select one or more then on the top right hand side of the columns the ‘Bulk Delete’ button will be made active which can enable you to delete those Accounts selected, but as previously shown, a pop-up window will appear to inform you which, if any, Accounts cannot be deleted and display the reason(s) why.

To add a new Account on the main screen click on the ‘Add Account’ button on the top right side of the screen and the Add New Account pop-up window will appear:

In the example above you can see that when adding a New Account there are two additional fields which need to be completed

Fee Type – which is selected from the dropdown menu.

Group – which is selected from the dropdown menu and will display all of the different Group names which are set-up to group together the relevant Account name services which appear on the Budget screen and associated reporting. (the Group names are set-up using the Layout screen, see below)

NB: if you try and add a new Account name but one already exists then a pop-up window will appear to tell you that name already exists so you avoid duplicating.

LAYOUT

This screen shows the layout for the various Chart of Accounts Groups and the Accounts with an Active status in each of the groups.

The layout which is set here will appear in the same format for all your Budget screens and various reporting including Budget vs Actual, Income & Expenditure and Service Charge Expenditure reports.

In the screenshot above, highlighted in the red boxes there are two Group headings visible, ‘General Repairs & Maintenance’ and ‘Cleaning & Refuse’.

Underneath those Group headings are the associated Accounts for those Groups.

On the right side of the screen for each Group name there is an ‘Edit’ button, if you click on the button the following pop-up screen will appear:

Here you can edit the Group name or if you want to delete the Group then click on the ‘Delete’ button, however you can only delete a Group if there are no Accounts within the Group, if there are any then the following pop-up screen will appear to inform you must move the Accounts to a different Group and then you will be able to delete the Group:

To make changes to Accounts that are in Groups or to make changes to the layout of the Chart of Accounts groups then click on the blue ‘Reorder’ button which is at the top right of the main layout screen. When you click on this button the screen will display as follows:

As stated in the text in the light blue bar at the top you can ‘Drag up and down to reorder the list’ and if you hover your cursor over any of the fields the text becomes bold and if you then left click and hold your mouse you can move that particular field up and down to where you want to position it and then release the hold to put it in place.

Once you are happy with the reordering you have done then click on the ‘Save’ button and the following warning pop-up screen will appear to check that you wish to go ahead with the change and if you wish to proceed then click on the ‘OK’ button.