Ledger Accounts

Ledger Accounts

Ledger Accounts in Clixon correlate with the Chart of Accounts in QuickBooks, for example, and would be considered the Macro expense allocation for all purchases.

To locate the Ledger Accounts page go to:  Setup Information > Allocations > Ledger Accounts

Ledger Accounts

Each Ledger Account will be listed on this page.
  1. To view or edit an existing Ledger Account simply click on one in the list to open the profile page.
  2. If you update/change any fields remember to click the Save button.

Ledger Account - Creation

There are 2 ways to create a new Ledger Account:
  1. Simply click the   + Create New   button found on the Ledger Accounts page.
  2. Also, you can choose to click the Quick Create icon found in the top menu bar + then choose Create Ledger.
Begin by filling in the following fields, please note that some are *Required:
  1. Name
    1. *Required - and must match exactly to the Name(s) in your Accounting application - spelling and case sensitivity.
    2. Example: Cost of Goods Sold or Dental Supplies
  2. Code
    1. Not Required - this is an option as this field may exist as a numeric code in your accounting application.
  3. Sub Account of
    1. *Only Required - if an Account is a 'sub-account' of another Account.
    2. You will need to choose the Parent account from the drop-down list, and if it is not in the list, then you will need to Create that Account as well.
Example - If Dental Supplies is a sub account of Expenses, then Expenses would be selected in the "Sub Account of" field on the Dental Supplies Ledger Account profile page.
  1. Type
    1. Not Required - This is where you can identify the type of account as an Expense or Cost of Goods Sold or Accounts Payable for example.
The Accounts Payable "Ledger Type" does have additional functionality:
  1. See the next section "AP Ledger / Accounts Payable" for more on this.
  1. Full Name
    1. Will auto-populate and show the Name or Name and any Sub Accounts.
    2. Example: Cost of Goods Sold: Dental Supplies
Click Save when done or Save & New to enter the next Ledger Account on your list.

AP Ledger / Accounts Payable

You can have as many Ledger accounts set as Accounts Payable (AP Ledger Accounts) as you would like. 
For example Accounts Payable-Purchases or for Credit Card XXXX-5672
  1. You can set any AP Ledger account on any Vendor profile.
  2. This allows a "Reconciled / Exported" order (or vendor bill) to be mapped to the correct Accounts Payable when exported from Clixon to an Accounting application.

Setting your AP Ledger accounts:

  1. Choose to either Create a new Ledger account or go to an existing Ledger account.
    1. Select Accounts Payable from the Type field drop down menu.
    2. This will identify the Ledger account as an AP Ledger account.

Assign an AP Ledger to a Vendor

  1. From the Setup Information or Setting page select Vendors and then select a Vendor to edit.
  2. From the Edit Vendor page, Purchasing tab, go to the field labeled AP Ledger and select the Accounts Payable account to assign to this vendor.
    1. This sets the default AP Ledger for this vendor and will be set on every order for this vendor. 
The AP Ledger can also be set or changed on an Order that is in the status of Reconcile / Export.

Exporting to Accounting applications

  1. Orders with an assigned AP Ledger account will map your Vendor Bill to the appropriate Accounts Payable in your Accounting application.
  2. Orders without an assigned AP Ledger will map your Vendor Bill to the default Accounts Payable in your Accounting application.

Assign / Edit - Category Defaults

Ledger Accounts can be automatically assigned to your Products by using our Category Defaults option.  This way you do not need to remember to assign them when New Products are added to an office.

To set or edit Category Defaults go to Setup Information > Product-Related > Categories & Sub Categories
  1. From the Categories page, you can Edit one Category or perform a Mass Update on multiple Categories.
    1. To edit a single Category:
      1. Start by clicking on the category from the list to go to the Category profile page.
      2. Under the Defaults section, choose the Ledger you would like to assign from the Ledger field list.
      3. Click the Save button to complete the update.
    2. To Mass Update the Defaults of several Categories at one time:
      1. Begin by ticking the Box(s) to the left of every category you wish to update.
      2. Then click the Mass Update button
      3. From the Mass Update Allocation Defaults page, select the Default Ledger Account you wish to assign to each product.
      4. To complete the update click the Apply Changes button.

Ledger Account Assignment - Edit by Product

There are 2 ways to Set or Edit the Ledger Account assigned to any product.
  1. The first option is to go to a product Profile page and then select the Allocations tab.
    1. From here you will be able to change the Ledger Account assigned to the product.
    2. Click the Save button when done.
  2. The second option is by the Mass Update Products option from the My Catalog or Corporate Catalog page:
    1. To begin, locate the product(s) needed and then tick the checkBox(s) to the left of any that you would like to edit.
    2. Then click the Batch Options menu and select Mass Update Products.
    3. From the Mass Update Products page, select the Allocations tab.
    4. Now select the Ledger Account you wish to assign from the Ledger field menu.
    5. To complete the update click the Apply Changes button.

Note - Any changes made to a Corporate Catalog product will update the same product(s) across the entire Corp. group as long as they "had" the same Cost Center as the Corporate products before the change.

Ledger Account Assignment - "One Time" change on a Cart or Order

At times you may need to make a "one time" change to the Ledger assignment during an order, but you want the Default to remain.

This can be done on a Product by Product basis while on a Cart or Outstanding Order
  1. To begin, tick the box(s) to the left of any product(s) you wish to edit, and then click the Batch Options menu and select Mass Update Products.
  2. From the Mass Update Products page, select the Allocations tab.
  3. Now select the Ledger Account you wish to assign from the Ledger field menu.
  4. To complete the update click the Apply Changes button.
Remember, this will not change the Default Ledger Account on the product(s), the change will only apply to the Product(s) on the Order you are on.

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