Set Up Your Chart of Accounts

Under the Accounting menu, select Ledger and under Ledger select Chart of Accounts. (The Chart of Accounts may also be accessed by clicking the Chart of Accounts button on the Accounting Setup window).

Create Chart of Accounts

1. Work in this order:

   1. Categories and Sub-categories

   2. Balance Sheet Accounts

   3. Income/Expenses

2. To add an Account click Add and complete the Type, Number and Description; choose a Category.

3. Common Account numbers groupings:

   • Assets - 1000’s

   • Liabilities - 2000’s

   • Funds - 3000’s

   • Income - 4000’s

   • Expense - 5000’s up

CDM+ Accounting allows for an unlimited number of accounts.  You can also create 5-digit accounts numbers.

Define Categories and Sub-Categories

Categories and Sub-Categories are for grouping and totaling on Accounting reports. As a rule of thumb, all accounts should have a category designation, but are not required to have sub-categories. For example, you can create a Category Code K for Property, then have a Sub-Category Code K10 called Utilities and K20 for General Property. This will enable you have a separate line in your Chart of Accounts for phone, water,  electricity, and gas and group these four accounts together to have a sub-total for Utilities. Category and sub-category codes can be alphabetical or numeric (or a combination of both) and up to 4 characters in length. Use Categories/Sub-Categories to define areas of ministry, departments, or committees. The code will determine the order in which they print on reports (i.e., category code A will print before code B).  When printing financial reports such as Ledger to date “Monthly Comparisons” or “Ledger to Budget,” the print order of the accounts are grouped by:

• 1.1. Asset type

• 1.1.1. Category Code

• 1.1.1.1. Sub-Category Code

1. Under the Accounting menu, select Ledger and under Ledger select Chart of Accounts. Or, on the Welcome to Accounting window click 1. Set up a Chart of Accounts button on the Welcome to Accounting window. (The Chart of Accounts may also be accessed by clicking the Chart of Accounts button on the Accounting Setup window).

2. On the Chart of Accounts window, click the Categories/Sub-Categories tab.

3. Click Add and type in the Code for the first category (e.g.—A) or sub-category (e.g.—A10).

4. Press the Tab key and type the category or sub-category title in the Description field (e.g.—Cash Accounts)

5. Make sure the right Type (Categoies or Sub-Categories) is selected by using the drop list at the top of the window.

6. Press Return/Enter or click Save.

7. Repeat steps 3–6 until all desired Categories and Sub-Categories are entered.

Balance Sheet Accounts

Click on the Balance Sheet Accounts tab of the Chart of Accounts window.

Structure the design of the Balance Sheet (Asset/Liability/Funds) by use of Categories.

1. Click Add and click on the down arrow under Type and select Asset, Liability or Fund.

2. Press Tab and type the account number in the Number field.

3. Press the Tab key and type the account name in the Description field.

4. Press Tab again and click on the down arrow to select the Category from the droplist—for example, Cash Accounts. Or you can type the beginning of the item you want in order to jump to it.

5. Press Tab again and enter the Sub-Category in the same manner as the Category (if applicable).

6. Press Tab and CDM+ is ready to accept the next entry. Repeat steps 1 -5.

7. When you are finished entering all Balance Sheet Accounts, click Save. Or, if you don't want to save your entries, click Close without clicking Save.

One you begin to use an account in CDM+, clicking on the magnifying glass icon next to the account Description opens a window that lists all the places this account is being used in CDM+. Double-click on a line to view its activity.

Income/Expenses

Click on the Income/Expenses tab of the Chart of Accounts window.

1. Click Add and click on the down arrow under Type and select Income or Expense.

2. Press Tab and type the account number in the Number field.

3. Press the Tab key and type the account name in the Description field.

4. Press Tab again and click on the down arrow to select the Fund Balance Account from the droplist—for example, General Fund. Or you can type a portion of the item you want and press Tab to “auto-complete” the entry. This search is case-insensitive and works on any portion of the entry, not just the beginning letters.

5. Press Tab again and enter the Category—for example, Regular Income—in the same manner as the Fund (if applicable).

6. Press Tab again and enter the Sub-Category in the same manner as the Category (if applicable).

7. Press Tab and CDM+ is ready to accept the next Income/Expense entry. Repeat steps 1-6.

8. After all Income/Expense accounts are entered, click Save. Or, if you don't want to save your entries, click Close without clicking Save.

One you begin to use this account in CDM+, you can click on the magnifying glass icon next to the account Description, opening a window that lists all the places this account is being used in CDM+. Double-click on a line to view its activity.