Each Account code is an eight (8) character (numeric) field which is divided into two sub-fields that assist in grouping like items:
The first four (4) Numeric Characters, the High Object code, is used to associate major grouping such as Show Staff Expense, Show Income, Show Expense, Sponsor Income, etc.
The second (4) Numeric Characters, the Low Object code, is used to identify specific Income or Expense Items.
A Low Object code of "0000" is used to designate a Report Classification Heading, which identify major Income and Expense categories such as Staff Expense, Show Expense, Sponsor Income and Show Income.
High Object Code Low Object Code Description
0010 0000 Staff Expense
0010 0010 Show Secretary
0010 0020 Stall Manager
0010 0030 Jump Crew (Expense Codes)
0010 0040 Stall Rental
0020 0000 Show Expense
0020 0010 Facility Rental
0020 0020 Sound System
0020 0030 Prize List Printing
0020 0040 EMS on Site
0030 0000 Prize Money
0040 0040 Prize Money Paid
0050 0000 Sponsor Income
0050 0010 Advertising
0050 0020 Business
0050 0030 Concessions (Income Codes)
0060 0000 Show Income
0060 0010 Class Entries
0060 0020 Box Stalls
0060 0030 Tack Stalls
0060 0040 Feed
0060 0050 Late Fee
When entering each account, you will assign a Code (I or E) to identify that account as being associated with a show income or expense. This will be used in formatting the Balance Sheet report.
When setting up your Chart of Accounts, it is advisable to set a ordered range of HIGH OBJECT codes (0010-0050) for Income Accounts and a ordered range of LOW OBJECT codes (0060-0090) for Expense Accounts. This will make the Balance Sheet Report easier to read.
Account codes can be entered in two ways:
The "Assign Misc Items " menu option will present a data entry window containing the names of all the Miscellaneous items you have entered into the configuration program. Several other codes, such as "Prize Money Paid", will also be displayed. Assign the appropriate Account codes from your chart of accounts to each of these Items. Note that the "Horse Show Totals" program will automatically update these accounts.
The "Enter Account Codes " menu option of this program allows for the entry of all other Account Codes.
The Chart of Accounts can be printed using the "Print " menu option.
When Accounting is selected from the Main System menu, the following sub-menu is displayed:
Enter the output option, Screen or Printer.
Update Option
Enter "U" for Update option.
New ACCOUNT
The HIOBJ field indicates a Major category such as Sponsors.
The LOOBJ is a sub-account under the Major Account.
Enter the Account Description.
Enter the Type, "E" Expense or "I" income.
Generally, the amount should be Zero. Enter 'ENTER'.
Change Account
Enter the HIOBJ and LOOBJ to be changed.
Enter or Change the dollar amount.
To change the TYPE field, press the 'ESC' key at the "Amount" field.
Press the "ESC" key again to change the Description field.
NOTE: The dollar amounts entered will be added to the existing dollar fields.
Delete Account
Enter the HIOBJ and LOOBJ to be deleted.
Enter 'DL' in the "Amount" field.
Assign Codes
This option will assign Account Codes to specific items. These items include any of the "MISC" charges as defined in the Configuration program. Additionally, the program will allow you to assign Account codes to the following Items:
CLASS
OTHER MISC (charges)
PRIZE MONEY PAID
The dollar amounts corresponding to each of these items are calculated in the "SHOW TOTALS" program.
To select this option, enter an "A" at the Options prompt.
A list of system-generated items will appear. Note that ten of these items are those identified as "Misc" charges on the "Show Entry" screen as described in the Configuration Module.
Enter those Account Codes that you want to be assigned to each item.