Re: Questions

On Tue, Feb 25, 2014 at 8:01 PM, o1bigtenor <..hidden..> wrote:

On Tue, Feb 25, 2014 at 8:53 PM, Chris Travers <..hidden..> wrote:

On Tue, Feb 25, 2014 at 6:19 PM, o1bigtenor <..hidden..> wrote:

Greetings

I have used a spreadsheet for a general ledger for about the last 25 years and for a long time I couldn't have any more columns than I was already using (I had a sheet developed with about 250 columns). I found ledgersmb and after some time and with assistance was able to get a copy live. I have spent a couple weeks of time each day setting up a chart of accounts to do what I need (farming) that will also keep the federal people happy.

I have run into some things that I either can't find or don't see a way to do.

How do I delete an account or heading from the chart of account?

If the account has no transactions associated, you can delete it. If it has financial transactions, you cannot. In 1.4 we offer an obsolete flag.

I see no way of doing that. I tried to create all blank fields and that didn't work. Points please?

If I wanted to mark accounts that are no longer used and have all been reported for, I would probably change their account numbers to something like 9999999-[original account]

That would put them at the end of the list. Obsolete handling is in 1.4 only, not 1.3.

Down the road we may make it possible to expunge data more than x years old but we are not anywhere near that point yet (and then obviously obsolete accounts could be deleted when they are no longer referenced by retained transactions).

This preserves past reporting.

How do I close off a year?

System/Yearend

So I just enter a date and then everything to that date is included?

Hmmmmmmmm - - - I am confused. What about if I have 2 or more years of data. How do I specify which year I want?

Ok, so let's talk about what yearend closing does. Then you can decide whether to just close your books once, or to close it once per year (that depends on your reporting requirements.

Closing the books here does two things:

1. resets all income and expense accounts to 0, and it moves the balances into a retained earnings account.

2. It closes the books and prevents all transactions from being entered up to and including that day.

So if you need to reset equity accounts (like drawing accounts or dividend payments) you should do this first with a journal entry. If you don't care about that (most sole proprietors won't), you can just ignore that step. In 1.4 we will allow drawing and dividend accounts to be closed out during the yearend process.

So in answer to your question:

If you want to reset income and expense accounts multiple times, you need to close the books for these dates in order from earliest to latest. If you just want to close them out so you can report quickly going forward, then you only need to close once.

I will be looking to input something like a value into a cell or adding a number of values and then placing the sum into a cell.
I would very much like to have a hard link so that I could take a snapshot of the software and then I have something for any auditor if/when necessary.

I have done this a few times for customers. What most spreadsheets do is take a snapshot of data in the db and import it into the spreadsheet. This means, effectively, that you are working with an offline copy and have to specify when to refresh it.

The larger question is what data from the db you want to pull in.

TIA

Darald

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Best Wishes,

Chris Travers

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