Some settings each site accounts are inherited from the parent account in the Chart Of Accounts. Once the account exists within the Chart of Accounts, they can be created against individual sites. 

Site accounts can be created in one of two ways: 

• Creating A Site Account For All Sites
• Creating A Site Account For An Individual Site

Creating A Site Account For All Sites

To create an account against every site at once: 

• Head to Company Settings> Accounts Setup > Chart Of Accounts. 
• Locate the required account and select [EDIT]. 
• Select the Site Accounts tab. 

All sites within the company are listed. To add a corresponding site account for the sites listed, either: 

• Select [CREATE SITE ACCOUNT] against the relevant site(s) to create for individual sites.
• Select [CREATE MISSING SITE ACCOUNTS] to create for all sites within the company. 

Note that if the [CREATE SITE ACCOUNT]is not shown against a site, the site already has a site account associated with this chart account. 

Creating A Site Account For An Individual Site 

To create a site account within an individual site:

• Head to Company Settings> Accounts Setup > Site Accounts. 
• Select [NEW ACCOUNT]. 

Within the New Account page: 

• Account: Select the account from the list. This lists all accounts in the chart of accounts that aren't yet associated with the site as a site account. 
• Include In Safe Counts: If the selected account is a Cash type account, select this if the account can be selected when declaring a safe count as part of the Revenue Management module. 

Select [SAVE]. 

Depending on the account type, it may be possible to assign additional site-specific settings against the account now that it is created. For more information on additional options available, Click Here. 

To edit an existing site account within the a sites list of site account: 

• Log into the relevant site.
• Head to Company Settings > Accounts Setup > Site Accounts. 
• Locate the required account and select [EDIT]. 

Within the existing site account, you can: 

• View & Edit Core Account Details
• Add Additional Account Details For Cash Type Accounts
• Add Additional Account Details For Bank Type Accounts
• Add Additional Account Details For Control Type Accounts

Ensure that you select [SAVE] to save any changes before leaving the account.

View & Edit Core Account Details

The following core account details are shown but cannot be edited: 

• Name: Displays the name of the site account as inherited from the chart account.
• Chart Code: Displays the code of the site account as inherited from the chart account.
• Type: Displays the site account type as inherited from the chart account.
• Account Group: Displays the site account group as inherited from the chart account.

The following core account details can be updated as required: 

• Details: Enter any account specific details if required. 
• Site Code: Enter a custom code for the account if required. 

Add Additional Account Details For Cash Type Accounts

The following Cash account details can be updated as part of the Revenue Management module: 

• Count Template: Select the Count Template that should be used when declaring end of period counts for this account in cash periods, or safe counts. 
• Include In Safe Counts: Enable this if the account can be selected when declaring safe counts. 
• Exclude Account From Banking: Select whether or not the account should be excluded from being available to select in a Bank Deposit to deposit cash from. 
• Desired Account Balance: If required, enter the cash on site balance that this account should typically be; this is then referenced within the Cash On Site section for the site.  
• Minimum Allowed Balance: If required, enter the cash on site balance that this account should not drop below; this is then referenced within the Cash On Site section for the site.  
• Generate Pending Bank Deposit For Cash Ups: Select this to enable the Auto-Generate Pending Deposits feature for this account. For more information on the Auto-Generate Pending Deposits feature, Click Here. 

Add Additional Account Details For Bank Type Accounts

The following Bank account details can be updated as part of the Revenue Management module: 

• Bank Deposit GL Code: If required, enter the site-specific GL code that is applicable for deposits to this account. This can be referenced within Custom Reporting. Note that this overrides a GL code set at Chart Account level. 
• Bank Deposit GL Description: If required, enter the company-wide GL description that is applicable for deposits to this account. This can be referenced within Custom Reporting. Note that this overrides a GL code set at Chart Account level. 
• Exclude Account From Banking: Select whether or not the account should be excluded from being available to select in a Bank Deposit to deposit cash to. 
• Last Banking Slip ID: If banking slip numbers are sequential, enter the latest banking slip number here. When creating a bank deposit, the bank deposit reference will automatically populate with the next number and will increase incrementally over time as deposits are created. 

Add Additional Account Details For Control Type Accounts

The following Control account details can be updated as part of the Revenue Management module: 

• Count Template: Select the Count Template that should be used when declaring end of period counts for this account in cash periods, or safe counts. 
• Include In Safe Counts: Enable this if the account can be selected when declaring safe counts. 

Access the Sites Accounts section via: Company Settings > Accounts Setup > Site Accounts.

All site accounts specific to the site you are accessing are shown by default when accessing this section.

If required, you can filter the list to see specific accounts by using the following filters within the Search panel at the top of the section:

• Code: Search for accounts based on the code entered (or part of).
• Name: Search for accounts based on the name entered (or part of).
• Account Type: Search for accounts assigned to the selected account type.
• Show Deleted: Select whether to included previously deleted accounts in the search results.

Select [SEARCH], and all accounts which meet your search criteria will be listed, showing the following:

• Name: Displays the accounts name as inherited from the company-wide account.
• Chart Code: Displays the accounts code as inherited from the company-wide account. 
• Site Code: Displays the individual sites’ code for this account, if applicable.
• Site Details: Displays any additional details for the account at this site, if applicable
• Type: Displays the account type as inherited from the company-wide account.
• Group: Displays the account group as inherited from the company-wide account.

By default 15 records will show per page. To access other pages, use the page selector in the bottom right corner of the list.

Account Deletion

A site account can be deleted if no longer required at a site.

You can only delete a site account if you have rights to do so. Click Here if you do not have rights to delete but believe you should.

To delete an account: 

• Log into the relevant site.
• Head to Company Settings > Accounts Setup > Site Accounts. 
• Locate the required account and select [EDIT]. 

Within the account: 

• Select [DELETE]. 
• Confirm the deletion.

The account is now marked as deleted. 

Account Recovery

As this is a soft delete, the site account can be recovered if required. 

To do so, locate the site account (ensuring that the Show Deleted search filter is set to "Yes") and access the site account record again. 

Select [UNDELETE] and confirm the recovery. 

The site account is now available again.