Company Settings
Accounts Setup
Manage the accounts used across Cinchio Back Office, for the company and for each site.
Can't find what you need? Contact Cinchio:
About
Accounts Setup is where you manage the accounts used across Cinchio Back Office, for sales reporting, Revenue Management, Inventory Management, and integrations and extracts.
Chart of accounts
Every account the company uses, in one list.
Site accounts
The accounts each site needs, linked to the chart of accounts.
Chart account first
A site account is always linked to an account in the chart of accounts, so create that first.
The full list of accounts used across the company.
The accounts each site uses, such as for holding cash or banking.
Optional sales GL codes that vary by price level.
Which accounts do I need?
Chart of Accounts
The full list of accounts used across the company, from sales, payment and purchasing GLs to the accounts sites need.
Create
1
Start a new account
Go to Company Settings > Accounts Setup > Chart Of Accounts and select NEW ACCOUNT CHART.
2
Fill in the details
Fill in:
Your unique code or GL reference for the account.
The account's name.
For Bank accounts, optionally an extra reference shown against deposits in the CSV from the Bank Deposit Summary report.
The account type. See account types and groups.
The account group. See account types and groups.
For Revenue Management, the media type of the related payment.
3
Save
Select SAVE. The account opens, where you can add more details for some types.
The account is in the chart of accounts. Next, create its site accounts if sites need it.
Edit
Open the account first
Go to Company Settings > Accounts Setup > Chart Of Accounts, find the account and select EDIT.
Remember to save
Select SAVE before you leave the account.
What do you want to change?
Account details
Sites may use this account
Site accounts can be linked to it, so take care when changing it.
Your unique code or GL reference for the account.
The account's name.
For Bank accounts, optionally an extra reference shown against deposits in the CSV from the Bank Deposit Summary report.
The account type. See account types and groups.
The account group. See account types and groups.
For Revenue Management, the media type of the related payment.
Bank account settings
For Bank accounts, you can also set:
Optionally, the GL code for deposits to this account, for custom reporting. Can be changed on each site account.
Optionally, the GL description for deposits. Can be changed on each site account.
Optionally, the most deposits a site can make to this account per sales date.
Allow deposits of zero, by users or automatically.
Include deposits to this account in bank deposit reconciliation.
Search
Shown straight away
When you open Company Settings > Accounts Setup > Chart Of Accounts, every account is listed.
Use any of these filters in the Search panel at the top, then select SEARCH:
All or part of the code.
All or part of the name.
Accounts of the selected type.
Whether to include archived accounts.
What's shown
The account's name.
Its code.
Its type.
Its group.
Its media type, if set.
15 accounts are shown per page. Use the page selector at the bottom right to move between pages.
Archive
Archive a chart account you no longer need. It isn't permanently deleted, so you can restore it.
You have delete rights
If you don't but think you should, find out how to get access.
No site accounts use it
Archive its site accounts first.
What do you want to do?
Archive an account
1
Open the account
Go to Company Settings > Accounts Setup > Chart Of Accounts, find the account and select EDIT.
2
Archive it
Select DELETE and confirm.
The account is archived.
Restore an archived account
1
Find the account
Go to Company Settings > Accounts Setup > Chart Of Accounts and search with Show Deleted set to Yes.
2
Restore it
Open it, select UNDELETE and confirm.
The account is available again.
Site Accounts
The accounts each site needs, usually for holding cash and reconciling deposits in Revenue Management.
Create
Settings are inherited
Some settings come from the chart account, so make sure it exists first.
Which sites need the account?
All sites, or several
1
Open the chart account
Go to Company Settings > Accounts Setup > Chart Of Accounts, find the account and select EDIT. Open the Site Accounts tab.
2
Create the site accounts
Every site is listed. Either:
CREATE SITE ACCOUNT
Against a site, to create it for that site.
CREATE MISSING SITE ACCOUNTS
To create it for every site that doesn't have it yet.
Sites without a button already have the account.
The sites have the account. Add site settings if you need to.
One site
1
Start a new site account
Log in to the site, go to Company Settings > Accounts Setup > Site Accounts and select NEW ACCOUNT.
2
Choose the account
Fill in:
The chart account. Only accounts the site doesn't have yet are listed.
For Cash accounts, let it be chosen in safe counts.
3
Save
Select SAVE.
The site has the account. Add site settings if you need to.
Edit
Open the account first
Log in to the site, go to Company Settings > Accounts Setup > Site Accounts, find the account and select EDIT.
Remember to save
Select SAVE before you leave the account.
What do you want to change?
Account details
These come from the chart account and can't be changed here:
- Name
- Chart Code
- Type
- Account Group
You can change:
Any details about the account at this site.
The site's own code for the account.
Cash account settings
The count template used for safe counts and end of period counts.
Let it be chosen in safe counts.
Stop it being chosen in a bank deposit to bank cash from.
The usual cash balance, shown in Cash On Site.
The lowest the cash balance should go, shown in Cash On Site.
Turn on auto-generate pending deposits.
Bank account settings
Optionally, this site's GL code for deposits. Overrides the chart account setting.
Optionally, this site's GL description for deposits. Overrides the chart account setting.
Stop it being chosen in a bank deposit to bank cash into.
If your paying-in slips are numbered in order, the last one used. New deposits then fill in the next number.
Control account settings
The count template used for safe counts and end of period counts.
Let it be chosen in safe counts.
Search
Shown straight away
When you open Company Settings > Accounts Setup > Site Accounts, every account for the site you're logged in to is listed.
Use any of these filters in the Search panel at the top, then select SEARCH:
All or part of the code.
All or part of the name.
Accounts of the selected type.
Whether to include archived accounts.
What's shown
From the chart account.
From the chart account.
The site's own code, if set.
Any details for the site, if set.
From the chart account.
From the chart account.
15 accounts are shown per page. Use the page selector at the bottom right to move between pages.
Archive
Archive a site account you no longer need. It isn't permanently deleted, so you can restore it.
You have delete rights
If you don't but think you should, find out how to get access.
What do you want to do?
Archive an account
1
Open the account
Log in to the site, go to Company Settings > Accounts Setup > Site Accounts, find the account and select EDIT.
2
Archive it
Select DELETE and confirm.
The account is archived.
Restore an archived account
1
Find the account
Go to Company Settings > Accounts Setup > Site Accounts and search with Show Deleted set to Yes.
2
Restore it
Open it, select UNDELETE and confirm.
The account is available again.
Sales GL Matrix
Give sales GL codes to each combination of product master group and price level type.
Only needed if GLs vary by price level
This is an alternative to using chart accounts for sales GLs. Only use it if you need different GL codes for different price levels, such as eat in and take out.
Chart accounts
A Sales chart account on each product group, or on a product. One GL code, whatever the price level.
Sales GL matrix
A GL code for each product master group and price level type. For example:
Eat In Food, Eat In Drink, Take Out Food, Take Out Drink.
Turning it on
1
Open company settings
Go to Company Settings > Company and open the GL Code Management settings.
2
Turn it on
Tick GL Code Sales Mapping By Price Level & Master Group and select SAVE COMPANY.
3
Give users access
Give the right users access to GL Codes For Sales in their user role.
GL Codes For Sales is now available.
Assigning GL codes
1
Open the matrix
Go to Company Settings > Accounts Setup > GL Codes For Sales. Every price level type and product master group combination is listed. To narrow it, filter by Price Level Type or Stock Master Group.
2
Enter the GL codes
Against each row you need, enter:
The GL code for the combination.
The GL name for the combination.
Each one saves as you leave the field, and its border turns green.
The GL codes are saved.
New groups or price levels missing?
At Head Office, select REFRESH GL CODE MATRIX to add any new product master groups or price level types.
FAQs
Frequently asked questions
QWhat are the account types and groups?
Which do you want to know about?
Account types
Some accounts are only needed in the chart of accounts. Others also need a site account at each site. Each type below says which.
For Revenue Management. Where payments are banked. Usually one for each way you're paid. (needs site accounts)
For Revenue Management. Cash held at a site, such as cash counted in a cash up waiting to be banked, or a safe, till or petty cash float. (needs site accounts)
For Revenue Management. Only needed for cashier counts. (needs site accounts)
For Revenue Management. A holding account at a site, usually for petty cash taken from the till, counted in the cash up, then matched to a cash purchase. (needs site accounts)
Given to a product group to mark its products as overheads. In Revenue Management, they can be bought in cash purchases. In Inventory Management, they're left out of period margin and GP, and Other stock products can be ordered without being counted. (company only)
For Inventory Management. Given to a product group, so purchases of its products use this account code. Usually for integrations. (company only)
Given to a product group, so sales of its products use this account. Usually for integrations. An Over/Short sales account is also used in Revenue Management, for cash up and period over and shorts. (company, or with site accounts for over/short)
For Revenue Management. Usually set up when you join Cinchio. (needs site accounts)
No longer used. For floats, use a Cash account.
Account groups
Every chart account belongs to one of three groups:
Things you hold, such as cash and deposits.
Sales, such as sales for reporting.
Everything else, such as overheads and system accounts.
QCan I see which sites have a chart account?
Yes. Go to Company Settings > Accounts Setup > Chart Of Accounts, open the account and select the Site Accounts tab. Sites with a CREATE SITE ACCOUNT button don't have it yet. Sites without one already do. See creating site accounts for several sites.