GL Accounts
===========

The GL *(General Ledger)* Accounts page manages the chart of accounts and financial structure for all properties.

.. image:: images/gl_accounts/screen.png
    :alt: GL Accounts Screen
    :align: center
    :width: 600

:smaller:`GL Accounts Screen`


Overview
--------

The GL Accounts page enables Management to:

- Maintain chart of accounts
- Track financial categories
- Map Credit GLs to Debit GLs

Account Structure
-----------------

*GL Accounts can occupy multiple categories, and each account type serves a specific purpose in maintaining a stable ledger.*

The chart of accounts is organized into:

- **Cash Accounts**

  - GL Accounts that can be used for for Capital Accounts
  - Transactions against these GLs automatically adjust book balances for associated Capital Accounts

- **Base Charge Account** *(1)*

  - The GL Account used to track the baseline bill amount for the Residents of a Building

- **Assessment Accounts**

  - GL Accounts that can be used for Building assessments

- **Revenue Accounts**

- **Expense Accounts**

- **Retained Earnings Account** *(1)*

  - All non-cash accounts are rolled into the *Retained Earnings* account and zeroed out when closing the books for the year

- **Default Credit GL** *(1)*

  - The GL Account that is used to auto-journal credits to when a credit is applied to a Resident account and no Credit Mapping GL Account is set


.. image:: images/gl_accounts/update.png
    :alt: GL Accounts Screen with Invalid Overlap
    :align: center
    :width: 800

:smaller:`GL Accounts Screen with Invalid Overlap`

There are rules in place to ensure only valid category overlap is allowed. For example, if you update a revenue account and attempt to check the expense box, revenue will be unchecked.

- To **Edit** an account, click the pencil icon next to the account you wish to edit
- To **Deactivate** an account, click the trash icon next to the account you wish to deactivate
- To **Add** a new account, click the plus icon next to Add GL Account at the top of the screen


Billing and Payments
--------------------

*ProMan's allocation engine uses the GL accounts to determine how to allocate Resident payments to the correct accounts.*

The **Base Charge** is set as part of Building creation and split across Residents based on percentage of ownership.

:doc:`Assessments and Additional Charges <buildings/assessments_charges>` at the Building-level have GL Accounts set as part of the assessment/charge creation process.

.. note:: Only GL Accounts marked as an Assessment Account will be available to select when creating an assessment.

Similarly, Resident-level recurring and one-time charges/credits have GL Accounts set as part of the charge creation process.

.. image:: images/gl_accounts/resident_history.png
    :alt: Bill Allocation
    :align: center
    :width: 700

:smaller:`Bill Allocation`

    PropMan auto-journals Payments to the correct GL Accounts based on the allocation.

    Therefore, for any credit on Resident accounts, the GL Account must have a *Credit Mapping* GL Account setup in the GL Accounts screen. If there is not one, one side of the journal will be auto-journaled to the *Default Credit GL*, something like "Ask My Accountant".


Financial Reporting
-------------------

*GL accounts support various financial reports.*

See the :doc:`Reports <buildings/reports>` page for more information.
    
.. note:: Proper GL account structure is essential for accurate financial reporting and analysis.