Chart of Accounts - Examples

If you want to transfer the Accounting data from Optimum Control to your Accounting System, you need to enter the GL Account References from your accounting software to correspond with Optimum Controls Chart of Accounts listing. 

  This is very important as this reference is what the accounting software uses to import the data.

 

 An Example of Chart of Account Match-ups

 Optimum Control  (Account name)   Accounting Software (GL Accounting Reference)

 Food Cost                                         5-1000 

 Gross Sales                                       4-1100 

 Money Short                                     4-2200 

 Laundry                                            6-4100 

 

Make sure you note whether they are Income Accounts or Expense Accounts. You should also check any linked accounts as being in the food service business as you don’t often have any receivables. Consult your accounting software manual and or call their customer support line as to how you can deal with linked accounts and importing.

 You must also make sure that the Supplier Names are spelled exactly the same or have the same dashes and numbers. Pay special attention to whether or not capital letters exist and any spacing.

 In some accounting software packages you will require a vendor ID to correspond from Optimum Control. In the Supplier window, you will need to indicate the corresponding vendor ID.

After you have entered all the corresponding accounting references and made sure you have all your supplier (vendor) names match your accounting software you should be ready to go. 

 

There are two exports available for exporting to accounting software:

  1. Purchases - This will show all of the invoices with the breakdown to each account that you entered in the Items Window. 

  2. Sales Report - This will show the financial information for your sales entries, such as Gross Sales, coupons, discounts and deposits. 

 Currently only QuickBooks and MYOB can accept these formats for Sales, all other accounting systems will be linked for purchasing only and sales will be a general format.