Table of Contents
- Overview and Purpose of the Accounts Screen
- Detailed Accounts Screen Navigation and Functionality
- Use Cases and Practical Applications
- Frequently Asked Questions
Overview and Purpose of the Accounts Screen
The Accounts screen in CaFE serves as a central hub for managing and viewing all accounting items within the system. Key points include:
- Displays both synchronised items from the main accounting system and custom CaFE accounts
- Primary tool for modifying Budget Item Categories for Quick Cash Flow Plan and Basic Budget features
- Accessed via the settings (gear) icon in the header menu, then selecting 'Accounts'
- Changes here do not affect the Full Budget feature, which manages categories separately
Detailed Accounts Screen Navigation and Functionality
Account List Display and Structure
- The screen displays a table of accounts with columns for Account Class, Budget Item Category, Code, Account, and Link Status.
- At the top of the screen, total counts for each Account Class (All, Assets, Liabilities, Equity, Revenue, Expenses) are shown. Click on any of these to filter the list by that specific Account Class. The selected class will be highlighted with a reversed background colour.
Navigating, Filtering, and Customizing the Account List
Filter options:
- Filter by Account Class using the dropdown menu above the list.
- Use the 'Free text search' box to find specific accounts.
Sorting:
- Sort the list by clicking on any column header. Toggle between ascending, descending, and off by clicking repeatedly.
Pagination and display:
- Use pagination controls at the bottom to navigate through the list.
- Adjust the 'items per page' dropdown to change the number of accounts displayed.
Export functionality:
- Click the export icon to download the list in Excel format.
Modifying Budget Item Categories
- Look for items with an Edit icon (pencil).
- Click on the current category name to open a dropdown menu with available categories.
- Select the desired category to change it.
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Note:
- Items with a lock icon cannot be changed as they are currently in use in a budget.
- Some accounts (e.g., bank accounts, AP/AR) have fixed categories and cannot be modified.
- These categories apply only to Quick Cash Flow Plan and Basic Budget. Full Budget manages categories separately within its own interface.
Understanding Link Status
The Link Status column indicates the integration status with the accounting system:
- No icon: The account is directly linked to the accounting system.
- Disconnected icon: The account is defined within CaFE as a custom account and not linked to the accounting system.
Currently, custom account creation is supported for Fixed Asset and Loan categories.
Use Cases and Practical Applications
Preparing for Budgeting Process
- Review and adjust Budget Item Categories before creating Quick Cash Flow Plan or Basic Budget
- Ensure accurate account categorisation for precise budget allocation
Reconciliation with Main Accounting System
- Use Link Status to identify discrepancies between CaFE and main accounting system
- Verify that account categories imported from the accounting system are correctly recognized in CaFE
- Confirm that all expected accounts are present and properly categorized
- Supports data integrity maintenance and ensures alignment between CaFE and the main accounting system
Regular Auditing and Account Structure Review
- Track changes to account structures and categories
- Supports internal auditing processes and financial oversight
- Helps maintain consistency in financial reporting and budgeting processes
Frequently Asked Questions
Q: Can I add new accounts from this screen?
A: No, this screen is for viewing and categorising existing accounts. New accounts should be added in your main accounting system or through the budgeting features in CaFE.
Q: Will changes I make here affect my main accounting system?
A: No, changes made in the Accounts screen only affect how accounts are categorised and used within CaFE's Quick Cash Flow Plan and Basic Budget features.
Q: How often is the account list updated?
A: The account list is typically updated in real-time. However, the exact synchronisation schedule may depend on your system setup. Check the 'Last Updated' information at the bottom of the screen.
Q: Can I use this screen to manage categories for Full Budget?
A: No, Full Budget manages categories separately within its own interface. The categories you see and edit here are only for Quick Cash Flow Plan and Basic Budget features.
Remember, the Accounts screen is a powerful tool for maintaining financial data accuracy within CaFE. Regular review and updates ensure optimal performance in budgeting and reporting across your organisation.
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