Group Codes: Listing
Use the Group Codes screen to view and create general ledger account group codes. These codes are essential for running the Summarized Financials report and appear as part of the account number on the Account Lookup screens throughout the system. For example, on account number 10101001, 10101 is the group code number assigned to that account.
To open the Group Codes screen, from anywhere within IntelliDealer, navigate to Configuration > General Ledger> G/L Accounts> Group Codes.
Topics in this section are:
The Purpose of Group Codes
Group Codes are required to group together similar general ledger accounts specifically for the purpose of generating the Summarized Financials report. For example, by creating a Cash group code and assigning it to the Cash, Petty Cash and Checks general ledger accounts, the total balance for all three accounts appear as a single line item on the Balance Sheet portion of the report.
GL1120 Balance Sheet showing a Cash group
Group codes also organize the data displayed on each statement of the report through proper Sequencing and the use of Subtotal Codes.
Group Code Sequencing
For the print program to generate each statement of the Summarized Financials report correctly, you must configure the group codes in the sequence specified below before assigning them to the general ledger accounts. If you do not, an error will be generated when producing the report:
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Balance Sheet asset accounts (for example, group codes 01000 to 01999)
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Balance Sheet liability accounts (for example, group codes 02000 to 02999)
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Balance Sheet net worth accounts (for example, group codes 03000 to 03999)
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Operating Statement accounts (for example, group codes 04000 to 04999)
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Expense Statement accounts (for example, group codes 05000 to 05999)
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Other Income and Deductions accounts (for example, group codes 06000 to 06999)
Warning: It is strongly recommended that group codes use only numeric characters because using alpha characters can generate an error when producing the report.
Subtotal Codes
In conjunction with the Sequencing of the group codes, Subtotal Codes are used to dictate where on the report a group code will be printed. For example, if you wanted to display the total value of your Payable accounts as a single line item on the Balance Sheet (Parts Payable, Equipment Payable, etc.), you first have to create a group code number that falls within the existing range of Balance Sheet liability group codes, then assign the group code a subtotal code of 0 (which dictates a detail line) before assigning the group code to the desired Account Profiles.
Subtotal codes also allow you to add subtotals, headers, and spaces to the report.
Note: Only group codes with a subtotal code of 0 should be assigned to any general ledger accounts. If a group code with a subtotal code of H, C, 1, 2, or 3 is assigned to a general ledger account, the print program generates an error when producing the report.
The available Subtotal Codes are:
| Subtotal Code | Description |
|---|---|
| H (Heading) |
Represents a heading. Use this code when creating a group code that will simply act as a header on the report. |
| 0 | Represents a detail line on the report. Use this code when creating a group code that will be assigned to multiple general ledger accounts. The totals for each of these accounts are grouped together and represented as a single detail line on the report. |
| 1 |
Represents a level 1 subtotal. Use this code when creating a group code that will act as a subtotal line on the report, compiling the totals for each detail line that precedes it back to the last level 1 subtotal on the report. |
| 2 |
Represents a level 2 subtotal. Use this code when creating a group code that will act as a subtotal line on the report, compiling the totals for each level 1 subtotal that precedes it back to the last level 2 subtotal on the report. |
| 3 |
Represents a level 3 subtotal. Use this code when creating a group code that will act as a subtotal line on the report, compiling the totals for each level 2 subtotal that precedes it back to the last level 3 subtotal. The level 3 subtotal code is critical to the operation of the print program as it indicates the end of a statement. In other words, only one level 3 subtotal per statement is allowed. The exception to this rule is the Balance Sheet where there must be three level 3 subtotals; one for total assets, one for total liabilities, and one for total net worth. |
| Comment | Represents a comment that exists exclusively on the Group Codes screen and does not print on the report. Use this code to organize the data on the Group Codes screen, but keep in mind that it is never be visible on a printed statement. |
Running a Group Codes Report
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From any IntelliDealer screen, click on the Configuration tab.
The Configuration Quick Links screen appear.
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From the General Ledger list, click the G/L Accounts link and select Group Codes from the drop down list.
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The Group Codes screen appears.
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On the Group Codesscreen, click on the Run a group codes report link.
The Report Options screen appears.
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On the Report Options screen, enter a Printer.
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Click on the Search
icon.
The Printers screen appears.
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On the Printers screen, select a Printer from the list.
The Report Options screen will appear with the selected printer in the Printer field.
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On the Report Options screen, (OPTIONAL) select the or PDF checkbox to create a PDF of the group codes report.
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Click the Run Report button to create the group codes report.
Screen Description
The search fields on the Group Codes screen are:
| Field | Description |
|---|---|
| Sort by | Sort the search results by group Code number, Subtotal Code, or Description. |
| Select Code | Search for a specific group code by entering the code number. |
| Select Subtotal Code | Filter the search results by selecting the subtotal code associated to the group code; either All Codes, 0, 1, 2, 3, Heading or Comment. |
| Select Description | Search for a specific group code by the entering the code description. |
The fields on the Group Codes screen are:
| Field | Description |
|---|---|
| Group Code |
The group code number. This number dictates the Summarized Financials statement that the selected group code will appear on based on the group code number sequence configured for your dealership. For example, if group codes for the Expense Statement portion of the Summarized Financials report have been configured as numbers 50000- 59999, any group code number that falls within that range (and the amount of any accounts associated to that group code number, if applicable) will appear on the Expense Statement. |
| Subtotal Code |
The subtotal code assigned to the group code, which determines where on the selected statement (as defined by the Group Code number) a group code will or will not print. For example, if group code number 52000 (an Expense Statement account) were assigned a subtotal code of H, the group code and its corresponding Description would appear as a header on the Expense Statement of the report. For more detailed information about each available subtotal code, see Subtotal Codes. |
| Description |
A brief description of the group code. This is the exact text that will appear on the printed version of the Summarized Financials report. |