Setting Up the General Ledger Interface

1. Ensure that the General Ledger Interface is enabled in the Finance tab of the System Preferences window. For more information on enabling the General Ledger Interface, go to To set up financial preferences.
2. Ensure that you have added financial report group names to the list box selections in the Customization window. For more information on adding financial report group names, go to To add list box selections.
3. Ensure that a financial report group is assigned to every product and service. For information about assigning financial groups to products and services, go to Recording Product Information.

   Products sold that do not have a financial reporting group assigned will be credited to a default general ledger account. Ensure that a default general ledger account is set up in your accounting system to catch any products that do not have a financial reporting group assigned.
   
   An article on our Knowledge Base explains how to print a list of products that do not have a financial group assigned. For information on printing this list, go to https://eyefinitycommunities.force.com/eyefinitysupport/s/article/Q23868.

4. MAS 90/MAS 200 users, ensure that every location is assigned a G/L Location ID. For information on assigning G/L Location IDs to locations, go to Maintaining Locations for OfficeMate.

   If you are using OfficeMate in a single-location practice with an administrative location, enter the same G/L Location ID for the location and the administrative location.

5. If you are interfacing OfficeMate with Intuit QuickBooks, ensure that QuickBooks is installed on the computer on which you will be setting up the General Ledger Interface. If QuickBooks is installed, open QuickBooks before setting up the General Ledger Interface.

From the OfficeMate Administration main window, click Setup and select General Ledger Setup.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Select an accounting system from the Accounting System drop-down menu.
3. Type the location where your exported transactions will be saved in the Interface Export Folder.

   The default location for this folder is OfficeMate\Data\GL.

4. Select the inventory valuation method that you want to use to price inventory item transactions that are exported from the Inventory Valuation Method drop-down menu. For more information about inventory valuation methods, go to Understanding Inventory Valuation Methods.

   If you are using the Standard Cost inventory valuation method and you change to use the Average Cost inventory valuation method, call Eyefinity at 800.942.5353.

5. If you selected Intuit QuickBooks as the accounting system in step 2, perform the following steps:
   1. From the Export QuickBooks To drop-down menu, select Single QuickBooks Company or Multiple QuickBooks Companies.

      If QuickBooks is not already open on the computer on which you are setting up the General Ledger Interface, open QuickBooks now.

      If you are using OfficeMate for a single location with an administrative location, select Single QuickBooks Company.

      While you can export general ledger transactions to multiple QuickBooks companies, Eyefinity does not recommend it. If you are running a multilocation practice, we suggest using MAS 90/MAS 200 accounting systems.

      If you selected Multiple QuickBooks Companies, open the main QuickBooks company. The main company’s chart of accounts must represent the same accounts used by the other QuickBooks companies. OfficeMate Administration uses the QuickBooks main company’s Chart of Accounts for all locations. If you later add an account to a company in QuickBooks, you must add the account to all of your QuickBooks companies.

   2. Click Get Company to select the QuickBooks company that you want to associate with the General Ledger Interface.

      If you receive the error, “Unable to Connect to QuickBooks,” while importing the company name or chart of accounts, ensure that your QuickBooks software is running in Single-User Mode. For information about Single-User Mode, refer to the QuickBooks documentation supplied by Intuit.

      If this is the first time OfficeMate has attempted to import QuickBooks accounts, the QuickBooks - Application with No Certificate window opens. If you previously imported QuickBooks accounts into OfficeMate, go to step 6.

   3. Select the Yes, whenever this QuickBooks company file is open radio button.
   4. Click Continue.

      The Confirm to Proceed Window opens to confirm that you want to allow OfficeMate to access the QuickBooks company accounts.

   5. Click Yes.

      The Access Confirmation window opens to display the access settings.

   6. Click Done.
6. From the General Ledger Interface Transaction Components check boxes, select the check boxes that correspond to the information you want to export from OfficeMate. to your accounting system.
7. Click OK when you are finished.

   OR

   Continue setting up general ledger accounts. For information about setting up general ledger accounts, go to Setting Up the General Ledger Interface or Setting Up the General Ledger Interface.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Click the Account Setup tab.
3. Select Rigid Account Number Structure from the Account Number Structure drop-down menu.

   You must select Rigid Account Number Structure if you are using MAS 90/MAS 200.

4. Complete the General Ledger Account Number Format.
   1. For each of the segments in your account numbers, select Alpha or Numeric from the drop-down menu
   2. Select the number of characters for the segment.
   3. If a segment of your account numbers is reserved for a location identifier, select the segment from the Segment for Location ID drop-down menu.

      For example, if the location number precedes the account number, select 1 from the Segment for Location ID drop-down menu. If the location number succeeds the account number, select 2.

      The location identifier segment must be set to the same number of characters entered in the G/L Location ID text box on the Location Maintenance window. The G/L Location ID may be any number of letters or numbers, but you must be consistent from location to location. For more information about entering the G/L Location ID, go to Maintaining Locations for OfficeMate.

      The Sample Account Number field is for display purposes only. The field updates to visually display the segment selections you have made.

   4. The default character that separates segments is a hyphen (-), but if your accounting system uses a different character, type that character in the Segment Separator Character text box.
5. Add, edit, or delete general ledger accounts as needed:
   1. To add an account, click New. Type the account number and account name. Tab out of the Account Name field when you are finished.
   2. To edit an account, select an account from the Current Accounts drop-down menu. Type your changes in the Account Number and Account Name fields. Tab out of the Account Name field when you are finished.
   3. To delete an account, select an account from the Current Accounts drop-down menu and click Delete. Tab out of the Account Name field when you are finished.

      Select the Sort by Name check box to list accounts by name rather than by number.

   Changes are automatically saved when you click New, select another account from the Current Accounts drop-down menu, or click to another tab.

6. Click OK when you are finished.

   OR

   Continue setting up system accounts. For information about setting up system accounts, go to Setting Up the General Ledger Interface.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Click the Account Setup tab.
3. Select a structure from the Account Number Structure drop-down menu:
   • Select Rigid Account Number Structure if your QuickBooks account numbers follow a standard length and format.
   • Select Free Form Account Numbers if your account numbers vary in length and format.
4. Click Import Accounts to import accounts from QuickBooks.

   The QuickBooks Chart of Accounts window opens.

5. Click Import.

   If any of your QuickBooks accounts are categorized as accounts receivable or accounts payable, the A/R and A/P Accounts Not Imported dialog box opens.

6. Click OK.
7. Click Close on the QuickBooks Chart of Accounts window.

   The accounts that you imported are listed in the Current Accounts drop-down menu.

   To sort the accounts by name rather than by account number, select the Sort by Name check box.

8. Click OK when you are finished.

   OR

   Continue by setting up system accounts. For information about setting up system accounts, go to Setting Up the General Ledger Interface.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Click the System Accounts tab.
3. For each system account, select a corresponding general ledger account from the drop-down menus. Refer to the following table for information about each account.

   This Account…	Represents…
   Patient Accounts Receivable	All money owed by patients. When a fee slip is created, the amount of the sale is debited to this account. When a payment is applied to a fee slip for the patient, the amount is credited to this account. When fee slip adjustments are made, the balance of this account is affected. The sum of all debits and credits posted to this account match the total increase or decrease in the patient’s balance.
   Sales Tax Invoiced	The total amount of tax charged on fee slips (regardless of whether that tax has been collected). QuickBooks users cannot use the Sales Tax Payable account. You must setup a new sales tax payable account with an Account Type of Other Current Liability.
   Finance and Late Charges	The total amount of all finance charges, late charges, and service charges assessed to patients. QuickBooks users must post Finance and Late Charges only from each location. Do not post late charges from OfficeMate Administration.
   Non-refundable Charges	The patient charges when a product is returned. For example, restocking fees, handling charges.
   Unapplied Patient Deposits	The total of all patient deposits collected that have not yet been applied to a specific fee slip balance. If a sale is made the entry is debited from the Unapplied Patient Deposits account. When the payment is made, the entry is credited to the Unapplied Patient Deposits accounts.

4. Click OK when you are finished.

   OR

   Continue by assigning general ledger accounts to financial groups. For more information about assigning general ledger accounts to financial groups, go to Setting Up the General Ledger Interface.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Click the Financial Groups tab.
3. Select a financial group from the Financial Report Group drop-down menu.

   If you want to assign general ledger accounts to inactive financial groups, select the Include Removed Groups check boxes.

4. Select a general ledger account from the drop-down menus for each account type in the Sales Accounts group.

   The drop-down menus that are highlighted in yellow are required.

   This Account…	Represents…
   Sales	The total of the selling price for each product sold. The account is credited for the sales amount of each product sold. If a discount account is not selected, the Sale is credited net of discounts.
   Returns	The total selling price for each product returned as a fee slip adjustment. The account is debited for the sales amount of the returned items. The return is debited net of discounts.
   Discounts	The total amount of discounts applied to sales items. The amount include package discounts, discounts and insurance discounts before and after allotments. The exported entry is a debit to the Discount account and a credit to the Gross Sales account. If the field is left blank, the entry is a credit to the Sales account, which is the gross amount less the discounts.

5. Select a general ledger account from the drop-down menus for each account type in the Inventory Accounts group.

   The drop-down menus that are highlighted in yellow are required.

   This Account…	Represents…
   Inventory	The total value of on-hand inventory for all products in the Financial Report group. This accounts gets debited whenever on-hand quantity gets increased (e.g., purchase order receipt) and credited whenever on-hand quantity is decreased (e.g., sold on a Fee Slip). This inventory amount will be based on the inventory valuation method specified in the G/L Setup tab. For more information about inventory valuation methods, go to Understanding Inventory Valuation Methods.
   Cost of Goods Sold	The value of the products sold based on the inventory valuation method and the items’ purchase cost (not selling price) of all products sold on fee slips. This account is debited whenever products are sold and credited on product returns.
   Inventory in Transit	The inventory value of items that are transferred from one location to another. If you are using QuickBooks with multiple companies, this account will never be zero.
   Inventory Adjustments	The change in inventory value when product adjustment transactions are posted. This account is credited by the inventory adjustment value for positive inventory adjustment transactions and debited for negative adjustments. This account number serves as a default adjustment account, but may be overridden by an adjustment account associated with the adjustment reason used on the transaction. Adjustment examples are inventory returned to vendors, items added to inventory, etc.
   Purchases	The cost value of all inventory received through purchase order or inventory adjustment receipt transactions. This account may be used for accounts payable or a purchases clearing. This account gets credited for the amount of the receipt. The entry is a debit to inventory and a credit to purchases.

6. Repeat steps 3–5 for each Financial Report Group.
7. Click OK when you are finished.

   OR

   Continue by assigning general ledger accounts to insurance carriers. For information about assigning general ledger accounts to insurance carriers, go to Setting Up the General Ledger Interface.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Click the Insurance tab.
3. Select Default Insurance Accounts from the Insurance drop-down menu to assign default general ledger accounts to all insurance carriers

   OR

   Select a specific insurance carrier from the Insurance drop-down menu to set a general ledger account that deviates from the default general ledger accounts.

4. Select a general ledger account from the drop-down menus for each account type in the Accounts group. Refer to the following table for information about each account.

   This Account…	Represents…
   Accounts Receivable	All amounts owed by all insurance companies except those specifically allocated to a different account. When a specific insurance carrier is selected and a general ledger account is selected, this account represents all money owed by the specified insurance carrier. When a fee slip is created, the amount of the sale charged to this insurance company is debited from this account. When fee slip adjustments are made, the balance of this account is affected. The sum of all debits and credits posted to this account match the total balance increase or decrease for this insurance company or all insurance companies if the account is set as the default.
   Write Offs	The total of all amounts written off.
   Unapplied Deposits	The total of all insurance deposits collected that have not yet been applied to specific insurance charges. Posting corrections also affect this account.
   Overpayments	The total of all insurance company overpayments that have not yet been applied.
   Chargebacks	The total of all chargebacks.

   The drop-down menus that are highlighted in yellow are required.

5. Repeat steps 3 and 4 for each insurance carrier if you are assigning different general ledger accounts for specific insurance carriers.
6. Click OK when you are finished.

   OR

   Continue by assigning general ledger accounts to insurance carriers. For information about assigning general ledger accounts to insurance carriers, go to Setting Up the General Ledger Interface.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Click the Transactions tab.
3. Select a transaction type from the Payment/Adjustment Type drop-down menu. Refer to the following table for information about each transaction type.

   This Transaction Type…	Represents…
   End of Day Variance Reasons	Overages and shortages of cash drawer reconciliation. Variances that are short are debited from this account and credited to the Cash Account specified on the System Accounts tab. The debits and credits are reversed for variances that are overages.
   Fee Slip Adjustment Types	User-defined Fee Slip Adjustment types.Fee slip balance reductions are debited from this account and credited to the Patient Account receivable Account specified on the System Accounts tab. Debits and credits are reversed for fee slip balance increases.
   Inventory Adjustment Reasons	Inventory adjustments. Transactions that reduce inventory are debited from the Inventory account specified on the Financial Groups tab and credited to this account. Debits and credits are reversed for transactions that increase inventory.
   Credit Card, Debit Card, and Other payment Types	Patient payment transactions. Payments are credited to the Patient Accounts Receivable account specified on the System Accounts tab and debited from this account.

4. Select the specific transaction from the Description drop-down menu.

   Select the Include Removed Descriptions check box to assign general ledger accounts to inactive transactions.

5. Select the general ledger account that you want to associate with the transaction that you selected in step 4 from the Payment/Adjustment Account drop-down menu.
6. Repeat steps 3–5 for each transaction type and each transaction.
7. Click OK when you are finished.

   OR

   Continue by verifying that your general ledger setup is complete. For information about verifying that your general ledger setup is complete, go to Setting Up the General Ledger Interface.

1. From the OfficeMate Administration main window, click Setup and select General Ledger Setup.
2. Click the Check List tab.

   The check list is a summary of areas of the General Ledger Interface that have been setup, items that still need to be setup, and items that have invalid accounts.

3. Review the items listed under G/L Setup Check List.
   • If the item appears with a green check mark, the item has been completed.
   • If the item appears with a red X, you must return to the item to complete the general ledger setup.
   • If an item appears with a yellow warning icon, the item uses an invalid account, and you must return to the item to select a valid account.

   To view a list of a general ledger setup parameters, run the General Ledger Setup Listing report. For information on running this report, go to General Ledger Setup Listing.

   If an account is listed as invalid, return to the appropriate General Ledger Setup tab. You may need to select the Include Removed Descriptions check box to see the invalid account. Return to the Check List tab to ensure the accounts are valid.

   If Financial Groups are missing in the Products and Services area, transactions will be exported using the default accounts.

4. Click OK when you are finished.