Special Use Accounts

A descriptive list of "Special Use" tags that can be tagged to specific accounts in the general ledger chart of accounts.

About Special Use tags

Special Use tags are tags that can be associated with accounts in the general ledger chart of accounts. They tell the ERP system that the accounts they are tagged to can be used for specific special purposes. Some features require entries to be posted to specific accounts in the general ledger and the system looks for these accounts by their special use tag. For example, an account may be tagged for a specific tax type and the system will know to record amounts of taxes to that account.

An account may have more than one tag allowing it to be used for more than one purposes. For example, the federal GST and HST taxes can both post to the same account provided the tags for both tax types are entered into that accounts special use field. 

Entering Special Use tags

Special use tags are entered in the Special Use column in the chart of accounts. To enter them select the row for the account you want in and then double-click to edit it. Now you can enter one or more tags (separated by a semicolon) directly into the Special Use field. Hit Enter when done or click the Save icon at the bottom of the chart of accounts to accept your changes.

Special Use tags must be entered exactly as expected or the ERP will not be able to find them.

Special Use Tags Listing

A/P - A/P is actually a sub-ledger and should be entered in the Linked S/L field rather than the Special Use field. It identifies the accounts payable control account.

A/R - A/R is actually a sub-ledger and should be entered in the Linked S/L field rather than the Special Use field. It identifies the accounts receivable control account.

Accrued agency pay - Used by the Agency Invoice and Agency Override Invoice systems to accrue daily agency pay and overrides. Pay is accrued to revenue and expense accounts by day, and then cleared when invoiced on the invoice date.

AFE - AFE is a sub-ledger account and should be entered in the Linked S/L field rather than the Special Use field. It identifies the AFE control account.

AGA - AGA is sub-ledger account and should be entered int he Linked S/L field rather than the Special Use field. The AGA subledger is used to track AGA amounts banked and withdrawn by agencies.

Agency Pay Expense - Used by the Agency Invoice system to post agency pay expenses (agency pay paid by TNI to agencies).

Agency Pay Revenue - Used by the Agency Invoice and Agency Override Invoice systems to post agency pay revenues (agency pay received by agencies from TNI). 

Bank - Used to identify bank accounts. Bank accounts are used by accounts payable and receivable systems to identify where payments are posted, and also by the Reconciliation feature to identify what accounts need reconciliations prepared. In addition, the "Bank" special use tag can clicked on to view/enter important specific information about bank accounts such as their transit and account numbers, overdraft limits and who signing officers on each account are. This information is used by various programs to control the amount of payments that can be made and who is authorized to approve payments.

BSI Charges - Used to identify the expense account that monthly BSI charges are expensed to. Ignite ERP can automatically post your BSI charges (including Ignite ERP monthly charges) when they are charged to your company's credit card or bank account.

Cash Loan - (not sure)

EPI - Identifies the account that Effective Printing cash-outs and payments are posted to.

ExchDiff - Identifies the account to post foreign exchange differences when dealing with multi-currency transactions. Amounts could be posted here when revaluing foreign denominated accounts to the current exchange rate, or to account for the differences in exchange rates between when accounts payable and accounts receivable invoices are recorded and subsequently paid.

GST payable - Used to identify the account where the tax called "GST" is posted to when recording GST charged on sales. Note that the special use for any tax collected is the abbreviation for that tax type followed by a space and then "payable". For example "GST payable", "HST payable", "BC-PST payable", etc.

HST payable - Used to identify the account where the tax called "HST" is posted to when recording HST charged on sales. Note that the special use for any tax collected is the abbreviation for that tax type followed by a space and then "payable". For example "GST payable", "HST payable", "BC-PST payable", etc.

GST paid - Used to identify the account where the tax called "GST" is posted to when recording GST paid on purchases. Some types of taxes are eligible for input tax credits and if so setting up a Special Use account for that tax will cause the system to pull the tax amount out of the cost of the purchase and debit it to the tagged account. If the system cannot find a tagged account for tax types any amounts of those taxes are debited to the regular account(s) purchases are expensed to. Note that the special use for any tax paid is the abbreviation for that tax type followed by a space and then "paid".

HST paid - Used to identify the account where the tax called "HST" is posted to when recording HST paid on purchases. Some types of taxes are eligible for input tax credits and if so setting up a Special Use account for that tax will cause the system to pull the tax amount out of the cost of the purchase and debit it to the tagged account. If the system cannot find a tagged account for tax types any amounts of those taxes are debited to the regular account(s) purchases are expensed to. Note that the special use for any tax paid is the abbreviation for that tax type followed by a space and then "paid".

MDFR-Cash Loan - Used by the Agency Invoice and Agency Override Invoice systems to allocate credits for agency loan payments deducted from reps paycheques.

MDFR-Flight - Used by the Agency Invoice and Agency Override Invoice systems to allocate credits for flights and transportation charges deducted from reps paycheques.

MDFR-gas/transportation - Used by the Agency Invoice and Agency Override Invoice systems to allocate credits for money deducted from reps paycheques for gas and transportation deductions.

MDFR-Program Material - Used by the Agency Invoice and Agency Override Invoice systems to allocate credits for program material charges deducted from reps paycheques.

MDFR-Rent-a-car - Used by the Agency Invoice and Agency Override Invoice systems to allocate credits for agency rental car fees deducted from reps paycheques.

MDFR-traffic violation - Used by the Agency Invoice and Agency Override Invoice systems to allocate credits for traffic fines deducted from reps paycheques.

Override Expense - Used by the Agency Override Invoice system to post agency pay overrides paid by TNI to agencies.

Payments only - Used by the AFE system to identify the account(s) used to record uploaded credit card transactions to. Each credit card type typically has its own general ledger account. When used by the AFE system "AFE" should also be indicated in the Linked S/L column because the "Payments only" tag used without a S/L or with other S/L entries may be used by other systems instead.

PST payable - Used to identify the account where the tax called "PST" is posted to when recording PST charged on sales. Note that the special use for any tax collected is the abbreviation for that tax type followed by a space and then "payable". For example "GST payable", "HST payable", "BC-PST payable", etc.

PurchDisc - Used by the accounts payable system to record purchase discounts taken when paying invoices.

Retained Earnings - Used by the system to identify the retained earnings account for posting the year-end closing entry(ies).

Rep Wage - This is used to lookup the account where wage chargebacks from Questionable Reps are posted to. In the Agency Invoice the invoice deductions for wage chargebacks are posted to TNI 59100 Wages - Reps that has Rep Wage special use whereas in case of agencies such as DCF, they are posted to 67820 Rep wage chargebacks.

Revenue - (no use)

Shipping - Used to record shipping/freight revenue charged on sales invoices (A/R invoices).