Buddy User’s Manual – Appendix A

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Buddy User’s Manual – Appendix A

Field Descriptions for Chart of Accounts Table

(Revised for Version 5)

 

The master chart of accounts used by the Buddy software is contained within table tblPLAccounts in the file C_Master.mdb.  This document describes the purpose of each field (ie. Column) in this table to aid in the addition of accounts to the chart.

 

Field Name Data Type Description
Dept Text(3) Department Code

The department code is a 3 character text field that identifies what department the account is part of.  This is the Buddy department number and may or may not be the same as the customer’s accounting system department code.

Account Text(20) Account Number

The account number is indexed and must be unique.

AcctName Text(50) Account Name
AcctType Text(1) R=Revenue, P=Payroll, T=Taxes, O=Other Expense, S=Statistical

Table A below details the special characteristics of each of these types.

Source Text(1) I=Imported Value, F=Fixed Formula, M=Manual Entry, R=Report Subtotal, A=Adjustable Formula

Table B below details the special characteristics of each of these Sources.

DecPlaces Integer Number of decimal places
Salary Yes/No Is it a salary account that can be hidden
Seq Integer Sequence Number when segments are displayed or printed.

The Sequence-Account Number is the primary index on the table.  Two accounts can have the same sequence number, but the Sequence-Account Number combination must be unique.

App Text(8) Name of source application when importing data

(account source “I” ONLY) Values include DREV, FBREV, and LABOR.  See Table D for other exceptions.

Parm1 Text(20) First parameter passed to App object when importing data

(account source “I” ONLY)

Parm2 Text(20) 2nd parameter passed to App object when importing data

(account source “I” ONLY)

Parm3 Text(20) 3rd parameter passed to App object when importing data

(account source “I” ONLY)

Parm4 Text(20) 4rd parameter passed to App object when importing data

(account source “I” ONLY)

Use Yes/No This field is set internally by the software.  If Yes, the account is used for the current hotel.  Otherwise, the account is not used but may be used at another hotel that uses the same chart of accounts.
AlwaysUse Yes/No This field specifies that the account is active for all hotels regardless of whether it has been used by the current hotel.
RevAcct Text(20) This specifies the account used when calculating the “Percent of Revenue”.  If left blank, the Gross Operating Revenue account is used.
PerFactor Text(12) This text specifies what factor is used when reporting POR, Per Cover or Per Available Room factors.  If left blank, Occupied Rooms (POR) is used.
PerAcct Text(20) If PerFactor is not blank, then PerAcct specifies the account that the factor is based on.
UseFormulaAlways Yes/No If YES, the formula specified in the formula field is always used to calculate the account value.  This overrides the default which is to sum monthly values for MTD, Quarterly and Annual Values.
Formula Memo A formula that overrides the automatically generated formula (in prior versions, this was stored in a separate table named StdFormulas)

 

Table A – Account Types

Type Code Characteristics
R Revenue
P Payroll
T Taxes and Benefits
O Other Expense
S Statistical

 

Table B – Account Sources

Source Description
I=Imported Value Account value imported from DREV or FBREV
F=Fixed Formula Standard formula is used; year specific; cannot be changed by user
A=Adjustable Formula Standard formula is used; year specific; can be changed by user
M=Manual Entry User defines calculate type and values
R=Report Subtotal Pre-defined formula; not changeable. Formula writing by Buddy using the Calculation Type Code defined in Table C.

 

Table C – Calculation Type Codes: Use these ‘Account Types’ when the ‘Account Source is “R”

Code Type How the formula is created
X Department Revenue Sum “R” accounts since last X, D, V or I
V Department Revenue Sum “R” accounts since last D, V or I (use to sum multiple X accounts)
D Department Revenue Sum all “R” accounts since last D or I (used for Department Net Revenue)
U Department Expenses Sum “PTO” Expenses since last U, Y, E, W or I
Y Department Expenses Sum “PTO” Expenses since last Y, E, W or I
W Department Expenses Sum “PTO” Expenses since last E, W or I
E Department Expenses Sum all “PTO1” accounts since last E or I (used for Dept Total Expense)
I General Sum Sum all the accounts above in the same dept
Q Department Profit  (all D’s) – (all E’s) + (all I’s) in the same dept
G Gross Operating Revenue  (Sum all the D’s since last I)
B Gross Operating Expense  (Sum all the E’s above) since last B
C Gross Operating Profit = G-B
H Special Purpose Sum above accounts with the same prefix (prefix size determined in Config).  These accounts can be hidden a report time.
J J  Net Profit Lines

= (Last J or C)

+ (all D’s & I’s since Last J or C)

– (E’s since last J or C)

A Special Purpose Sum all Stat accounts (“S”) in the current Dept
F Manual Formula Use F-R instead of S-R for manual dollar formulas
K,L,M,N,Z Not Used
1 Balance Sheet Accounts
2 Special Purpose Balance Sheet Account for Net Income

 

Table D – Special Use Codes

Field Code Function
App “MANUAL” All months are open to manual entries; even past months that are considered actual.
Parm2 “FORMULA” YTD, Quarterly and Annual Total always use the formula.
Parm2 “SUM” YTD, Quarterly and Annual Total always sum the monthly values even if there is a formula.
Parm2 “AVERAGE” YTD, Quarterly and Annual Total always a monthly average (i.e. sum the monthly values divided by the number of months).

 

Notes:

  • The Detailed P&L is a listing of accounts printed in the order defined by the Seq field.  When two accounts have the same Seq value, the account number determines the order.
  • The subtotals on the P&L are accounts.  The formula for the subtotal accounts (Account Source = “R”) is determined by Buddy automatically based on the Account Type Code and the definitions listed in Table C.
  • If a formula is needed for an account, but cannot be determined by one of the codes listed in Table C, a manual formula can be written and defined in the ‘Formula’ field.  Any formula in this field overrides formulas determined by the Buddy program.

 

Adding Accounts to Buddy

The common Chart of Accounts is stored in a file named C_Master.mdb.  This file can be opened with Microsoft Access (2003, 2007 or 2010).  The chart is stored in the database table named tblPLAccounts.  The fields of this table are defined at the beginning of this document.

To change the information for an existing account, click on tblPLAccounts in the list of tables and then click Open.

The accounts may be listed in any order, to see the order they appear on the P&L, click in the ‘Seq’ column and then click the A->Z button.  The ordering of accounts on the report is by Seq number first and then Account number if the Seq is the same for 2 accounts.

Click on the information you want to change and type in the correct information.  Keep in mind, however, that certain changes are not allowed.  For example, you cannot use the same account number twice.  Also, all the columns left of the ‘App’ column are required and cannot be left blank.

To add a new account, click on the >* button at the bottom of the table.  This will open a new line.  Be sure to use the Seq to put the new account in the correct placement within the chart.  Use the chart at the beginning of this Appendix as a guide to what to enter into each column (or “field”).

 

Updating the Property

To transfer your changes to the hotel’s database, increase the version number in tblDatabaseVersion in C_Master.mdb.  Then, close the file.  The next time you start Buddy, the system will compare the version of the hotel’s database to that of C_Master.mdb.  If C_Master.mdb is higher, the hotel’s database will be updated.

 

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