Accounts

The Accounts activity in PAR OPS is crucial for managing the financial and reporting structure of all units within the database. While these accounts serve as the chart of accounts for accounting purposes, they also play a vital role in consolidating information for comprehensive reporting. This consolidation enables detailed analysis and informed decision-making across various departments. Maintained by the Systems Administrator, this structured approach ensures that financial data is accurately organized and readily available for thorough analysis and strategic planning.

How do I add an Account?

1. Go to Accounts
2. Select Add New Account
   • *Enter Account Name - the name shown on reporting
   • Enter Account - the account number to be exported to your accounting system
   • Enter Sub Account - the sub account number to be exported to your accounting system
   • Select Meta-Account - the group this account will be assigned based on reporting, permissions and/or calculations
   • Select Asset Account - used only if the account is assigned to a Meta-Account  with Inventory permissions
   • Select Tracking Account - used as a comparison basis in Cost of Goods reporting
   • Select Display -  select either Amount, Money, Percent, Average based on how this account should be displayed in reporting
   • Select Mode
     • Regular - select for all accounts that are not calculated or discarded
     • Calculated - select if a calculation will be created to post to this account
     • Discard - select if values posted to this account will not be seen on any reporting or exports
   • The Custom Reporting ID will populate with the same value entered as Account Name and used for report customizations
3. Select Save

How do I modify an Account?

1. Go to Accounts
2. Navigate to the account to be modified
3. Enter the modification
4. Select Save

How do I delete an Account?

Accounts that should no longer be selected in reporting or for new configuration should be marked as Visible = No.

1. Go to Accounts
2. Navigate to the account row
3. Navigate to the Visible column and change the toggle to -
4. Select Save

How do I add a Meta-Account?

1. Go to Accounts
2. Select the Meta-Accounts tab
3. Select Add New Meta-Account
4. A blank row will populate at the bottom of the form
5. Enter Meta-Account name - the name shown for selection in reporting, calculations and account assignment
6. Select the necessary permissions the accounts assigned to this Meta-Account should have
7. Select Save

How do I modify a Meta-Account?

1. Go to Accounts
2. Select the Meta-Accounts tab
3. Navigate to the Meta-Account to be modified
4. Enter the modification
5. Select Save

How do I delete a Meta-Account?

Meta-Accounts that have 0 Members can be deleted.

1. Go to Accounts
2. Select the Meta-Accounts tab
3. Navigate to the Meta-Account to be deleted
4. Select the trash can icon
5. Select Save

How do I add a DBS Format Group?

1. Go to Accounts
2. Select the DBS Format Groups tab
3. Select Add New DBS Format Group
4. A blank row will populate at the bottom of the form
5. Enter Format Description name - the name shown for selection in reporting, calculations and format assignment
6. Select Save
7. Select the > chevron on the row.
8. Select Add New Line
9. Enter Section
10. Select the Meta-Account or theAccount
11. Select Save

How do I modify a DBS Format Group?

1. Go to Accounts
2. Select the DBS Format Groups tab
3. Navigate to the DBS Format Group to be modified
4. Enter the modification
5. Select Save

How do I delete a DBS Format Group?

1. Go to Accounts
2. Select the DBS Format Groups tab
3. Navigate to the DBS Format Group to be deleted
4. Select the trash can icon
5. Select Save

What is Available to View and Edit in the Account Mapping Tab?

Account mapping enables above-store users and administrators to link a configured PAR OPS account with a store-level identifier (like an individual account number or code) required for export by the store’s accounting software. This feature is available in both the Restaurants and Accounts activities.

Explanation of Columns:

• Store: The name of the location.
• Store Number: Auto-generated based on the store selected.
• Mapped Account: The identifying code for the individual location, as configured in your accounting system for export.
• Start Date: The date that account mapping becomes active. Any exports from this date forward will use the mapped account rather than the DC Account.
• Visible: Toggle to the ‘On’ position to make the selected mapped account available for use.
  • If toggled to the ‘Off’ position, exports will use any enabled mapped account configuration with a prior start date. If no prior configuration is available, exports will use the Default configuration.
• Mapped Account Description: Include any alternate description for the DC Account that should be used as part of your export (such as a different account name.)
• Transaction identifier: Additional configuration that may be needed to export to your accounting system.
• Default Memo: Additional configuration that may be needed to export to your accounting system.

How Do I Manually Add a Mapped Account?

Mapped accounts can be added by above-store users or administrators in the Accounts or Restaurants activity.

1. Go to the Accounts activity.
2. Select the Chevron > next to the desired account.
3. Select theAccount Mapping tab.
4. Select +Add Account Mapping.
5. Select a Store. The Store Number will auto-populate based on your selection.
6. Enter the Mapped Account identifier.
7. Optional:
   • Adjust the Start Date.
   • Choose whether the account is Visible.
   • Enter aTransaction Identifier.
   • Enter a Description for the Mapped Account.
   • Enter a Default Memo.
8. Select Save.

How Do I Modify a Mapped Account?

1. Go to the Accounts activity.
2. Select the Chevron > next to the desired account.
3. Select the Account Mapping tab.
4. Make any necessary changes to the mapped account.
5. Select Save.

How Do I Delete a Mapped Account?

1. Go to the Accounts activity.
2. Select the Chevron > next to the desired account.
3. Select the Account Mapping tab.
4. Select the Trash Can icon next to the mapped account you’d like to delete.
5. Select Save.

FAQ

Who cares about accounts?

Managers, accountants, and financial analysts care about accounts to ensure accurate financial tracking and reporting across all units in the enterprise.

What is the goal of accounts?

The goal of accounts is to provide a structured chart of accounts that serves as the basis for creating calculations and Key Performance Indicators (KPIs) essential for reporting and profit and loss reviews.

Where can this information be viewed?

Multiple activities throughout PAR OPS use accounts to post configured information from the POS or calculations and post to formats for reporting and export.  Additionally, accounts are used in both reporting parameters and output.

What other reports or activities are impacted by an entry in accounts?

Activities that rely on account assignment to post values and reports that populate with PAR OPS account names and amounts.

What is a Meta-Account?

A Meta Account is used to group accounts with similar permissions. By setting permissions for a Meta Account, these permissions are applied to all linked accounts. This grouping is based on reporting, permissions, and/or calculations, ensuring consistent and efficient management across the entire set of accounts.

What is a DBS Format Group?

A DBS Format Group is used to group accounts for reporting purposes. Once created, the group can be applied to any report with the Reporting Group parameter. This ensures that the report includes only the accounts assigned to the selected Reporting Group, streamlining the reporting process.

What is a Reporting Group?

A Reporting Group is a DBS Format Group created in the Accounts activity.  It is used to group accounts for reporting purposes. Once created, the group can be applied to any report with the Reporting Group parameter. This ensures that the report includes only the accounts assigned to the selected Reporting Group, streamlining the reporting process.

How do I update a mapped account but maintain historical account data?

If you want to retain historical data when making a change to the account identifier or Start Date (such as for a planned account migration or process change), it’s recommended to add a new line when updating the mapped account, then disable the old one by toggling the Visible column to off.