PS: Customize Accounts Interface & Settings Glossary

Purpose & Location The Customize Accounts screen allows administrators to configure General Ledger (GL) accounts for property-specific forecasting and budgeting. Users can modify GL descriptions, manage active statuses, and configure driver or day-by-day settings.

 

This interface is located by navigating to Site Menu > Admin > Customize Accounts. Access requires administrative rights.

 

The Data: Navigation & Filters

Use the Options menu to filter the GL accounts displayed on the screen.

Filter	Definition
Department	Navigates to different departments within the hotel.
Department Type	Filters GL accounts based on category (e.g., revenue, labor, expenses, reference accounts).
Account Filter	Filters GL accounts by their status (active, inactive, or any status).
Frozen Header	Toggles whether the screen displays with a frozen header during scrolling.
Show Last Modified	Displays or hides the "last modified date/time" and "last modified user" columns.

The Data: Account Status & Modifiers

These columns control how individual GL accounts are labeled and whether they can be interacted with in the system.

Column	Definition
Custom Name	A localized alias for the master Chart of Accounts (COA) name (e.g., renaming "Breakfast Outlet 1" to "BISTRO BREAKFAST").
Is Active?	Controls overall visibility. If unchecked, the GL is hidden from all reports, screens, and cannot be modified.
Can Budget?	If unchecked, the line still displays, but users cannot modify it within the budget screen.
Can Forecast?	If unchecked, the line still displays, but users cannot modify it within the forecasting screens.

The Data: Mass Action Links

These buttons perform bulk actions for all accounts within the currently selected department.

Action Link	Function
All Active	Marks every account in the department as "Active".
All Not Active	Marks every account as "Not Active," hiding them across all reports and screens.
All Can Budget	Allows all active accounts in the department to be modified in the Budget module.
All Cannot Budget	Prevents any account in the department from being modified in the Budget module.
All Can Forecast	Allows all active accounts in the department to be modified in the Forecast module.
All Cannot Forecast	Prevents any account in the department from being modified in the Forecast module.

The Data: Advanced Settings

Clicking the Edit (Pencil) icon under the Settings section provides the following configuration choices for a specific GL line.

Setting	Function
Use as Driver	Activates the GL line as a driver, making it an available metric for other GL lines to use in forecasting and budgeting.
Edit by Day	Allows the line item to be forecasted and budgeted on a day-by-day basis. If unchecked, users can only enter a monthly number.
Edit by Plan Schedule	Activates the GL to be forecasted and budgeted using a Plan Schedule, allowing users to enter yearly expenses with line-by-line detail.
Use Multiple Drivers	Allows multiple lines to drive a single GL account.

System Limits & Constraints

• Historical Data Rule: Never deactivate an account that has historical data. Doing so will cause report totals to fall out of balance. If a line will no longer be used, uncheck the Can Budget and Can Forecast boxes instead of deactivating it.
• Custom Name Formatting: All Custom Names must be entered in ALL CAPITAL LETTERS.
• Custom Account Numbers: Setting up a hotel with a custom account number requires assistance from ProfitSword support.
• Edit by Day Restrictions: Enabling "Edit by Day" does not restrict the month screens from being used. To force users to enter forecasts/budgets exclusively on day-by-day screens, ProfitSword support must configure this in the system options.
• Multiple Drivers Setup: The "Use Multiple Drivers" setting requires a support ticket. ProfitSword must configure the backend logic before users can successfully assign this setting to drivers and GL accounts.