AC Training Book - 2019.08.07

Cover
Accounting Core
Training Documents
1715 N. Brown Road Bldg. A

Suite 200
Lawrenceville, GA 30043
www.M3as.com
During Implementation of the Accounting Core software, it is our desire to help you with the
transition.
Please send all questions during the time to the following email address and someone from our
training team will get back with you as soon as possible:
Training@m3as.com
Please include your Management Company Name in the Subject Line.
Or you may reach out to techsupport at https://help.m3as.com
Thanks, Training Department.
M3 | Enterprising Hospitality 1715 N. Brown Road, Bldg. A, Suite 200, Lawrenceville, GA 30043 www.M3as.com 2
Table of Contents
COVER ..................................................................................................................................................... 1
TABLE OF CONTENTS............................................................................................................................ 3
TASKS TO COMPLETE AFTER TRAINING ............................................................................................ 5
FUNCTIONS OF A SYSTEM ADMINISTRATOR..................................................................................... 7
IMPORTANT SYSTEM ADMIN REMINDERS ......................................................................................... 8
Requesting New Users ......................................................................................................................................... 8
System Administrators Email Notifications............................................................................................................ 8
Adding or Changing System Administrators ......................................................................................................... 8
ACCOUNTING CORE OVERVIEW .......................................................................................................... 9

The Different Levels of Accounting Core .............................................................................................................. 9
Module Level Access .......................................................................................................................................... 10
SETTING UP NEW COMPANIES/PROPERTIES ..................................................................................11

DAILY REPORT .....................................................................................................................................14
Daily Report Rollover Flow Chart ........................................................................................................................ 14
Steps to Enter Historical Data for Your Daily Report .......................................................................................... 15
Daily Report Correction Guidelines ..................................................................................................................... 19
ACCOUNTING CORE CHART OF ACCOUNTS FLOW ........................................................................22

ACCOUNTING CORE CHART OF ACCOUNTS MODIFICATIONS......................................................23
Adding a New Account Number .......................................................................................................................... 23
Deleting an Account Number (from ALL Companies/Properties) ........................................................................ 31
Changing an Account Name (for ALL Companies/Properties) ............................................................................ 34
Changing an Account Name (for SOME Comp/Prop, but not ALL Comp/Prop) .................................................. 36
FINANCIAL DESIGNER – ROW EDITING/ROW FILTER/ROW ATTRIBUTES ....................................43

Row Editing......................................................................................................................................................... 43
Row Filter............................................................................................................................................................ 44
Row Attributes .................................................................................................................................................... 44
FINANCIAL DESIGNER – COLUMN EDITING/COLUMN ATTRIBUTES .............................................46

Column Editing ................................................................................................................................................... 46
Column Attributes ............................................................................................................................................... 46
FINANCIAL DESIGNER – REPORT ATTRIBUTES ..............................................................................48

Report Attributes ................................................................................................................................................. 48
FINANCIAL DESIGNER – HEADERS & FOOTERS/RULES/ASSIGNED .............................................49

Headers & Footers .............................................................................................................................................. 49
Rules................................................................................................................................................................... 49
Assigning Financial Reports ............................................................................................................................... 49
ACCOUNTS PAYABLE ..........................................................................................................................51

Entering a New Vendor in Accounts Payable ..................................................................................................... 51
Entering a New Invoice in Accounts Payable ...................................................................................................... 52
DOCUMENT IMAGING ..........................................................................................................................53

Quick Reference Guide....................................................................................................................................... 53
Compatible Scanners.......................................................................................................................................... 54
Moving or Deleting an Image .............................................................................................................................. 54
Viewing Images .................................................................................................................................................. 54
CASH MANAGEMENT ...........................................................................................................................55

Cash Management Overview.............................................................................................................................. 55
Cash Management Register ............................................................................................................................... 55
Cash Management Implementation .................................................................................................................... 61
Cash Management Reconciliation ...................................................................................................................... 67
GENERAL LEDGER ...............................................................................................................................69

Journal Entry Types ............................................................................................................................................ 69
Year End Entries ................................................................................................................................................. 70
IMPORT/EXPORT UTILITY....................................................................................................................72
Import/Export Types Available ............................................................................................................................ 72
BUDGET .................................................................................................................................................76
Budget Importing Tips ......................................................................................................................................... 76
Mapping P&L Budget to the Daily Report Budget ............................................................................................... 79
USER MANAGER ...................................................................................................................................81

User Manager Instructions .................................................................................................................................. 81
HELP PORTAL .......................................................................................................................................90

SUPPORT POLICY & COVERAGE .......................................................................................................96
Version 2019.05.31
Tasks to Complete After Training
Following is an outline of tasks to complete after attending the Setup and Training session. We will
cover details of how to accomplish these tasks in class.
 You will need to load Citrix for users needing to access Accounting Core. Once the Citrix client
is loaded, you will be able to access Accounting Core from your computer. You will also need
to add the necessary files to the C drive to import and export reports out of the system, for all
users.
 You will need to input the Daily Report historical data. This will need to be input as far back as
you would like to see historical data in your PTD and YTD columns. This will need to be
entered on a daily basis if you want to see data on a day to day basis. You may enter it
monthly if you only need to see monthly totals. Please remember to go Maintenance – Daily
Report Input – Persistent Values and calculate rooms sold once all history has been
loaded.
 The day prior to going live, you will need to enter all ledger beginning balances from your PMS
system, under Maintenance – Daily Report – Input – Persistent Values tab. Beginning
balances will be entered as the day before your go live date.
 If using PMS importing, you must have the location(s) set up to receive the data and it will
need to be mapped from the PMS system to your daily report. A member of our support team
will contact you with instructions to start the PMS integration.
 You will want to enter Prior Year balances (all balances for all accounts including assets,
liabilities, equity, income and expense accounts) in the GL module. You will enter YTD ending
balances as of the beginning month (i.e. 01/31/2016) as the first Journal Entry. Then you will
post each month’s Net Change until current. This will involve creating recurring JE’s for each
month. You may elect instead to import the journal entries. To do this, you can download an
excel spreadsheet template to import the entries for each month. After training, you can select
which method you would prefer to use.
 You may want to create additional financial statements (or variations of your financial
statement). You will be able to copy an existing template and modify it to create different
reports.
 After the P&L’s are finalized, you will need to setup P&L budgets for each property. On the
property level, go to Maintenance – Budget Setup – and choose your budget template and
open year. You will need to enter budget numbers for each budget year in Modules – Budget
– Input. You may select to use the import template to import your figures through the Budget
module import or through the Import/Export Utility module.
 If you would like a budget column on your Daily Report, you will need to enter a Daily Report
budget. You can link the Daily Report budget to the P&L budget by picking the ‘From P&L’
type under Modules – Daily Report – Daily Report Budget.
 You will need to set up all vendors in Accounting Core. You may enter vendors on one
property and copy them to other properties. You can then modify them if necessary to change
remit-to addresses, etc. You may also elect to import your vendor list into Accounting Core.
You will be able to download an excel spreadsheet template for this process. You may select
either method after training, depending on what you feel suits your needs best. You may also
elect to create Enterprise Level vendors and assign them to the locations who will use those
vendors.
 You will enter any outstanding invoices that are previously POSTED BUT NOT PAID in your
previous accounting system as of your live date. This will allow you to cut checks for the
invoices. These invoices will need to be coded to the Accounts Payable Trade chart of
accounts and entered with an accounting period date with the last day of the month prior to
your go live date. There will be no historical data in the Accounts Payable system.
 You will need to ensure your check layout is formatted in Accounting Core for check printing
and your printers are set up. Document Imaging will be activated in all of your properties that
you have initially set up on the system. If you would like to implement Document Imaging on any
new properties added later, you may submit a case stating the date you would like to start using
Document Imaging.
 In the Cash Management module, you will need to make deposit in transit entries, outstanding
check entries and a beginning bank balance entry from the last bank statement. These entries
will be entered with no debits and credits as the balances will already be reflected in the GL.
For additional instructions, please refer to the Cash Management Implementation handout.
 You may setup Departments, Categories, Groups and Items in the Inventory module. (You will
be able to import Inventory Items after setting up your Departments, Categories & Groups.)
You can refer to the instructions in the Accounting Core manual and watch the instructional
video.
 The system administrator will request new users and set up privileges for each user. They will
also train corporate office users and remote (hotel/restaurant) employees on any necessary
Accounting Core modules including daily report input, Accounts Payable, Cash Management
and Inventory. They will also need to teach all users how to submit cases at
https://help.m3as.com.
If at any time you need assistance with the above items, please do not hesitate to submit a
case online at https://help.m3as.com. We will be more than happy to guide you through this
process!
Functions of a System Administrator
• Design and create system default chart of accounts.
• Provide M3 with all necessary information to create a new customer database.
• Schedule and attend M3’s Train the Trainer class.
• Request new users/ remove users by submitting a case at https://help.m3as.com.
• Assign user privileges in each software program.
• Load Citrix on computers by following the link on your log in page.
• Maintain system chart of accounts.
• Design and maintain financial reports.
• Setup Companies/ Properties on system.
• Ensure check layout is formatted in Accounting Core for check printing.
• Train corporate office users.
• Train remote (hotel/ restaurant) employees including property controllers and/ or managers.
• Design and maintain property Daily Reports.
• Field questions from locations regarding system functions EXCLUDING technical issues such
as log in errors, printer setup, system errors.
• Assist property in trouble shooting report formats, formulas, and calculations.
• Assist property in trouble shooting accounting related issues such as balancing financial
reports, balancing the daily report, accounts payables balancing, general ledger balancing,
general ledger entries, accounts payable entries, how to print/ void checks, etc.
• Train ALL users to submit cases at https://help.m3as.com.
• Distribute any communication from M3 to appropriate persons within organization.
• Show Users within your organization appropriate manuals accessible under

Learning/Documentation at https://help.m3as.com.
Important System Admin Reminders
Requesting New Users
When requesting new users, the system administrator will need to do the following:
• Submit a case for new users.
• For Corporate Level users, in the case, state that it is a corporate level user and the user’s full
name
• For Property Level users, in the case, state the hotel name, city of the hotel, and role/title
(Example GM)
• M3 will create the username and password and email it to the system administrator.
• Before the user logs in for the first time, the system administrator will need to add the user to
User Manager and set up their privileges and access. Once the user logs in for the first time,
they will need to change the password.
• Remember: User Fees are not pro-rated so wait until they are needed before requesting.
System Administrators Email Notifications

M3 Notifications are emailed out to all System Administrators. It is the System Administrators
responsibility to keep all users informed of new updates, monthly maintenance, training, etc. as they
will not receive these notifications.
Adding or Changing System Administrators

• Submit a case for new/adding/changing System Administrator.
• Once the case is submitted, Tech Support will send a “System Admin” form to the current
System Admin or Owner to fill out with any changes.
• The form is to be filled out and submitted back to Tech Support for the changes to be in
effect.
• If this is not completed properly it could result in your company not receiving important
updates and notices regarding the system.
Accounting Core Overview
The Different Levels of Accounting Core
Enterprise
• Financial Wizard – Print reports for ALL

companies. Running of Consolidated Reports.
• Check Writer – Print checks for ALL companies.
• Accounts Payable – Enterprise level vendors.
• General Ledger – Creation/Posting of Journal

Entries and viewing General Ledger Reports for
ALL companies.
Company Property
Information entered at
Company level does not flow
down to the Property level
Information entered at Property

level does flow up to the
Company level; you will see
information at both levels
• Financial Wizard- print • Financial Wizard- print reports

reports for one Company assigned at the Property level
and Property for one property
• Check Writer-print checks • Check Writer-print checks for

for one Company and Property vendors only
Property
• Accounts Payable • Accounts Payable

• General Ledger • General Ledger
• Cash Management • Cash Management
• Inventory • Inventory
• Accounts Receivable • Accounts Receivable
Property level only:
• Daily Report Setup/Module

• Budget Setup/Module
• Forecast
Module Level Access
Enterprise Company Property
• Companies • Companies • Companies

• User Manager • User Manager • User Manager
• Financial Designer • Financial Designer • Financial Designer
• Chart of Accounts • Chart of Accounts • Chart of Accounts
• Check Writer Layout • Check Writer Layout • Check Writer Layout
• Use Tax • Use Tax • Use Tax
• Constants • Constants • Constants
• Lock Management • Lock Management • Lock Management
• Import/Export Utility • Import/Export Utility • Import/Export Utility
• Accounts Payable – • Accounts Payable 

• Accounts Payable  • Accounts Receivable 
Enterprise Vendors
• Accounts Receivable  • General Ledger
only
• General Ledger  •
• General Ledger Check Writer
• Check Writer  • Cash Management 
• Check Writer –
• Cash Management  • Financial Wizard
Consolidated check
run • Financial Wizard • ConTrack
• Financial Wizard – • ConTrack • Inventory Setup 
Consolidated • Inventory Setup  • Inventory 
financials • Inventory  • Form 1099
• Form 1099 • Export
 Items will not appear at the • Export • Import
Property level if entered at the • Import • Daily Report Setup**
Company level. • Daily Report**
• Budget Setup**
** Items must be used at the • Budget**
Property level. • Forecast**
The top section may be used at the any level inside of Accounting Core.
Underlined items in the bottom section are the level they are typically entered/used.
Setting up New Companies/Properties
Go to Maintenance → Companies, and the tree should be displayed → Click on the Enterprise level
and then select New Company → Insert ID number, Company name and address at the bottom of the
page → Then select SAVE. The system will then prompt you to create a Property at the same time.
Select Yes → enter the ID and the property name and address → enter the number of available
rooms, and the opening date → Place a check in the box for Primary Property → SAVE. The system
will then prompt you with a question about adding a suffix to the Income and Expense Accounts →
unless you are adding more than one property under the company; you want to select NO (If you
select Yes → the system will ask you for the 3 digit extension.) The following box will then populate.
• Select OK →the Advanced Setup Tab for the Company and Property Level will pop up
prompting you for the Corp TAX ID information
• Select the AP Tab → (If you select Ok without advancing to the AP tab, a validation warning
will pop up → Select Ok and the system will take you back to the AP Tab.) You will need to
enter the AP Trade Account in the top box (CR). Leave the Enterprise bank blank if you DO
NOT have an enterprise bank account
• Select the BANK Account tab → enter the banking information including that bank’s
corresponding GL cash Account #, type of checks used and indicate if the Property level
should be able to post to the account→ select Ok
• Allowing the property to post gives the property level access to post Manual checks in
Accounts Payable. If you do not use Manual checks you can select no.
• Select the Daily Report tab. →Enter your over/short account #’s with the cash account offset,
select the bank account you wish to have roll over to cash management (usually the one with
the most transactions if you have more than one cash account) & Daily Report start date, also
be sure to check the box if you would like a daily JE created after each rollover→
o Only one bank account can be mapped to Cash Management. If you have more than
one bank account we recommend mapping the bank account with the most
transactions which is typically your credit cards.
• Select the Periods Tab →add the year and uncheck any periods that you would like to remain
closed. Add Previous Year as well if you are going to be adding History into the System.
• Select the Property Details Tab →add the hotel name, brand, location segment, market price
segment and physical address of the hotel. LEAVE THE TRANSFER DATA BOXES
UNCHECKED AT THE BOTTOM.
• Select Ok and it will SAVE automatically.
IMPORTANT!
You need to give access to the new companies and properties
Go to Maintenance → User Manager → Access Tab, select ALL Access → Edit and place a check
in the box next to the new company and property → SAVE. (For Individual Users, you will need to
add access to just this company or property as needed.)
You need to add the chart of accounts for the new company and property in Financial Designer
To add the accounts into Financial Designer → Go to Maintenance → Financial Designer → Setup →
select Edit → Add missing → Highlight the new company and property → then Ok. When
completed all new items should be in blue under the new company and property → SAVE.
Helpful Hints
If you will be entering Beginning Ledger Balances for the Daily Report, make sure the Hotel Opening
date is at least one day prior to the Daily Report Start Date.
If you need to change the Daily Report Start Date after saving, the system will not allow you to change
the date to a date within the same period. You can trick the system by changing the opening date
back to a previous period, then save. Then change the Daily Report Start Date to a prior period and
save. Then Edit and change to the correct date.
Daily Report
Daily Report Rollover Flow Chart
Example:
General Ledger
Two Journal Entries
Revenue Items
Non-Revenue Items
Tax Items
Ledger Items
Statistics Items
(Flows to GL)
Cash Management
Register
Cash Receipts
Credit Card
Receipts
Steps to Enter Historical Data for Your Daily Report
These instructions are based upon having your daily report setup and layout already created under Property
Level → Maintenance → Daily Report → Setup and then Layout.
There are two ways you get your Daily Report Historical Data into the system. Method one is direct entry into
the system and method two is importing the daily historical numbers using excel.
Method 1: Direct Entry
1. Double check your Property Opening Date to make sure it is as far back as you wish to input
history. To do this, go to Maintenance → Companies → Expanding your company tree by
clicking on the “ + “ Signs and choosing the desired property. While you are on that property,
you will see the “Opening Date”. The date you enter will be how far back the system will allow
you to enter data for your historial information. See the below figure:
2. Being on the Property Level for the desired location go to Maintenance → Daily Report → Daily
Report Input.
3. Under the “Historical Data” Tab is where you can begin entering your historical data.
4. There are a few ways a user can choose to enter the historical data: Day by Day amounts or
Monthly totals.
5. Day by Day entry:
a. While under the “Historical Data” tab, in the “Historic Data Entry” box, choose your
desired start date. For example, choose 1/1/14, see figure:
b. Click on “Edit” and begin entering your historical data in the desired fields. You will only
need to enter Revenue and Statistical data. You can advance to the following date by
clicking on “Next Day” at the top. Continue until all data is entered.
c. Once you have completed entering your historical data, click on “Save”
6. Monthly Entry:
a. While under the “Historical Data” tab, in the “Historic Data Entry” box, choose your
desired start date. The key to entering your historical information monthly is for each
month, the user should choose the first day of the month to enter the data rather than
the last day. This will assure the totals show for the entire month in your columns on
the Daily report. For example, choose 1/1/14, see figure:
b. Click on “Edit” and enter your historical data in the desired fields. You will only need to
input Revenue and Statistical data.
c. Once you have completed entering your historical data, click on “Save”
d. Continue entering monthly totals on the first day of each month until all historical data
is entered.
7. Once your historical data has been entered, click on the “Persistent Values” tab next to the
“Historical Data” tab.
8. In the “Recalculate Persistent Values” box, next to “Recalculate” choose Total Rooms Rented.
(This is the unique name that was giving on the daily report for total rooms rented. It may be
called Rooms Rented, Rooms Sold, Rooms Occupied, etc. in your system). Once Total Rooms
Rented is chosen, input the start date as the 1st day you input history for the property, leaving
the “Initial Value” at Zero. Then click on the “Calculate” button. This will calculate your total
rooms sold in your financial statements. See Figure below:
Note: Your historical data at this point will pull into your daily report if the daily report has YTD or Last
Year columns.
Method 2: Importing Daily Report Historical Data using Excel
The user also has the option to import the historical information into Accounting Core. Follow the following
steps to import:
1. Go to Modules → Import/Export Utility.

2. Under the “Import” tab → Next to the “Input Template:” choose “Daily Report Historical Data”
option → click on “Download Template”.
3. Once you choose “Download Template” a selection will pop up for the user to choose the
company and property to pull the template from and click “Download”. See Figure Below:
4. Once the template is downloaded, a message will pop up to tell you where your file was saved
on your computer. (Note: this will be the path that was set up under the Enterprise level Advance
Tab in General)
5. Find and open your excel template that was downloaded.
6. In your excel file, begin entering the dates in each column you desire to input historical
information for. Then in each column, next to the desired line item, enter the amount with no “
$ “ signs. (The rows/columns in the template are formatted correctly to allow data to import so
do not change.) Other Key Notes: You can only import up to 36 days at a time. Do not delete
columns out if they are not being used. In the columns that are not being used, leave the
column blank. If you put a zero then the zero will overwrite the data that is currently in the
system.
7. Once you have your information in the excel template, save your document in the path
designated for Import files on your computer.
8. Back in Accounting Core, go to Modules → Import/Export Utility.
9. Once again, under the “Import” tab → Next to the “Input Template:” choose “Daily Report
Historical Data” option → click on “Select File” button and choose the excel file that the daily
historical information was saved under → click “Import”
10. After the file is validated, a message will pop up to ask if you would like to import it to Production.
You can select OK. If the file is imported without errors, a message will populate and tell you
the import was successful. If there are errors in the file, the message will advise you of errors.
You can then go to the Advanced tab to view the errors and correct them in the file. After
correcting, save the file to your Import folder and follow the steps again to import the file.
11. Once your historical data has been entered, click on the “Persistent Values” tab next to the
“Historical Data” tab.
12. In the “Recalculate Persistent Values” box, next to “Recalculate” choose Total Rooms Rented.
(This is the unique name that was giving on the daily report for total rooms rented. It may be
called Rooms Rented, Rooms Sold, Rooms Occupied, etc. in your system). Once Total Rooms
Rented is chosen, input the start date as the 1st day you input history for the property, leaving
the “Initial Value” at Zero. Then click on the “Calculate” button. This will calculate your total
rooms sold in your financial statements. See Figure below:
Daily Report Correction Guidelines
There are two areas within Accounting Core to make corrections to daily report:
1. Correct the Daily Report History
To make corrections in the Daily Report History, go to Maintenance → Companies → Choose

the desired property → Maintenance → Daily Report → Daily Report Input → Historical Data
Tab → Choose the desired date (See Figure below)
Click Edit → And make your corrections. Please remember that you were in balance when
you rolled over so amounts should not be increasing/decreasing. You most likely keyed your
total in the wrong row. So for example, you keyed $81.75 to Transient – Government and it
should be Transient – Internet Rate. Once you make the changes (See Figure below), click
Save.
Remember when changing data in the Daily Report History, it does not affect the General
Ledger. You will still need to edit/enter correcting JE in the General Ledger module.
Note: Once you have fixed your history, go to Modules → Daily Report → Daily Report Input →
Choose the date you just fixed from the date drop-down calendar →click on “calculate” to make
sure the report is still in balance
2. Correct the General Ledger
To make corrections in the General Ledger → go to Maintenance → Companies → Choose

the desired property → Modules → General Ledger.
If your journal entry from the daily report has not been posted, click on the journal entry and
“Show Detail” (See Figure Below)
Click on Edit → Find the line item that needs to be changed → Key in the correct account
number or choose the ellipse box to select the correct account number (See Figure below).
Once the corrections have been made, click on save and now the entry is ready to be posted.
If your journal entry from the daily report has been posted, you will need to create a correcting
Journal Entry. Please see the following example.
Click on New → Choose the desired date → Enter a Description → and in the “Journal Entry
Details” section, code out the correcting journal entry (See Figure below).
Once the corrections have been made, click on save and now the entry is ready to be posted.
Notes:
If your entry needs changes done to Cash or Credit Card Items, you will need to make those
changes in the Cash Management Module. You would still need to make the changes in the
Daily Report History.
If your correction affects your ledger balances, you will need to update your persistent ledger
values. You would still need to make the changes in the Daily Report History and General
Ledger. To update your persistent values go to Maintenance – Daily Report –Daily Report
Input – Persistent Value Tab. In the drop-down box, pick the ledger that needs to be updated.
The Start Date will be the day that you just corrected. Type in the ENDING value for the
ledger and hit calculate.
Accounting Core Chart of Accounts Flow
1) MAINTENANCE – COMPANIES
• Chart of Accounts is imported into

Accounting Core at the Enterprise
level – 1 time only
• Chart is used for creation of NEW
Companies ONLY
Chart copied to each

new company
2) MODULES – GENERAL
LEDGER
• Each individual Company/

Property contains a chart of
accounts
• Individual changes DO NOT
affect the Default chart or Other
entity charts.
Each company chart loaded

to master setup
3) MAINTENANCE – FINANCIAL
DESIGNER SETUP
• Each individual Company/Property

chart is loaded into the master
Financial Designer Setup table.
• Setup MUST BE updated each time a
change is made to the General Ledger
Chart of Accounts.
• Changes here DO NOT automatically
update the Financial Designer Layout
reports. This must be done next!
Accounting Core Chart of Accounts Modifications
Adding a New Account Number
1. Add an Account to the Chart of Accounts
Maintenance →Companies → Enterprise level → Modules → General Ledger → Say

OK on the pop up box for open journal entries →Chart of Accts tab
Select New → Enter New Account number → Ok
Choose the Account Type (Asset/Liability/Equity/Income/Expense) → Enter the name of

the new account in the “Name” Box → Enter a description (optional) → Click on the Add
button → Check off the Add to Default COA box if this account should be added to the
default chart and future properties (if you forget to check the check box off please see step
number 3)
The system will automatically Select the COMPANY LEVEL if you are adding ASSET,
LIABILITY or EQUITY accounts or Select the PROPERTY LEVEL if you are adding
INCOME or EXPENSE accounts. You NEVER want to select both the Company and
Property as the system will try to add the same account twice for the same entity. The
example below is for an asset account. (uncheck companies that are not needed, ie
Management locations) → Click Ok
Verify that your new account populated within your list of accounts.
2. Click on File & Exit – do not use the X button on the Top Right hand corner of your window as
this does not refresh the database.
Log back into Accounting Core.
3. Verify the account added to the DEFAULT chart of accounts used for new companies.
(Optional)
Maintenance → Companies → select the Enterprise level → Edit → Advanced → GL Tab
***If you forgot to check off Add to Default COA box in Step 1 Scroll to the bottom of the list
and type the new account’s information (number, name, type) in the next available line. Press
OK, then SAVE.
4. Load the new accounts into the GLOBAL financial table.
Maintenance → Companies → Enterprise level → Maintenance → Financial Designer →

Setup
Select Edit → Add Missing → Choose the appropriate company/property combination (click
and drag, highlighting the locations in blue) → Leave the account range, defaults to the first
GL account to the last GL account → OK
Note: In the bottom left hand corner, you will see that the system is looking for new accounts
(figure 1) and when it is done, it says that new items are in blue (figure 2).
Figure 1
Figure 2
The new accounts will appear in blue throughout the list of accounts.
Verify your new accounts are appearing in the list of accounts and Click Save.
5. Add the new accounts to the GLOBAL financial report(s).
Enterprise level → Maintenance → Financial Designer → Layout
Select the desired report from the drop-down menus → Edit.
You may ‘filter’ the rows to sort by name or account number and choose which type of
accounts you wish to look at. To do this, next to “Mode” choose Row Filter → Click on Asset
(or the type of account that is to be added) → next to “Mode” choose Row Editing.
Within the report, click on the line you would like for the new account to fall under.
On the left, search for the desired account → Click on the new account from the list (and the
“I” should turn red) and use the > arrow to move the item into the report. Remember, you will
need to click on the row in the report that you want the item to go underneath. For example, if
you click on row #10, then the new item will be added as row #11.
Repeat this step until the new item(s) has been added to all applicable report templates →
Click Save. Note: Your budget input will update to include the new items once you have
added the items to the financial report(s).
6. Format new lines if necessary.
If you are using Percent columns, you will need to update the new items for the % calculation.
You may also need to do other formatting options such as changing the size, bolding, making
the value a whole number, or using ( ) or – signs in front of negative numbers.
To update the % column Right click on the % column heading and pick the % Calculation
option. Be sure to pick the % column closest to the left.
Click on the Edit Tab in the new pop up window → Check off the box for Show Unassigned
Rows Only. This will show only rows that do NOT have a % calculation. → Pick the new
row(s) that were added. → Under the To Be Divided By drop-down menu pick the row that the
new row needs to be divided by → Click Append → Click Ok
You can copy the new % calculations to the remaining % columns by right clicking on the next
% column heading → Click % Calculation → Click Copy… →Click Ok in the Select Percent
Column to Copy box → Click Ok → Do this for each % Column.
Deleting an Account Number (from ALL Companies/Properties)
1. Remove the accounts from the layout.
Maintenance → Financial Designer → Layout
Select the desired report from the drop-down menus → Edit.
Find the row within the report for the item you wish to delete →Use the < arrow to remove the
row from the report.
Repeat this step until all items that you want to delete are removed from the report → Save.
Note: You will need to do this for every report that the items are used in.
2. Delete the items from the financial table.
Maintenance → Financial Designer → Setup
Edit → Find the account name in the list and select the grey box next to the account. An
arrow will appear in the grey box and the entire row will be highlighted blue.
Once the entire row is highlighted, use the Delete key on your keyboard to delete this row (the
row will be removed from the financial designer table) → Save.
Note: If you have left out step #1, you will receive a message that says “You cannot delete this
account because it is in use.” Please delete from all report layouts in step 1 to proceed.
3. Delete the account from the General Ledger.
Maintenance →Companies → Enterprise level → Module → General Ledger → Click ok

on the pop up box for open journal entries → Chart of Accounts
Select the account from the list → choose Edit → select the first company/property at the
bottom to delete → Click Delete → in the pop up box “Confirm Delete”, click Delete →
Continue with other locations → Ok
If you are deleting from all locations, the final message will state “Prefix ###### has no
accounts and will be deleted, Continue?” → Click on Yes
Note: You will only be allowed to delete the account if it has never been used before. If the account
has been used, and shows ‘in use’, you will need to ‘edit’ the account and then mark it ‘inactive’ using
the check box.
4. Update the DEFAULT chart of accounts used for new companies.
Maintenance →Companies → select the Enterprise level → Edit → Advanced→ GL Tab
Scroll through the list and find the account you wish to delete → Highlight the entire row by
clicking in the grey box next to the account number. The whole row will highlight in blue.
Then press Delete on your keyboard → Press OK → SAVE.
Changing an Account Name (for ALL Companies/Properties)
1. Change the name of the account on the General Ledger.
Maintenance →Companies → Enterprise level → Module → General Ledger →Click ok

Select the account from the list and choose Edit → Type over the existing account name
Select the Apply To ellipse box and select the companies or properties by checking the bold
check mark.
Select OK at the bottom of the box → Then Ok again.
2. Update the DEFAULT chart of accounts used for new companies.
Scroll through the list and find the account you wish to edit and double click to highlight the
account NAME and type over the name with the new name EXACTLY as you typed it in steps
1.
Continue this process with any other name changes → Press OK → SAVE.
3. Change the name of the account in the financial table.
Edit → Find the old account name in the list of accounts and double click in the name field →
Type in the new account name exactly as you did on the General Ledger and Default Chart.
You must type it in exactly, or the changes will not update your financial report correctly.
Continue this process with any other name changes → click on any other line to update
current changes → SAVE.
Changing an Account Name (for SOME Comp/Prop, but not ALL Comp/Prop)
1. Change the name of the account on the General Ledger.
Maintenance →Companies → Enterprise level → Module → General Ledger → Click ok

Select the account from the list and choose Edit → Type over the existing account name
Select the Apply To ellipse box and select the companies or properties by checking the bold
check mark to apply the changes to. You may only choose one or two locations here.
Select OK at the bottom of the box → Then Ok again.
Because you are changing the name for some and not all accounts, you will now notice the GL
account will show in red. If you click on the ellipsis located next to the account’s name, it will
bring up a drop-down box and you will see the different names in the locations:
2. *** OPTIONAL *** Update the DEFAULT chart of accounts used for new companies.
Scroll through the list and find the account you wish to edit and double click to highlight the
account NAME and type over the name with the new name EXACTLY as you typed it in steps
1.
Continue this process with any other name changes → Press OK → SAVE
3. Click on File and Exit out of Accounting Core. Then log back in.
4. Change the name of the account in the financial table.
Edit → Find the GL code in the list of accounts
Scroll over to the GL code under the locations you made the name change for. Click on the
GL code and click the backspace button on your key board. Continue to do this for any other
location:
Continue this process with any other name changes → click on any other line to update
current changes → Click on Add Missing → Highlight all the locations (or just the location(s)
you made the name change for):
Click on OK
Note: In the bottom left hand corner, you will see that the system is looking for new accounts
(figure 1) and when it is done, it says that new items are in blue (figure 2).
Figure 1
Figure 2
The new accounts will appear in blue throughout the list of accounts. You will see the other
GL name as well, below or above the new blue account:
Verify your new accounts are appearing in the list of accounts and Click Save.
5. Add the new accounts to the GLOBAL financial report(s).
Enterprise level → Maintenance → Financial Designer → Layout
Select the report template from the drop-down menu → Edit.
You may ‘filter’ the rows to sort by name or account number and choose which type of
accounts you wish to look at. To do this, next to “Mode” choose Row Filter → Click on Asset
(or the type of account that is to be added) → next to “Mode” choose Row Editing.
Within the report, click on the line you would like for the new account name to fall under.
On the left, search for the desired account → Click on the new account name from the list (and
the “I” should turn red) and use the > arrow to move the item into the report. Remember, you
will need to click on the row in the report that you want the item to go underneath. For
example, if you click on row #5, then the new item will be added as row #6. Remember, if you
have different names for the same account #’s in different locations, you will need to have all
account descriptions in the reports as they will be used globally for all locations.
Repeat this step until the new item(s) has been added to all applicable report templates →
Click Save. Note: Your budget input will update to include the new items once you have
added the items to the financial report(s).
6. Format new line if necessary.
If you are using Percent columns, you will need to update the new items for the % calculation.
You may also need to do other formatting options such as changing the size, bolding, making
the value a whole number, or using ( ) or – signs in front of negative numbers.
To update the % column Right click on the % column heading and pick the % Calculation
option. Be sure to pick the % column closest to the left.
Click on the Edit Tab in the new pop up window → Check off the box for Show Unassigned
Rows Only. This will show only rows that do NOT have a % calculation. → Pick the new
row(s) that were added. → Under the To Be Divided By drop-down menu pick the row that
the new row needs to be divided by → Click Append → Click Ok
You can copy the new % calculations to the remaining % columns by right clicking on the
next % column heading → Click % Calculation → Click Copy… →Click Ok in the Select Percent
Column to Copy box → Click Ok → Do this for each % Column.
Financial Designer – Row Editing/Row Filter/Row Attributes
Row Editing
When selecting Row Editing from the available Mode menu, the screen displays the list of items to
create new rows or remove existing rows from the layout. Rows are added to the report using the >
or < to move highlighted items and >> or<< to move all items in the open group.
Shortcut: You may add several items to the report at one time. Highlight the first item, then press and
HOLD your shift key. Highlight the last item while holding the shift key and all items in between will be
highlighted. Use the > key to move into the report. You may also add individual items by using your
CTRL key while highlighting items.
Items: These are the available GL accounts grouped in a range to select. The items displayed are
based on the chart of accounts in the Financial Designer Setup table.
Totals: Total rows can be created as either Item Subtotal, Group Subtotal, or Grand Total to add items
together in a particular range. Item Subtotals can be included within a Group Subtotal to add items
within the range. Item Subtotals will add items above it starting with either the Group Start (see Row
Attributes) or the previous Item Subtotal.
Special: These rows are available for formatting purposes.

Text: Adds a free form text row to the report to insert titles or
descriptions.
Blank Line: Adds a space between one row and the next.
Page Break: This begins the next page and page numbering.
Formula: Allows the user to create any calculation needed
using the Formula Builder. (see below)
Separator: Will create a black line on the row across the page.
Fixed Text: Allows you to add text set up as a Constant in the
specified line.
Logo: Allows you to add a logo in the specific field.
Formula Builder: You will need to name the row in the top line. Choose from the Available Fields to
create the calculation. Items must be in the layout to appear. Either double click the item or use the
Insert Field option to add to the formula.
Formula Options:
Include in Totals: This value will be added to any Item or Group Subtotal where applicable.
Calculate before Consolidation: The value will calculate before it is combined in a consolidated
grouping or included in a total column.
Row Filter
When selecting Row Filter, you can reduce the list of accounts. You may filter on Account Types or by
specific locations by Property or Company. You can order the accounts by name or account number.
Row Attributes
Use Row Attributes to change the format of each row individually. Select the individual row or rows
from the layout and choose the appropriate attribute.
Font/Bold/Underline/Italicize
Format options are Column Format, Currency, Percent, Whole Number or Number. The options of
Currency, Percent and Number will display the number using 2 decimals. You may change the
individual row to use – or ( ) for negative values.
You may also Align Text and Data as left justify, center or right justify. You also have the ability to
Indent the item description, however, this will not indent the actual values in each column.
Treat As: Formulas and totals are not associated with an account type. Use the Treat As to associate
formulas and totals so that variance calculations will show the number in its intended form.
IMPORTANT TIP: If using Variance columns on your financial report, remember to associate each
Formula and Total that is calculating an Expense account as TREAT AS EXPENSE, otherwise your
variance calculations will be reversed.
Keys: This is used to assign keys to various rows in each report that is needed to map totals and
formulas used in Calculation % Forecasting. This allows you to setup a forecast input using items for
“Calc %” from one financial template while using other templates to generate reports.
Load As: Allows users to set each row individually as a beginning balance, ending balance or net
change. This is most useful when setting up a Cash Flow Statement.
Hidden: This will hide the row on the report so that is does not print.
Group Start: The Group Start will need to be established in order for the Subtotal rows to calculate
correctly.
Table of Contents: You can indicate your page titles to appear in the Table of Contents when viewing
the report in Financial Wizard.
Financial Designer – Column Editing/Column Attributes
Column Editing
When selecting Column Editing from the available Mode menu, you will have the options of PTD, YTD
and Special columns.
Please refer to the Accounting Core online manual for descriptions of each column type.
Helpful Tips:
% Column Calculation:
When you insert the % column, a % Calculation Box will open. The first line is the column header
which you may rename, such as PTD %. Go to the Edit Tab. The area on the left shows all of the
rows included in your report, including all Group Totals and Formulas. The area on the right is the
selection for the rows to be Divided By. The “Column” is the column that you are referencing for your
% column.
For instance, if you want your Room Market Segment Revenue to be a percent of Total Room
Revenue, highlight all of your Room Revenue rows and in the Divided By box select Total Room
Revenue. Then select Append.
Note: Only use Replace if you wish to remove any calculation already set for that item.
You will need to repeat this step until each Row is divided by the value.
Show Unassigned Rows Only – When selecting this option, it will only show those rows that have
not been defined as a percentage. Deselect the “Show Unassigned” to see all items in the list.
New Item added to a Financial Report: When you add new items to a report with % columns, you
will need to format those rows using the % calculation box. Do this by editing your report and right click
on the % column.
Unassign – To remove the % calculation that has already been defined, select that row from the Edit
list and choose “Unassign” from the “Divided By” box and click Append.
Copy % Columns: Once you have created one % column, you can Copy the format to another %
Column. When inserting the new % column, select Copy from the bottom left hand corner of the box.
Select the % column to copy from and click Edit, as you will need to change the “From Column” Value.
You may change the column Header if needed.
Column Attributes
Use Column Attributes to change the format of each Column. When choosing Column Attributes from
the Mode menu, you will have the option of a Header Tab and Body Tab.
Header Tab:
Caption: You may change the name of the header on the Column.
Font/Bold/Underline/Italicize (Header Only)
Align: You may Align Text as left justify, center or right justify.
Body Tab:
Font/Bold/Underline/Italicize (Body of report only)
Format options are Currency, Percent, Whole Number. Number or GL Number. The options of
Currency, Percent and Number will display the number using 2 decimals. You may change the
individual column to use – or ( ) for negative values.
Align: You may align Data as left justify, center or right justify.
Tip: For Repeat and Variable column types, you have the option to select Actual, Budget, Forecast or
Mixed Data. If you choose Mixed data, it will be determined at the Run Time of the report.
Financial Designer – Report Attributes
Report Attributes
Use Report Attributes to format all pages of the report. When choosing Report Attributes from the
Mode menu, you will have options to:
Orientation & Paper Size: You may change from Portrait or Landscape mode and select either Letter
or Legal paper size.
Margins: You may select between default, printer or custom settings. If you choose Custom, you may
change the left, right, top and bottom margins.
Shade Alternate Rows: Allows you to shade every other row in the report.
Watermark: Allows you to add a watermark to the report. Example would be “Internal Use Only” in a
gray shade across the report. The file must be set up as a Constant to select.
Financial Designer – Headers & Footers/Rules/Assigned
Headers & Footers
You may set up headers and footers to print on the financial reports. Click on the Headers & Footers
Tab to insert and format. You will have the option to select Report Header, Report Footer, Page
Header, Page Footer and Cover Page. The Report Headers & Footers only print on the first page of
the report. The Page Headers and Footers print on each page of the report.
You may select to have the Header or Footer align to the Right, Left or Center of the report. You have
many options to choose in the drop-down menu for your Header and Footer selections. For a
complete list and explanations please refer to the Accounting Core online manual. After selecting your
options, you may format the Font Size and Bold, Underline or Italicize for each line item.
Rules
You may set up Rules for your financial reports which will display when you run the report if the Rule
fails. Examples of Rules would be to show your Balance Sheet or Income Statement out of balance.
Assigning Financial Reports

You may Assign each report in the Financial Designer Layout to individual Properties and Companies.
Select Edit and then Assign under Functions. This will display a Company tree with a list of all
Companies & Properties. A user will only have access to run the reports Assigned to the Company
and/or Property that they have access to. For instance, if a user of Financial Wizard only has property
level access and you have assigned the Balance Sheet at the Company level only, they will not be
able to run that financial report.
Note: The Enterprise level will always have access to ALL financial reports, no matter which level
they are assigned at.
Tip: Finding Missing Items in the Financial Designer Layout
Remember, any new GL accounts will need to be added to the respective Financial Reports. To check
for missing GL accounts in reports, while in the layout, click EDIT/PRINT/LAYOUT. When it populates,
search for missing items listed at the end of the report.
Click on the Find Button (or Control + F). Type in the word “Unused” and then Find Next. This
will show you all accounts that are not in the layout of the report. Remember if you are in the Income
Statement, you will see Assets, Liabilities & Equity accounts and if you are in the Balance Sheet you
will see Income & Expense accounts. Check for any other accounts that may be missing from your
report.
You may also need to verify that all accounts are in the Financial Designer Setup table by going to
Maintenance/Financial Designer/Setup – then Edit and click on Add Missing.
Accounts Payable
Entering a New Vendor in Accounts Payable
It is important to decide which level you are using to access Accounts Payable. Vendors and
Invoices have a security that reads down. If you create a vendor or invoice at the Company
level, anyone logging in at the Property level will not be able to see that vendor. However, any
vendor or invoice created at the Property level can be seen at both the Property and Company
level.
On the Vendor tab, click on NEW.
The vendor # is optional. If using, you will have to establish your own numbering system.
Enter the Vendor Name and address as you want it to appear on the checks.
You may enter a default GL # for the vendor. When you create a new invoice for this vendor, the
default GL# will automatically fill in the first line of the GL input field. This can be changed or added to
when creating a new invoice.
Enter the Terms. Your due date will populate based on your selection.
Choices are - Invoice + (a # of days)
Day of the month
Day of the period
Enter a Description if you would like something to print on the stub of all checks for the vendor.
(usually an account #, etc.)
The payment type will default to Regular. You may select ACH in the drop-down box so each time a
new invoice is created, the payment method automatically changes to ACH.
You may check the Use Tax box so it will automatically accrue use tax for each line item in the invoice.
Go to the Contact tab to input the Vendor contact name, phone # and email address. This information
is for internal purposes only and for your reference.
You may enter a Legal name which will override the vendor name and will be the Pay to the Order of
on checks printed from the system. For example, vendors may be set up to pay an individual person.
You can set up the vendor name as Smith, John so that the last name is searchable text and use the
legal name field to enter John Smith which would print on the check.
You are required to enter the 1099 information. From the drop-down box, select the type of 1099 for
the vendor and input either a social security # or Tax ID #.
When completed, click SAVE.
Entering a New Invoice in Accounts Payable
Select the vendor from the Vendor tab or Current Vendor drop-down at the top of the screen. Go to
the Invoice tab. (make sure correct vendor is selected under current vendor at the top of the screen.
Click on New. Enter Invoice #. (required) If the invoice number has already been used it will appear in
red.
Enter the total amount of the invoice. You may enter a Purchase Order #, however, this field is not
required.
Enter the Accounting period date by typing it in or using the drop-down box. This will be the date the
invoice will be posted to. This date also determines when the invoice will be available to be paid, as
the check cannot be cut prior to this date.
Enter the Invoice date. The Due on Date will populate per the terms entered for the vendor. You may
type over the due date if you need to change it. The Due on Date determines when the check will be
printed in Check Writer.
You may enter information in the Description Box. This will print on the remittance portion of the
check.
Next is the Payment Method box. This will default to Regular if you have not selected ACH as the
payment type. If you select Manual you must select the bank account and enter the correct check #.
(the next check in sequence will populate automatically.) If you select the Manual Check option, once it
is saved the invoice will be posted and paid. If you select ACH as the option, it will be paid through
Check Writer as a regular invoice, however, a voucher will print instead of a check.
Next you will enter the account number to code the invoice with the associated dollar amount for each
GL account. The description field next to the account number is for internal purposes on your general
ledger and will not print on the check. You also have the option to select Use Tax to be accrued for
each line item on the invoice.
The system will allow you to enter a negative allocation for an invoice if you are inputting a credit
memo.
When complete, click Save.
Document Imaging
Quick Reference Guide
Available in the Accounts Payable and General Ledger Modules. You must be on the Invoice tab in
Accounts Payable to scan invoices and the Journal Entry or Recurring tab in General Ledger to scan
JE’s.
You have 4 options on the Attach Images function on the menu bar.
1 You can scan documents for the selected invoice or JE you have chosen.
2 You can scan documents for multiple invoices or JE’s by first going to reports and printing
out separator pages for each invoice or JE needed.
3 You can Browse pre-scanned documents for the selected invoice or JE from files saved
into the designated folder on your computer. Must be in TIFF or PDF format.
4 You can Browse pre-scanned documents for multiple invoices or JE’s by using the
separator pages and scanning all pages as one document and saving to the designated
folder on your computer. Must be in TIFF format only.
You have 3 options on the Search Images function on the menu bar in AP Module.
1 You can Search Images by many different criteria including date range, company/property,
reviewed/approved, text, vendor, user, Invoice # or type and amount.
2 You can do a quality review by searching by the above methods and checking the
Reviewed box. Click OK to Save.
3 You can do an image approval by searching by the above methods and checking the
Approved box. Click Ok to Save.
** In the General Ledger, only the first option of searching images is available. **
Compatible Scanners
To see the most update list of compatible scanners go to https://help.m3as.com/forums/technical-
forum/b516c448-286e-e611-9400-0003ff9562fa to see the latest approved scanners that are
compatible with Accounting Core.
Moving or Deleting an Image

Pull up an image by searching in one of the ways listed above. Select Delete below the image and
choose Yes to permanently delete the image. Pull up an image and select Move and search for the
invoice or JE to move it to. You will then need to highlight or double click on the invoice/JE to move it
to and select Move.
Viewing Images
In the AP module, you can click on the Icon on the invoice page or on the elliptical box under the
Images column to bring up the Document Viewer. In the General Ledger module, you can click on the
Icon on the Journal Entry or Recurring page or on the elliptical box under the Images column to view
images.
You can also drill down into any report in Accounting Core that is associated with an Accounts Payable
invoice or journal entry. Click on the Icon to bring up the Document Viewer.
Cash Management
Cash Management Overview
Cash Management is designed to record and reconcile bank transactions.
Reminder: Access Cash Management at the level that your bank account is set up (usually the
company level)
Cash Management Register
How to Use the Check Register:
Select the Bank Account from drop-down menu.
You may filter transactions by clicking on SHOW to see only checks, deposits, etc.
SHOW DETAILS – Will toggle into detail mode of transaction selected.
**Transactions will default to view for the current fiscal year. If you need to review previous
years, select the + or – button to view.**
Transaction Types:
Credit Card Deposit – (Normally input through the Daily Report)
Deposit – Allows you to record deposits not on the Daily Report. Need to be coded to the GL accounts
necessary.
Transfer – Allows you to record transfers from another company/property or within the same
company/property. Transfers can be coded as either deposits or withdrawals from the bank account
selected. Code to the appropriate GL accounts.
Withdrawal – Allows you to record transactions such as Bank Charges, Credit Card Commissions, etc.
that reduce cash in the bank. Code to appropriate GL accounts.
How to Enter a New Deposit or Withdrawal:
Pick the necessary bank account and click New – Deposit or New – Withdrawal.
Enter the following fields:
1. Sub Type – See how to customize below.

2. Date – Date the entry will post too.
3. Amount – Enter the amount of the deposit or withdrawal.
4. Description – description of the entry.
5. Debit and Credit – it must be a balanced entry in order to save. Withdrawals should credit
the bank account and deposits should debit the bank account.
6. Click Save.
How to Enter a Transfer between Banks on the SAME company/property:
Choose either of the two banks and click New – Transfer.
Make the following entry:
1. Sub Type – either Deposit or Withdrawal. This is based on the bank account on the top of
the screen.
2. Date – Date the cash amount transferred.
3. Amount – amount of transfer.
4. Description – description of the transfer, i.e. “Transfer to Operating 1/4/2017”.
5. Enter a debit and credit for the bank selected at the top of the screen in the From/To section.
If you chose Withdrawal in step 1 you will need to credit cash. If you chose Deposit in step 1
you will need to debit cash. The offset GL code will be a clearing account such as a
Transfer Clearing account.
6. In the Bank Account at the bottom of the screen, pick the opposite bank account. Upon
doing so, the bank account GL number will automatically update to the selected bank.
7. Enter a debit and credit for bank selected. If you chose Withdrawal in step 1 you will need to
debit cash. If you chose Deposit in step 1 you will need to credit cash. The offset GL code
will be a clearing account such as a Transfer Clearing account (the same account used
above).
Upon saving, the transaction will auto Post. You will see an entry on both bank accounts.
How to Enter a Transfer between Banks on two DIFFERENT company/properties:
Pick either of the bank accounts and click New – Transfer.
Make the following entry:
1. Sub Type – either Deposit or Withdrawal. This is based on the bank account on the top of
the screen.
2. Date – Date the cash amount transferred.
3. Amount – amount of transfer.
4. Description – description of the transfer, i.e. “Transfer to Property XYZ”.
5. Enter a debit and credit for bank selected at the top of the screen in the From/To section. If
you chose Withdrawal in step 1 you will need to credit cash. If you chose Deposit in step 1
you will need to debit cash. The offset GL account is usually a Due to/from account.
6. Pick the other Company/Property.
7. In the Bank Account at the bottom of the screen, pick the appropriate bank account on this
Company. Upon doing so the bank account GL number will automatically update to the
selected bank.
8. Enter a debit and credit for the bank selected at the bottom of the screen. If you chose
Withdrawal in step 1 you will need to debit cash. If you chose Deposit in step 1 you will need
to credit cash. The offset GL account is usually a Due to/from account.
Customizing Sub Type Descriptions:
You may customize the sub type descriptions for the drop-down menu for Deposits, Withdrawals and
Transfers. To do so, go to the Enterprise Level – Maintenance – Companies – Edit Button –
Advanced Button – Cash Management Tab. Select the appropriate Type and click Add to add new sub
types. Click OK and Save.
Print:
By using the Print function, you may print details of the transaction selected on the screen or a list of
all transactions.
Reports:
Average Daily Balance: Will show the Beginning Balance, Activity and Ending Balance for each day
selected.
Transaction Activity Report: Select the Date Range, Acct. # Range & Filter Options. Will only display
transactions recorded through the register.
Recording Credit Card Fees:
You may record credit card fees daily if they are deducted from each credit card deposit or you can
also record them monthly if they are deducted monthly.
Recording Daily:
Find the item in Cash Management Register and click Edit.
Modify the entry in the following way:
1. Change the total amount of the entry in the top grid. This is the value you will see to
reconcile.
2. Add two new lines to the journal entry. Add one line to credit cash and another to debit
credit card commissions.
3. Upon saving you may see the message below. This is just warning you that the top amount
($41,200.00 in this example) does not tie to the total debit and credit of the entry
($41,385.12 in this example). This is okay. Select Yes to continue.
Recording Monthly:
Monthly Credit Card Fees will be recorded as a New – Withdrawal. Select the correct Sub Type, enter
Amount and Description and code to the correct GL accounts #’s. Save the entry.
Post Entries: This will allow the user to select transaction(s) that will be posted to the General Ledger.
All transactions from the Daily Report will need to be posted after each rollover. Check transactions to
be posted and select the POST button.
Cash Management Implementation
Entering Ending Bank Statement Balance from prior month, Deposits in Transit and
Outstanding Checks
When starting the Cash Management Reconciliation process, you will need to enter your opening bank
balance (the ending bank balance from the prior month), outstanding checks, and deposits in transit.
Also remember, items entered in the Cash Management module will flow to the General Ledger
module but not vice versa. So, any entries to a Cash GL account, must be made in the Cash
Management module only.
Your GL cash account balances will be entered when you upload your trial balance history, so you
don’t want to record the amounts above with GL account coding as it would double the value in your
General Ledger. The Cash Management Register allows you to enter transactions without GL coding
for this purpose.
You will need your bank reconciliation from the prior month. To get started find the items listed below:
A) Ending bank statement balance
B) All deposits in transit
C) All outstanding checks
A. Entering the Opening Bank Balance (Ending Bank Statement Balance from the prior month)
in the Cash Management Register
Pick the appropriate bank account from the drop-down box.
Choose New – Deposit – to record your opening bank statement balance as of your Go Live date. This
will be your ending balance from the prior month.
For the bank statement balance, enter the following fields:
1. Sub Type: Choose Regular (or any other desired sub type).
2. Date: Enter the first day of the month for your beginning Bank Balance.
3. Amount: Enter the bank statement balance (balance from previous month’s statement)
4. Description: Type the deposit description, i.e. “Opening Bank Statement Balance”
5. Notes (Optional): Any additional information that you would like to record.
You will not record any amounts to GL codes for this entry since it will be reflected in your opening
balances entered from your Trial Balance (which are part of your GL History Journal Entries). The
system will automatically include a row in the transaction details section based on how the bank
account was setup. To delete this row, click in a cell then click on the box to the left of the name. The
whole row will be highlighted. Hit Delete on your keyboard.
Upon saving, you will get a Validation Warning indicating that you did not enter any ledger accounts.
This is correct. Please select YES.
B. Entering Deposits in Transit
Choose New – Deposit – to record a deposit in transit
You will need to enter each deposit individually from your prior month’s bank reconciliation.
For the deposits in transit, enter the following fields:
2. Date: Enter the date of the deposit.
3. Amount: Enter the deposit amount.
4. Description: Type the deposit description, i.e. “Deposit in Transit” and the date
5. Notes (Optional): Any additional information that you would like to record.
Upon saving, you will get a Validation Warning indicating that you did not enter any ledger accounts.
C. Entering Outstanding Checks (two options):
There are two ways to enter outstanding checks. Option 1 will allow the new outstanding checks
entered to be in your Outstanding Check Register. Option 2 is quicker but it will result in a negative
deposit and will not show in the Outstanding Check Report.
Option 1: Enter outstanding checks at the company level in the Accounts Payable module. This
will allow all outstanding checks to appear in the Outstanding Check Register Report in Cash
Management.
Select the appropriate vendor and select New on the invoice tab in Accounts Payable. The
form should be filled out using the following fields:
1. Invoice #: Enter “Outstanding Check” plus the check number that was used
2. Amount: Enter the check amount
3. Post Date: Enter the date the check was cut out of the prior system
4. Invoice Date: Enter the date the check was cut out of the prior system
5. Due On Date: Enter the date the check was cut out of the prior system
Note: All dates can be entered as the check date – This is the only date that
will show in Cash Management to clear the check.
6. Description (Optional): Enter any necessary descriptions
7. Payment Method: Change the payment method to Manual.
8. Bank Account: Pick the appropriate bank account.
9. Check No: Enter the check number. This should match the number in Step 1.
10. You will code this back to the bank account that it was cut out of making the
overall effect to your general ledger a wash. You would not expense it here
because the expense has already been accounted for in the trial balance
opening journal entries.
Upon saving, you will get a message saying that the due date is in the past. This is validation
messaging letting you know this invoice is due. Select Yes.
Manual checks will automatically post and pay and cannot be undone. Select Yes on the
message below.
Note: Expensing the invoice to the Cash Account will result in no change to your general ledger.
Option 2: Entering as a Withdrawal in Cash Management
Choose New – Withdrawal – to record each outstanding check
For outstanding checks, you will need to enter the following fields:
2. Date: Enter the check date
3. Amount: Enter the check amount
4. Description: Type the withdrawal description, i.e. “Outstanding Check #”
5. Notes: Any additional information that you would like to record.
Upon saving, you will get a validation warning indicated that you did not enter any ledger accounts.
Tip: Many users have cut a large amount of checks at the end of the month to close out their old
system which creates a lot of Outstanding Checks. For the checks you know have actually
cleared the bank, you could enter a total of them instead of individually. The purpose of inputting
them in system is to be able to clear them out, so if all have cleared you can do it as one total.
Any checks that have not cleared must be entered individually.
Tip: Items that are entered without General Ledger accounts do not need to be posted in the
register. Notice since these transactions do not have GL coding that the Show Detail button is
greyed out. When the Post button is selected these transactions without GL account coding do not
show in the list to be posted.
Cash Management Reconciliation
How to Create a Statement:
Select the Bank Account from the drop-down menu. Select NEW to create a new Statement. Input the
statement ending date as shown on your bank statement.
You may Edit the current statement as many times as needed, until you create a new statement.
Always balance your last Statement before creating a statement for a new month. You may Delete a
current Statement but will lose any changes made.
How to Clear Deposits/Checks:
Click on SHOW to filter between checks, deposits, statements, notes and adjustments.
Select the box in the clear column next to all deposits and checks to clear.
Any Deposits not cleared will show in the Deposits in Transit total at the top.
Any Checks not cleared will show in the Outstanding Checks total at the top.
GL Cash Account total is calculated for the GL # that is set up for the bank account selected.
The Difference amount will be zero if your bank statement is balanced to your Accounting Core cash
account.
How to enter an Adjustment:
(Please Note: Adjustments entered in the Reconciliation do not show in the Cash Management
Register bank balance. They are intended to be used for small write off amounts only!)
You may enter adjustments to post to the GL cash account.
Select SHOW/Adjustments.
Select Edit, then select Adjust to enter. Code to the proper GL account #’s.
When saving the statement, the Adjustment will be posted to the GL.
Print:
By using the Print function, you may Print an Adjustment History, Statement (with all details you select)
and a blank Worksheet.
Reports:
From the report menu you may select Cleared Checks (for a date range) or Outstanding Checks (to
show all checks not yet cleared).
General Ledger
Journal Entry Types
You can manually create Journal Entries and edit them before posting; once a Journal Entry has been
Posted it cannot be Edited. You can either Reverse the Journal Entry or Create a Manual Journal Entry
to offset the incorrect amount. Journal Entries created are viewed depending on whether you are at the
Enterprise level, Company level or at the Property level. A Journal Entry created at the Property level can
be viewed at the Property level, Company level or Enterprise level but Journal Entries created at the
Company level cannot be viewed while at the Property level. Users will not have access to balance sheet
accounts at the Property level.
Types of Journal Entries:
JEMN - Journal Entry Manual JEER – Journal Entry Enterprise Reversal
JERC – Journal Entry Recurring CWBT – Check Writer Batch
JERV – Journal Entry Reversal CWOD – Check Writer, Check on Demand
JEDR – Journal Entry Daily Report CWVD – Check Writer Void Check
APIV – Accounts Payable Invoice CMTR – Cash Management Transfer
APVD – Accounts Payable Void Invoice CMVD – Cash Management Void
JEEN – Journal Entry Enterprise CMDP – Cash Management Deposit/Withdrawal
Open or Posted Journal Entries are identified in the following ways:
▪ Identification Number in the format of YYYY-PP-####.
YYYY = Year in four number format.
PP = Accounting Period.
#### = Indicates the numerical sequence sorted first by year and then accounting period.
▪ Journal Entry type as listed above.
▪ Created By – Will indicate the person logged on when the Journal entry was created.
Open Journal Entries:

Upon entering the General Ledger module Accounting Core will default to the Open Journal Entries screen.
If there are any Open Journal Entries they will appear on this screen.
The following journal entries are considered open journal entries. These types of entries can be edited, deleted,
or reversed immediately:
JEMN – Journal Entries that are manually created in the General Ledger and must be posted as a separate
function in the G/L.
JERC – Recurring Journal Entries that are created through the Recurring Journal Entry tab. These entries must
be posted in a separate function.
JERV – Reversed journal entries must be posted in a separate step.
JEDR – Journal Entries created from the Daily Report rollover must be posted in a separate function.
JEEN – Enterprise Journal Entries created at the Enterprise level in the General Ledger and must be posted as
a separate function in the G/L.
JEER – Enterprise Reversed Journal Entries must be posted in a separate step.
Year End Entries
Accounting Core automatically zeros out each income and expense account when you go from one
fiscal year to the next. This “one-sided entry” will cause you trial balance and balance sheet to be out
of balance in subsequent years. In order to keep you trial balance and balance sheet in balance the
following procedures are suggested:
1. After all entries and adjustments have been made for the year, a closing journal entry should
be made. A year end control account should be created in the chart of accounts. We suggest
9999.000 or similar. This account should be set up as an expense. To record a loss debit the
appropriate equity accounts, (retained earnings, accumulated earnings, partners’ capital, etc.)
and credited as a lump sum the 9999.000 expense account. To record a gain credit to the
equity accounts and debit as a lump sum to 9999.000 expense account. The purpose of
9999.000 account is to offset the sum of all income and expense accounts. When you go to
the next fiscal year, all income and accounts are zeroed out, including 9999.000. The net
amount of all the zeroed accounts is 0, therefore, leaving your trial balance in balance. The
entry should always be made as of 12/31 or the last day of the accounting period for the
previous year.
2. This entry does not have to be made prior to making entries for the next year. It can be made
at any time. Remember that your YTD column on you trial balance for the next year will be out
of balance by the amount of your gain or loss until the entry is made. The entry should be
made in the year in which the loss or gain pertains.
Below in an example of a yearend close out entry:
1. Run the P&L. Net Income on the P&L Statement should be equal to the Current
Earnings in the system. Please note if you are using whole numbers on your
P&L you CANNOT use this method because you need the exact dollar
amount.
2. Run the Balance Sheet and find Current Earnings in the Equity Section. Please
note if you are using whole numbers on your Balance Sheet you CANNOT
use this method because you need the exact dollar amount.
3. Run the Trial balance for January of the next year (or the first month of the next
fiscal year if not using calendar years). The Trial Balance should always equal
zero. Because you have not entered the Year End Entry for the year end ending,
the trial balance for January of the next year will be off by the amount of Current
Earnings from the preceding year. Navigate to Modules – General Ledger –
Reports – Trial Balance. In the pop up box pick January of the next year. If you
wish to hide zero says No to the zero option. Make sure to complete this process
starting with the first year of imported data first, then post the Year-end Closing
Journal Entry, then proceed to the next full year of imported data and repeat the
process as needed.
In the report, scroll down to the bottom to see the total. This is the amount of
Current Earnings from the preceding year. Please note if you are using whole
numbers on your P&L you MUST use this method because you need the
exact dollar amount.
Remember to Post the Year End Entry. You can re-run the Trial Balance Report for January of
the next year. The PTD and YTD columns should now be 0.00.
Import/Export Utility
Import/Export Types Available
Import Types Available
Budget Module – Can create an Excel import template to use to import a fiscal year budget into the
system.
Cash Management Reconciliation Cleared Checks Import – Only available upon request. M3
Support uses customer supplied file in a text or Excel format to configure the import to allow quick
clearing of checks for bank accounts.
Cash Management Register Import Configuration – Only available upon request. M3 Support
configures the import to match the client’s document file layout (in Excel or text file format) to import
entries into the Cash Management Register module. Examples Include:
• Payroll Checks
• Bank Deposits
• Credit Card Fees
Daily Report Budget – Can create an Excel import template to use to import a Daily Report Budget
into the system.
Daily Report Import – M3 receives XML files from PMS systems to import data into Accounting Core for
the Daily Report modules (additional service fees apply). Some current compatible PMS systems are:
• Choice • Micros Opera PMS
• Galaxy PMS • Micros Opera PMS Ledger Balances
• Hilton PMS • NiteVistion
• IQWare PMS • Room Key
• Marriott PMS • Room Master
• Marriot PMS FS • Springer Miller
• Marriott PMS FS Auto • WinPM
• Maestro
Forecast Module – Can create an Excel import template for the selected forecast to use to import the
forecast into the system.
General Ledger Module Import – Import in pending journal entries into Accounting Core using a
specific text format.
sFPT Importing Service – Allows xml formatted files to import pending journal entries and pending
invoices into the system using a secure file protocol transfer (additional service fees apply). Gives
customers automation option when working with third party vendors such as Purchase Order systems.
Import/Export Utility – Centralized location to manage a large variety of imports into the Accounting Core
Enterprise.
Accounts Payable Vendors – Allows the importing of vendors into companies/properties of the
Enterprise (currently not available for Enterprise level vendors).
Daily Report Budget – Can import in the daily report budget for a property (similar idea as the Daily
Report Budget module)
Daily Report Historical Data - Can import historical data for the daily report to update multiple daily
report historical days at once. Updates Maint>Daily Report>Input>Historical Tab.
Enterprise Default Chart of Account Replacement – Replaces the default GL codes for the
enterprise so all company/properties that are created have the correct GL accounts.
Enterprise Default Construction Codes – Replaces the default construction codes located at the
Enterprise Advanced setup.
Enterprise Default Construction Groups – Replaces the default construction groups located at the
Enterprise Advanced setup.
Inventory Setup Items – Non Par – Imports non-par items for the inventory non par module
(Department and Categories must be setup first).
Inventory Setup Items – Par - Imports par items for the inventory par module (Department and Groups
must be setup first).
Invoice Import Excel Format – Allows user to import in multiple pending invoices for multiple
companies/properties.
Journal Entry Import Excel Format – Similar to the General Ledger Module Import, but can create
pending journal entries for multiple companies/properties in a single import using Excel format.
P&L Budget – Imports the Budget into the Budget Module for financial statements.
P&L Forecast – Imports the Forecast into the Forecast Module for financial statements.
Export Types Available
Exports Under Maintenance

• Checks – Allows the user to export out a list of checks based on:
▪ Bank account
▪ Date range
▪ Check number range
▪ Check type
• Journal Entry – User can export journal entries based on:

▪ Accounting Period/Date
▪ GL Accounts
▪ JE IDs
▪ Journal Entry Type
• Vendors – User selects how much information is exported for each vendor and filters for
specific vendors based on the criteria below:
▪ Company Name
▪ Contact Last Name
▪ 1099 Type
▪ Tax ID or SSN range
▪ Active/Inactive
Import Export Utility

• Export Posted Accounts Payable Invoices – Exports posted invoices based on:
▪ Vendor
▪ Invoice Number
▪ Post Date Range
• Export Posted Journal Entries – Similar to the export JE option under maintenance. Can
export out posted journal entries based on the following:
▪ Account Period/Date
▪ GL Accounts
▪ JE ID
▪ User
Reports (System Created and Financial Statements) – Can be exported out of the system in the
following formats:
• Microsoft Excel file
• HTML
• PDF
• Rich Text File (RTF)
• TEXT
• TIFF
sFPT Exports (The files are exported in xml format)
• Posted Journal Entries by Accounting Period Post Date – Exports posted journal
entries based on the accounting period of the entries.
• Posted Journal Entries by Post on Date – Exports journal entries based on when they
were posted.
• Posted Invoice by Accounting Period Post Date – Exports posted invoices based on the
accounting period of the invoice.
• Posted Invoice by Post on Date – Exports posted invoices based on the date the invoices
were posted.
• ACH Marked Invoices – Exports invoices with payment method set to ACH.
Budget
Budget Importing Tips
You must first set up the Budget under Maintenance/Budget Setup.
Import/Export Utility
Go to Modules – Import/Export Utility
Choose the P & L Budget Import – Select Download Template.
Choose the Company, Property and Fiscal Year. (If you have just set up the Budget, you may have to
file and exit before it will let you choose the property)
Click Download.
The Template will populate in your Saved Report Files folder on the C drive. It will be sorted in
Alphabetic order. (You can re-sort in Account # order if it makes it easier to use.)
All of the types default to By Period. You cannot use this template to import any other type. The best
use of this template is if you already have your budget completed in an excel file and just want to
import the #’s into the Budget module. You will need to get the numbers input for each line item and
leave the type By Period.
You can change the type to Fixed and it will import the type only, no figures. You will then have to
enter the fixed amount for each line item in the Budget Module. It won’t import any other types and will
fail if you try.
For all line items with the type By Period, if the figures are blank it will not override any figures already
in the budget. If you have any marked as Fixed for the Type, it will erase any figures in the budget
now. Any other line items that are coded to different types in the Budget Module will be overridden
and erased.
If you have already entered data in the Budget Module and don’t want to override it, you can lock the
Type and Value for those line items and it will not override. The items will not be included in the import
template when it is created and consequently will not be over written when additional data is imported.
You may delete rows from the template and nothing will be affected in the budget module for those
rows.
You cannot import in your Rooms Rented and ADR system defaults. These will need to get keyed in
after importing in other items.
Sample of Budget Import Template from Import/Export Utility
Budget Import in Budget Module
You must first set up the Budget under Maintenance/Budget Setup.
Go to Modules/Budget/Input
You will want to change all Budget line item types before creating the Template so they will be correct.
For instance, if you want to budget revenue by Date, when you select this option it will add 30 lines for
input in the template.
You will not be able to import any percentage types.
To create your template – Click on the Import Icon at the top of the page. Choose Create Template –
Choose the filename you want to name it and check the box to Include Current Data. Click OK. The
file will be saved in your Saved Report Files folder on your C drive.
Make any changes necessary and input figures into the template. The template only shows Account
#’s in the column and there is no account name.
If you have any Percentage line items the type will be changed to By Period when imported in but the
values will remain in each period. You may want to change the type back if necessary in the Budget
Module with the correct percentages again.
You may have the type & value locked when creating the template and the values will remain for those
items such as Percentages upon importing. Make sure the user that is doing the import does not
have access to LOCK under the User Manager Budget privileges. If the user has access to LOCK,
then it WILL override any locked line items. If the System Administrator takes away their access to
LOCK to be able to import the budget without overriding items, they may need to contact Tech Support
to assign the LOCK privilege back in User Manager when importing is completed.
Please Note: **If you delete rows from the template – Any data in the budget module will be
overridden with zero’s upon import for those line items.**
Sample of Budget Import Template in Module.
Mapping P&L Budget to the Daily Report Budget
While being in Accounting Core
→ Go to Maintenance → Companies → Choose your desire property → Modules → Daily Report →
Daily Report Budget.
Once in the Daily Report Budget → Choose the desired Year → Click Edit.
For each row (line item), under the “Type” column, choose “From P&L”.
Under the “Value” column, in the row you are working on, click on the ellipse box.
Within the ellipse box, choose which line item from the P&L that should pull over to the Daily
Report Budget. Once you find the line item, click on it and click OK.
This will then pull any budgeted numbers from the P&L and pull it into the daily report budget.
Click Save
** Tips **
You do not have to “Save” after each line item. It is recommended to “Save” every so often.
If when you are saving you get the following Validation message, it is because there is an item(s) not
mapped to the P&L. In order to “Save”, complete step 4 thru 7.
User Manager
User Manager Instructions
User Manager is the section where you will set your Security options for each User logging onto your
Data Base. Once you access this folder, the first tab will be a screen that shows you all of the different
Users and what Roles and Access they have been assigned.
Users are setup by M3. The Roles determine what type of access the user has by assigned
privileges. Roles can be applied to multiple users at once, i.e. a General Manager role can be used for
all General Managers. This prevents you from having to setup a separate group for each General
Manager. Access groups determine which locations a user is assigned to. Access groups can be
setup by region (i.e. Southeast), corporate office structure (i.e. Corporate A/R – Sites 101 -110), by
each individual level (i.e. Courtyard Savannah, Savannah Hotels LLC, Demo Enterprise) or by any
creative way needed to maintain user access.
Users
M3 creates and assigns the User Names and Passwords for the system. The user names will be
added to your Users tab by the System Administrator.
Username: The name added by M3 for log in purposes.
Name: The users first and last name or title. This will appear next to each entry created in the
general ledger created by this user.
Email: There is an Additional field under a username for an email address.
User last log in: Each user name log in will be time stamped to indicate the last log in date and time.
Press Change History view the last time the user name was modified and by whom.
Activity Logging: M3 has the ability to track all activity for a particular user in our logs. This
information can only be accessed by M3 but may be beneficial if you wish to track each and every key
stroke by an individual user.
Group Membership
Available Groups: These are Groups already setup under the Groups section and can be assigned
to an individual user by press Edit, then selecting the group and moving to Current Groups using the
single arrow to the right.
Current Groups: The Groups define what access the user has in the system and are defined in the
Groups tab. A user may have access to more than one group and if so, the access rights will be
combined to give the user access from all Groups. It is not necessary, however, to be a member of
EVERY group to have access to EVERYTHING. If you are already a member of a group with ALL
ACCESS, you do NOT need to be a member of any other group.
If you need a New User, you should contact Technical Support. Technical Support will setup the User
and Password, but it will be up to you to set the different Groups this User should be in.
You can Delete a User at any time, and that User will no longer have access to Accounting Core.
Roles
The next Tab under User Manager is the Roles tab. This is the screen where you will create new
unique sets of privileges. Press new under functions to create a new Role or edit to modify existing
privileges.
Role Name: The general name to describe the group like “Accounting Staff”.
Description: Optional description to describe the group like “All Access”.
Group Membership:
Available Users – The users currently setup in the system that you can select
Current Users – Users that are currently assigned to this group. Add a new user to the group by
select the user from the left and using the single arrow to the right to move the user under Current
Users - To remove a user from a group, simply select the group from the Current Users list and use
the left arrow to remove the user.
Privileges:
Place a Check Mark next to the different items you want this Role to have access. When a User logs
on they will only see the Folders you have given them Privilege to.
You may select all privileges at one time use the black check box at the bottom of the screen
The following is a list of all available Privileges:
Accounts Payable
Use: Only allows the user to open the folder and view the information, including the reports.
Edit and Save: User can edit, save and create a new invoice, which includes creating and
saving a manual check. If the property is set to post immediately, then saving allows the user to
post that invoice. User can only edit and save existing vendors and cannot create a new
vendor. All other privileges below are dependent on this privilege with the exception of
Add Vendors.
Void: Allows user to void an invoice that was previously posted.
Post: Allows user to post any pending invoices if the property is not set to post immediately.
Add Vendors: Allows user to add a new vendor (only allows user to add a vendor; not able to
edit vendor after saving new vendor details).
Copy Vendors: Allows user to copy vendors from one company or property to another.
Merge Enterprise Vendors: Allows users to merge multiple company vendors into one
Enterprise level vendor. User must also have access to the Enterprise level.
Modify ACH Payment: User has the ability to change invoice payments to ACH Payments.
Approve Invoice Payment: User has the ability to approve invoices for payment (will not show in
check writer until approved).
Edit Payment Schedule: User has the ability to edit scheduled payments for invoices.
Attach Images: Allows User to attach images to invoices.
Delete Images: Allows User to delete images that have been attached to invoices.
Move Images: Allows User to move images that have been attached to invoices.
Budget
Use: Allows the user to input and save budget information as long as the Budget is open. This
privilege is necessary to print the budget report.
Setup: Maintenance function that allows user to setup financial template and open and close
the budget. If the budget is open, anyone that has access to ‘use’ the budget will be allowed to
modify the budget.
Cash Management
Use: Allows user to access the Cash Management Register screen and reports.
Add Transaction: Allows user to create New Deposits or Withdrawals in the register.
Edit Transaction: Allows user to modify existing transactions that have not been posted to the
general ledger.
Delete Transaction: Allows user to delete any transaction that has not been posted to the
general ledger.
Post Transactions: Allows user to post transactions to the general ledger by pressing the Post
button.
Import Transactions: Allows user to import credit card or cleared check files that have been
configured in Maintenance – Import – Configuration.
Create Transfers: Allows users to post transfers from one bank account to another or from one
company to another.
Use Reconciliation: Allows user to access and use ALL functions within Reconciliation.
Check Writer
Write: Allows user to print checks for any available bank account.
View: Allows user to view checks only through the Batch tab.
Void: Allows users to void checks into an open accounting period.
Modify Check Layout: Allows users to access the Check Layout Module in Maintenance and
design or change the check format used by Check Writer.
View Check Log: Allows user to view all check runs created through the Log Tab.
Purge Check Log: Allows user to purge check log information – must keep 90 days of activity.
Make Partial Payments: Allows user to manually change the dollar amount of a payment.
Constants
Maintain constants: Allows user to create, edit and delete numeric, text and image constants.
Select Watermark: Allows user to select watermark (must be setup as an image constant) when
in a report window.
Construction Tracking
Use: Allows user to setup a project, enter budgets and view reports associated with the project.
Data Import/Export
Import: Allows user to maintain import configuration, View import log.
Export: Allows user to export checks, vendors and journal entries.
Daily Report
Input: Allows user to edit and save information.
Budget: Allows user to edit and save Daily Report budget information.
Rollover: Allows user to rollover the daily and change the current date to the next day.
Setup: Allows user to set and maintain the daily report setup and layout in Maintenance.
Historical Data Maintenance: Allows user to modify historical daily report information. This will
include reports that have already been rolled over.
Persistent Values Maintenance: Allows user to enter beginning balances for receivables or
other persistent values. Also allows user to modify the values at any time.
PMS Mapping: Allows user to map PMS information to Daily Report Line Items.
Wizard: Allows user to run financial reports for the properties and companies the user has
access.
Designer: Allows user to design financial reports for any company and property in the
Enterprise. This is not limited to what companies and properties the user has access to. You
will have access to setup, layout, and consolidation.
Show Hidden: Allows user to view hidden rows or columns in the Financial Wizard when
viewing a report.
Publish: Enables the user to make sets of report items they save available to other users of the
report the options are for.
Manage Reports: Enables the user to select the Manage Reports button where they have the
option to delete or purged saved reports.
Forecast
Use: Allows user to open Forecast Input and Report Wizard to view information only.
Edit: Allows user to edit existing Forecast templates.
New: Allows user to create new Forecast templates.
Form 1099
Use: Allows user to print 1099’s.
General Ledger
Use: Allows user to view all information and any reports available.
Edit and Save: Allows user to edit, save, and create new journal entries. This also allows user
to reverse journal entries.
Post: Allows user to post any open journal entries.
Activate Ledger Accounts: Allows user to ‘inactive’ ledger accounts and reactive them.
Create Ledger Accounts: Allows user to add ‘new’ ledger accounts. Single Location
Edit Ledger Accounts: Allows user to ‘edit’ and save changes to any existing account. Single
Location
Global Ledger Account Management: Allows user to Add, Edit, Delete & Activate ledger
accounts for ALL companies.Run Activity Reports: Allows user to run Activity and Detail Activity
reports.
Run Subsidiary Ledger Reports: Allows user to run Subsidiary ledger aging and subsidiary
ledger reports.
Run Trial Balance: Allows user to run the Trail Balance report.
Inventory
Use: Allows user to enter inventory information and view the reports available.
Setup: Allows user to create and maintain the inventory items.
Select Company
Use: Allows user to add and maintain the Enterprise, Company, and Property setup. This also
includes the Advanced options.
Modify Check Signature: Allows user to add or change any check signature file for bank
accounts.
Edit Accounting Periods: Allows user to open and close accounting periods for the Company.
Open/ Close Accounting Periods AP & GL: Allows user to open/close company level accounts
payable and general ledger accounting periods separately.
Global Open/ Close of Accounting Periods AP & GL: Allows user to open and close AP and
GL accounting periods for all companies and properties at one time using the Enterprise level
advanced tab.
Change Start Date: Allows user to change the daily report start date property level.
User Manager
Use: Allows user to add or remove privileges from other users or to add new groups. This
privilege is usually reserved for the system administrator of the enterprise.
Access groups are created for each unique set of locations/levels that a user needs access.
a. Press New under functions to create a new Access Group or Edit to modify existing groups.
b. You may select multiple users on the left under Available Users and use the > arrow to move
them to the Current User list.
c. Current users will have access to the levels selected below.
d. Locations/Levels are assigned by selecting the check box next to the appropriate item.
e. Press Save to update changes.
Help Portal
Navigate to https://help.m3as.com.
For ALL users that have an M3 Citrix log in (excludes Time Management only users):
Click in the Sign in Button.
When You Click Sign In, M3 Citrix Users, locate the M3 User ID button shown below.
Click M3 User ID button, enter your user name and password that you use to log into Accounting Core.
(Example: abc-userN) Click Sign In.
Welcome to our help portal!!
Feel free to explore and become familiar with the information. Here you can rate your portal
experience, see breaking news and updates, join forums and see local events in the industry.
Once you get logged in make sure your contact information is correct and up to date.
To validate this click the drop-down person icon and select Profile. Here you can enter or update your
contact information.
All your experiences from this point will be the same regardless of ID or product usage.
To Submit a Case:
Click on the Help Desk Link
You will be taken to the help desk portal. From here you will see general support contact information,
hours of support, your open tickets and be able to initiate a request for assistance.
In the field below What can we help you with? Type in some key words regarding your issue. Enter
your item then click the magnifying glass to the right. We will search our database for similar issues
that have been reported and provide you with some possible options to try to resolve the issue
yourself.
This is an example of what you might see if we find matches to your issue.
If none of these matches or resolves your issue and you want to proceed with submitting a case:
Simply scroll to the end of the list, look for the big blue bar and click here to create a New Support
Request.
You will then see the new request page. Click Next
Your name and contact information is important to us. Please make sure this information is
current and correct.
The request portion of the screen helps us determine quickly what your issue is and ensure it is routed
to the proper group for resolution.
The search words you entered will show up in the subject line. If you have a better title for your request
feel free to add it here:
Next, Click the magnifier glass next to the Support Product field. This is a Required Field!
This tells us which product you are have a question about. This is VERY important as this does route
to the team you select so please make sure you properly identify the product area you have a question
about. Selection of the wrong topic may delay your case response.
Next, please provide a brief description of any specific information you feel would be helpful to
us in the description field provided.
When all the fields in your request are completed the form will look like this:
At the bottom of the form click submit.
Support Policy & Coverage
M3 Enterprising Hospitality Support office hours are Monday-Friday – 24 hours per day and Saturday -
Sunday 8:00am – 6:00pm Eastern time. Support Cases for any type of support should be created
online. The internet address to submit a Support Case is:
https://help.m3as.com
If you are unable to submit a Support Case online, you can call email techsupport@m3as.com or call
M3 Support at 770-297-3347. Once the Support Case (or email/phone call/voicemail) is received, it will
be dated and time stamped and assigned a priority. Based on the support topic and priority, it will then
be assigned to a support representative. Contacting M3 Support through the above mentioned
channels will ensure the most efficient response rather than contacting individual Support Technicians
directly prior to a Support Case being created. If you call in to the general support phone number, you
will normally get our Customer Service Representatives (instead of a Support Specialist) who will
collect your contact and issue information and then they will create a case on your behalf.
Priority - High
Support Cases are generally completed within 3 hours or by the end of the day. If it cannot be resolved
by the end of the day, a discussion is held with the support team to determine what the best and
quickest resolution will be. You will be notified of the status by the end of the business day.
Priority - Normal
Support Cases are typically resolved in 24-48 business hours unless otherwise noted. If the Support
Case is not resolved within the above mentioned time frame, it will be escalated to a Priority – 1. You
will be notified of the status by the end of the business day.
Priority - Low
These Support Cases will be assigned a time frame for resolution on a case-by-case basis and may
incur a fee per incident. Support Cases that can only be corrected by version upgrade or require
specialized attention not in the day-to-day level of support.
The criteria for Priority Classification will be as follows:
Priority – High Support Cases include:
• User not able to logon to any M3 system

• Connections unavailable
• Change of password requested
• Accounting Core – Module cannot be accessed (user has privilege)
• Accounting Core – Screen frozen during session
• Accounting Core – Cannot print (printer already setup with M3)
• Accounting Core – Cannot print checks
• Accounting Core – System error messages (red system errors)
• Time Management – Not able to transmit Payroll
• Time Management – Any issues on payroll processing day
• Time Management – Error messages
Priority – Normal Support Cases include:
• Installation of Citrix Client

• User names added or removed
• Accounting Core – Emailed instructions on How To questions
• Accounting Core – Slow printing
• Accounting Core – Setup new printers
• Accounting Core – Setup new check printers
• Accounting Core – Setup MICR font files for check printing
• Accounting Core – Check Writer Layout assistance
• Accounting Core – Check Signature setup assistance
• Accounting Core – Changing the Daily Report start date
• Accounting Core – Import configuration and assistance
• Accounting Core – Export configuration and assistance
• Time Management – Emailed instructions on How To questions
• Time Management – Missing time clock punches (individual employees)
• Time Management – Time clock/Tablet polling issues
• Time Management – Setting up employee import files
• Time Management – Printing issues
• Time Management – Labor hours reporting are not same as Time Mgmt
Priority – Low Support Cases include:
• Accounting Core – General functions help

• Accounting Core – Configuration questions
• Accounting Core – Copy database to create a new database
• Accounting Core – Deleting Companies/ Properties
• Accounting Core – Database modifications
• Accounting Core – Bug in system requiring rewrite of code
• Accounting Core – Enhancement request
• Accounting Core – Advanced Import configurations
• Time Management – General functions help
• Time Management – Setting up Labor Standards
• Time Management – Modifying Labor Standards
• Time Management – Changing/Adding work policies
• Time Management – Changing/Adding departments/positions
The following represents M3 Enterprising Hospitality support criteria:
• M3 Enterprising Hospitality supports software only, specifically Accounting Core and

Time Management. For support of other software, contact the Issuing Vendor.
• For Hardware support you should contact your designated supplier or repair technician.
M3 Enterprising Hospitality is not a hardware repair vendor. Hardware would be
anything that you can touch. Examples would be: printers, monitors, computers,
scanners, telephones, etc. We will, however, provide assistance when setting up
printers and scanners in Accounting Core.
• For problems with your internet connection or email program, contact your Internet
Service Provider directly.
• If using wireless internet connection, please connect the Citrix computer directly
to the internet via wire.
• Please refer to the Accounting Core and Time Management manuals provided. If you
have not received a copy of the manual, visit the on-line manuals at
https://help.m3as.com
• Please refer to the M3 Help Center for online training videos as well as frequently asked
questions at https://help.m3as.com
• Certain database modifications provided by M3 can be guaranteed complete within 24
hours for a service charge of a minimum $150.00 per hour. Please be advised that
some database changes require advance notice to M3.
• If you require technical assistance during non-support hours, you may submit a Support
Case and/or email us. At minimum a technician will respond within one business day.
• M3 Enterprising Hospitality will provide unlimited technical or non-technical
support for the first 30 days beginning the first monthly billing cycle after you
have attended M3’s Accounting Core Train the Trainer class or completed M3’s
Time Management course. After 30 days, additional charges may apply for non-
technical issues. At all times the minimum charge is $150. Clients will be notified
in advance of any additional charges that apply.
• Clients that have not attended training with M3 or an approved 3rd party consultant will
receive unlimited technical support at no additional charge. Any non-technical support
(including training) will be billed at the standard rate.
• Additional training on any application including Accounting Core and Time
Management may be available at $150 per hourly on-line session.
During Implementation of the Accounting Core software, it is our desire to help you with the
transition.
Please send all questions during the time to the following email address and someone from our
training team will get back with you as soon as possible:
Training@m3as.com
Please include your Management Company Name in the Subject Line.
Or you may reach out to techsupport at https://help.m3as.com
Thanks, Training Department.

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Cover

1715 N. Brown Road Bldg. A

Please include your Management Company Name in the Subject Line.

Or you may reach out to techsupport at https://help.m3as.com

Thanks, Training Department.

ACCOUNTING CORE OVERVIEW .......................................................................................................... 9

SETTING UP NEW COMPANIES/PROPERTIES ..................................................................................11

ACCOUNTING CORE CHART OF ACCOUNTS FLOW ........................................................................22

FINANCIAL DESIGNER – ROW EDITING/ROW FILTER/ROW ATTRIBUTES ....................................43

FINANCIAL DESIGNER – COLUMN EDITING/COLUMN ATTRIBUTES .............................................46

FINANCIAL DESIGNER – REPORT ATTRIBUTES ..............................................................................48

FINANCIAL DESIGNER – HEADERS & FOOTERS/RULES/ASSIGNED .............................................49

ACCOUNTS PAYABLE ..........................................................................................................................51

DOCUMENT IMAGING ..........................................................................................................................53

CASH MANAGEMENT ...........................................................................................................................55

GENERAL LEDGER ...............................................................................................................................69

USER MANAGER ...................................................................................................................................81

HELP PORTAL .......................................................................................................................................90

• Provide M3 with all necessary information to create a new customer database.

• Schedule and attend M3’s Train the Trainer class.

• Request new users/ remove users by submitting a case at https://help.m3as.com.

• Assign user privileges in each software program.

• Load Citrix on computers by following the link on your log in page.

• Maintain system chart of accounts.

• Design and maintain financial reports.

• Setup Companies/ Properties on system.

• Ensure check layout is formatted in Accounting Core for check printing.

• Train corporate office users.

• Design and maintain property Daily Reports.

• Assist property in trouble shooting report formats, formulas, and calculations.

• Train ALL users to submit cases at https://help.m3as.com.

• Distribute any communication from M3 to appropriate persons within organization.

• Show Users within your organization appropriate manuals accessible under

System Administrators Email Notifications

Adding or Changing System Administrators

• Financial Wizard – Print reports for ALL

• Check Writer – Print checks for ALL companies.

• Accounts Payable – Enterprise level vendors.

• General Ledger – Creation/Posting of Journal

Information entered at Property

• Financial Wizard- print • Financial Wizard- print reports

• Check Writer-print checks • Check Writer-print checks for

• Accounts Payable • Accounts Payable

Property level only:

• Daily Report Setup/Module

Enterprise Company Property

• Companies • Companies • Companies

• Accounts Payable – • Accounts Payable 

Method 1: Direct Entry

Method 2: Importing Daily Report Historical Data using Excel

1. Go to Modules → Import/Export Utility.

1. Correct the Daily Report History

To make corrections in the Daily Report History, go to Maintenance → Companies → Choose

To make corrections in the General Ledger → go to Maintenance → Companies → Choose

• Chart of Accounts is imported into

Chart copied to each

• Each individual Company/

Each company chart loaded

• Each individual Company/Property

Maintenance →Companies → Enterprise level → Modules → General Ledger → Say

Select New → Enter New Account number → Ok

Choose the Account Type (Asset/Liability/Equity/Income/Expense) → Enter the name of

Log back into Accounting Core.

Maintenance → Companies → select the Enterprise level → Edit → Advanced → GL Tab