Integrate a New Chart of Accounts

There are two options for integrating or adapting a chart of accounts into GEM-CAR:

• Option 1: Use a replacement code or an alternative account to preserve the system’s existing structure.
• Option 2: Start fresh with a new system and a new chart of accounts by performing a complete reimport. In this case, you must also import a new trial balance (TB) to ensure the accounts balance.

In GEM-CAR, to set up a new General Ledger chart of accounts, you can follow these steps:

1. First Option

Click on the menu Accounting > Configurations > Configurations.

Scroll down the screen and go to Choose the options you want to activate. Check the box “Activate the concept of the GIFI code.” Click on Save and Close.

You can then input your existing chart into the current GL codes. All reports can be generated using both GL structures.

For example: click the Accounting > Reports > Balance Sheet menu.

Next, select the Code Type to display: GIFI Code. Click Send.

You will see only the report containing the GIFI accounts:

2. Second Option

1. Copy the System and Clear the Transactions

• Duplicate the existing system to preserve an intact working database
• Delete or clear the accounting transactions (without deleting the system structure)
• This step allows you to start fresh

2. Import the New Chart of Accounts

• Load the new chart of accounts (GL – General Ledger)
• Verify that all necessary accounts are present:
  • revenue
  • expenses
  • liabilities / assets
  • bank accounts

3. Reconfigure the System with the Correct GL Accounts

• Link each GEM-CAR module to the new GL accounts:
  • sales
  • purchases
  • taxes
  • payroll / commissions
• Validate the mappings to avoid accounting errors

4. Import the Trial Balance (TB)

• Import the trial balance (TB) into the new system
• Ensure that the opening balances are correctly aligned
• Verify account balances

5. Retain the old Database as History (GEM-HISTORY)

• Archive the old system in GEM-HISTORY
• Allow read-only access for future reference
• Ensure accounting traceability

6. Estimated Time

• Allow for 10 to 12 hours of accounting fees for a complete and secure setup

7. Best Practices

• Always validate the chart of accounts with an accountant before importing
• Test the system before going live
• Keep a full backup before making any changes