Create an Account in Account Entry

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Expand/Collapse item  Overview

Use Account Entry to create an account during data entry.

Expand/Collapse item  Before You Begin

  • To create an account in Account Entry, Yes or Prompt must be selected in the Auto Create when all Segments are Valid field in the General Ledger Options window.

  • To add a main account or subaccount on the fly in Account Entry, the Add Main Accounts in General Ledger and Add Sub Accounts in General Ledger check boxes must be selected in the General Ledger Options window and the Account Entry window must have been accessed from a General Ledger data entry window.

 

To create an account in account entry

  1. In a data entry window, at the Account No. field, press CTRL+F3.

  2. In the Account Entry window, enter a new account number in the Account No. field or enter the Value field for each segment. **Not on File** appears next to the Account Number field indicating the account does not exist. For more information, see Account Entry - Fields.

To create an account, the value for each account segment must exist and the values must be valid according to the following criteria:

  1. If you enter a value (main or subaccount) for an account segment that does not exist, **Not on File** appears in the value's Description field. You must either enter another value that exists or add the main or subaccount on the fly. For more information, see Create a Main Account or Create a Subaccount.

  2. If you enter a value (main or subaccount) for an account segment that is invalid, a description appears in the value's Description field and you must enter another value.

Expand/Collapse item  Example - List of Descriptions

  • Desk Sales – This is a sample valid description. If you enter an existing, valid main account, the main account's description, such as Desk Sales, defined in Main Account Maintenance appears.

If the segment value is invalid, the following descriptions can appear:

  • **Not Active** – This description appears when the value for the segment has a status of inactive or deleted. You cannot use a segment value that is inactive or deleted.

  • **Not Financial** – This description appears when the main account segment is a non-financial type and you accessed the Account Entry window when creating a journal entry for a financial source journal in the General Ledger module. You cannot use a non-financial main account when creating an entry for a financial source journal. This description only applies to the value for the main account segment.

  • **Not Non-financial** – This description appears when the main account segment is a financial type and you accessed the Account Entry window when creating a journal entry for a non-financial source journal in the General Ledger module. You cannot use a financial main account when creating an entry for a non-financial source journal. This description only applies to the value for the main account segment.

  • **Not on File** – This description appears when the value entered for the segment does not exist. If you access the Account Entry window in the General Ledger module and the Add Main Accounts in General Ledger and Add Sub Accounts in General Ledger check boxes are selected, you can create a main or subaccount on the fly. For more information, see Create a Main Account or Create a Subaccount.

  • **Invalid Code** – This description appears when one or more characters entered in the Value field are invalid for the segment. For example, if the main account's segment type is defined as numeric in Account Structure Maintenance and you enter A123 in the Value field for the main segment, this description will appear because the character "A" cannot be entered for a numeric type segment.

  1. When the value for each account segment exists and is valid, click OK.

The account is created and selected for data entry.