Account Maintenance

Account Maintenance / Account Inquiry - Fields

Account No.

Enter the general ledger account number, or click the Lookup button to select a general ledger account number. Press CTRL+F3 and select Account Entry to use the Account Entry window to select an account.

If Yes is selected in the Auto Create when all Segments are Valid field in the General Ledger Options window, when a valid combination of a main account and subaccounts is entered but the account does not exist, the new general ledger account is added automatically without any notification.

If No is selected in the Auto Create when all Segments are Valid field in the General Ledger Options window, the system will not automatically create accounts when a valid combination of a main account and subaccounts is entered. If No is selected, all accounts must be created in either Account Maintenance or in Copy Accounts accessed from Main Account Maintenance or Sub Account Maintenance.

If Prompt is selected in the Auto Create when all Segments are Valid field in the General Ledger Options window, when a valid combination of a main account and subaccounts is entered but the account does not exist, the Account Entry window appears and you can add the account. For more information, see Account Entry.

If the Add Main Accounts in General Ledger and Add Sub Accounts in General Ledger check boxes are selected in the General Ledger Options window, you can create new main and subaccounts on the fly in the Account Entry window. For more information, see Account Entry.

Description

Enter a description for the account entered, if necessary. This field displays a combination of short descriptions defined for each segment of the account number entered. Each segment is separated by an account separator defined in Account Structure Maintenance. For more information, see Account Structure Maintenance.

In Account Inquiry, this field can only be viewed.

Fiscal Year

Select a fiscal year for determining the information to display on the Account Maintenance History tab, Variance tab, and Transactions tab. The fiscal years available in this field are defined in Fiscal Year Maintenance. On the Transactions tab, all transactions for the selected fiscal year appear. If all transactions cannot be displayed in five seconds, a message appears stating that there are more records to display. The beginning and ending balances are not displayed until all transactions are loaded.

Click the Search button to display transactions for other periods and fiscal years. For more information, see Search. If you click the Search button and search for transactions, the Search button turns red to indicate that only the transactions selected in the Search window are displayed. If a fiscal year is selected in the Fiscal Year field, the Search button reverts back to its original color to indicate that all transactions for the selected fiscal year are displayed.

1. Main

Account Group

This field displays the account group defined for the main account entered in the Account No. field. This field can only be viewed. The description of the account group also appears. For more information, see Account Group Maintenance.

Account Category

This field displays the account group's category defined in Account Group Maintenance and can only be viewed. For more information, see Account Group Maintenance.

Account Type

This field displays the account type defined for the account group in Account Group Maintenance and can only be viewed. For more information, see Account Group Maintenance.

Status

Select a status for the account, if necessary. This field displays the status associated with the account entered in the Account No. field. If any segment (main account or subaccount) of the general ledger account has a status of inactive or deleted, this field displays Inactive or Deleted, but can be changed.

Only accounts with a status of active can receive postings from the General Ledger module or other modules. An account with a status of inactive cannot receive postings. An account with a status of deleted indicates that the account conflicts and will potentially be removed during year-end processing based on activity and the selection in the Years to Retain History field in the General Ledger Options window.

In Account Inquiry, this field can only be viewed.

Start/End Dates

Enter start and end dates for the main account, if necessary, to determine when postings to accounts can occur. No postings can occur outside of the start and end dates entered. If dates are not defined, there are no restrictions for when postings occur. These fields display the most restrictive date range entered in Main Account Maintenance or Sub Account Maintenance for the segments of the general ledger account.

In Account Inquiry, this field can only be viewed.

Cash Flow Type

Select a cash flow type for the main account, if necessary. This field displays the type defined for the account group in the Main Account Maintenance window. If you do not define a cash flow type, accounts that contain this main account will not print on the Statement of Cash Flows.

In Account Inquiry, this field can only be viewed.

Clear Balances

Select this check box to clear balances of nonfinancial accounts. Clear this check box if you do not want to clear balances of nonfinancial accounts. This field is available only if the account group has been assigned a category of Non-Financials in the Account Group Maintenance window.

Note If you change the setting in this field after transactions have been posted to the account, you must run the Recalculate Account Balances utility. For more information, see Recalculate Account Balances.

In Account Inquiry, this field can only be viewed.

Rollup Type

Enter one or more rollup codes, if necessary, or click the Lookup button to select a rollup code from the list. These fields are available only if rollup codes are defined in Rollup Code Maintenance. For more information, see Rollup Code Maintenance. In Account Inquiry, this field can only be viewed.

2. History

Period

This field displays the number of the period for each row.

Ending

This field displays the ending date of the period for each row.

Beginning Balance

This field displays the beginning balance for the period displayed.

Debits/Credits

These fields display a summary of all debit and credit activity for each period of the account entered. If you click the Switch View button, the Net Change field displays instead of the Debits/Credits fields.

Ending Balance

This field displays the ending balance for each period.

Net Change

This field displays the net change (or activity) for each period. This field can only be viewed if you click the Switch View button.

3. Variance

Period

This field displays the number of the period displayed for each row.

Ending

This field displays the ending date of the period displayed for each row.

Comparison Type

Select the comparison type for determining the variances to calculate. If Next Year Budget, Original Budget, or Revised Budget is selected, the budget amounts for the periods of the fiscal year selected appear. Based on the fiscal years defined in Fiscal Year Maintenance, if activity for an available fiscal year is selected in this field, the activity for all periods appears.

Activity

This field displays the activity for the periods of the fiscal year selected in the Fiscal Year field.

Variance

This field displays the variance (net difference) between the Comparison and Activity fields.

Var %

This field displays the percentage variance. The percentage is based on the ratio of the Variance field to the Comparison field. If the value in the Comparison field is zero (0), no variance is calculated, and zero (0) displays in the Var % field.

4. Transactions

Several buttons are available to the right of the list box. Other than the Search feature, the buttons are available after selecting a transaction. Some may be available only if you have the appropriate security setup.

Click the Search button to search for transactions.

Click the Transaction Zoom button to open the Summary Drill Down window and view information about a summary transaction that was posted to General Ledger from another module.

Click the Journal Zoom button Down to view detailed journal information in the Journal Drill Down window.

Click the Comments button to view extended comments if applicable.

Click the Journal Reversal button to revers a transaction.

Click the Export to Excel button to export the contents of the list box to Microsoft Excel.

Per

This field displays the number of the posting period for each transaction.

Date

This field displays the posting date of each transaction.

Journal

This field displays the source journal and journal number of the transaction.

Posting Remark

This field displays a description of the transaction. Click the Comment button to display extended comment. The Comment button is available only if there is an extended comment. Double-click the selected row to display the detail for the posting.

Debit

This field displays the amount debited to the account for each transaction.

Credit

This field displays the amount credited to the account for each transaction.

Beginning

This field displays the beginning balance for the selected fiscal period. This field is available only if a single period or contiguous range of periods is selected in the Search window.

Debits

This field displays the sum of all debit amounts at the Debit field.

Credits

This field displays the sum of all credit amounts at the Credit field.

Net Change

This field displays the difference in amounts between the Debits and Credits fields.

Ending Balance

This field displays the ending balance for each period. This field is available only if a single period or range of periods is selected in the Search window.