Create and Maintain Accounts in Account Maintenance

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Expand/Collapse item  Overview

To create an account number, you must enter a combination of an existing main account and existing subaccounts defined in Main Account Maintenance and Sub Account Maintenance.

You can also view and compare any combination of budgets and actual activity from any fiscal year, and maintain multiple budgets on an account-by-account basis. You can also calculate variances for comparison between a particular fiscal year and actual activity or budgets, view summary activity for each account for a prior, current, or future fiscal year, and view transactions posted to an account.

Expand/Collapse item  Before You Begin

  • There are three ways to create general ledger accounts. This procedure explains how to create a general ledger account in Account Maintenance only. For more information on creating accounts using another method, see General Ledger Account FAQs.

  • This procedure assumes that main accounts and subaccounts have been defined in the Main Account Maintenance and Sub Account Maintenance windows. For more information on setting up main accounts, see Main Account Maintenance, and for setting up subaccounts, see Sub Account Maintenance.

 

Use one of the following methods to create and maintain accounts in Account Maintenance

 

To create and maintain accounts in Account Maintenance

  1. Select General Ledger Main menu > Account Maintenance.

  2. In the Account No. field, enter a combination of existing main and subaccounts for the new account number. For more information, see Account Maintenance - Fields. ** NEW ** appears on the Account Maintenance window to indicate that a new account number is being entered.

Note  If you enter a main account or subaccount that does not exist, the Account Entry window appears. For more information, see Account Entry.

  1. If the account entered has been assigned an account category of Non-Financial in the Account Group Maintenance window, the Clear Balances check box appears. Select this check box to clear balances for this account during year-end processing. For more information on maintaining account groups, see Account Group Maintenance.

  2. On the Account Maintenance Main tab, enter the appropriate fields.

  1. Click Accept.

The account is created or maintained.

 

To view transactions posted to an account

  1. Select General Ledger Main menu > Account Maintenance.

  2. In the Account Maintenance window, in the Account No field, enter a combination of existing main and subaccounts for the new account number. For more information, see Account Maintenance - Fields.

Note  If you enter a main account or subaccount that does not exist, the Account Entry window appears. For more information, see Account Entry.

  1. Click the Account Maintenance Transactions tab.

  1. Click the Search button to define search criteria that determine the transactions to display. For more information, see Search.

  2. Click the Journal Zoom button to view a history of transactions posted to each source journal. For more information, see Journal Drill Down.

  3. Click the Extended Comments button to view extended comments associated with a selected transaction. For more information, see Extended Comments.

  4. To view summary activity for each account for a prior, current, or future fiscal year, click the Account Maintenance History tab. In the Fiscal Year field, select a fiscal year to display activity.

  5. To calculate variances for comparison between a particular fiscal year and actual activity or budgets, click the Account Maintenance Variance tab. In the Fiscal Year field, select a fiscal year to display calculated variances between the fiscal year selected and budget activity.

  6. To view and compare any combination of budgets and actual activity from any fiscal year, or maintain multiple budgets on an account-by-account basis, click Budget. For more information on maintaining budgets for an account, see Budget Maintenance.