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Account Maintenance

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This tab allows the creation and maintenance of Accounts.  Accounts are created for a specific Cost Centre or Division by moving available Account Codes to linked Account Codes.

 

By doing this, a random account number is generated from Number Control on System Configuration for the new account. Auto numbering for accounts can also be set to off.  The user can also change the status of a selected Account or assign an account responsible person to the account.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Apply

The user must have a security profile linked to the function Accounts with an access allowed of Change.

 

When the Apply button is clicked, the Responsible Person and Status for the selected account are updated on the Account table.

 

hmtoggle_plus1Available Account Codes

When a Cost Centre or Division is selected, this grid displays all the Account Codes not yet linked to the selected Cost Centre or Division.

 

It is populated with the account code, class and the description from the Account and Account Codes tables where:

 

The account is not yet linked to a cost centre or division;
The class is Balance Sheet B or Income Statement I;
The position is Divisional D or Cost Centre C; and
The status is Active A with a status change date equal to or less than today's date; or
The status is Suspended S with a status change date greater than today's date.

 

If Auto numbering is set to Off, with Free Format and an option is selected in the Account Maintenance Settings, multiple lines cannot be selected in this list box.

 

hmtoggle_plus1Division/Cost Centre Combo Box

When the view option Divisional is selected, this field is populated with the Account Code and description from the Division table where the division code matches the code entered.

 

When the Account Code is linked to the Division, the system will allocate a unique account to the Division and display the Account in the Linked Account Codes grid.

 

When the view option Cost Centre is selected, this field is populated with the Account Code and description from the Cost Centre table where the cost centre code matches the code entered.

 

When the Account Code is linked to the Cost Centre, the system will allocate a unique account to the Cost Centre and display the Account in the Linked Account Codes grid.

 

All the other fields on the tab are populated when a Division/Cost Centre is selected.

 

hmtoggle_plus1Link

The user must have a security profile linked to the function Accounts with an access allowed of Add.

 

The clip0012 button is enabled when an Account is selected in the Available Account Codes list box.

 

When clip0012 button is clicked, the selected Account Code is added to the Linked Account Codes list box.

 

When linking an Account to a Cost Centre or Division, the account being linked must always have an Active status.

 

hmtoggle_plus1Link All

The user must have a security profile linked to the function Accounts with an access allowed of Add.

 

When clip0013 button is clicked, all the account codes in the Available Account Codes list box are added to the Linked Account Codes list box.  When linking accounts to the selected cost centre or division, the accounts being linked must always have an active status.

 

The clip0013 button is disabled when Auto Numbering is Off for accounts and no option is selected under the Account Maintenance Settings.

 

hmtoggle_plus1Linked Account Codes

When a Cost Centre or Division is selected, this grid displays all the Account Codes already linked to the selected Cost Centre or Division.

 

It is populated with the Account Code, Account, Account Code Description, Class, Active,Responsible Person and Status from the Account, Account Codes, and Employee Master tables where:

 

The account status is Active A or Suspended S;
The account responsible person is a valid, existing employee;
The Class is Balance Sheet B or Income Statement I; and
The Level is Division D or Cost Centre C depending on the view option selected.

 

SELECT

When checked it indicates that the selected line must be updated or deleted when the Apply button is clicked.

 

CODE

This is a read-only field that displays the Account Code from the Account table for the selected Cost Centre or Division.

 

ACCOUNT

This is a read-only field that displays the Account from the Account table for the selected Cost Centre or Division.

 

DESCRIPTION

This is a read-only field that displays the Account Code Description from the Account Codes table for the selected Cost Centre or Division.

 

CLASS

This is a read-only field that displays the Account Class (Balance Sheet or Income Statement) from the Account Codes table for the selected Cost Centre or Division.

 

ACTIVE

This is a read only field that displays the status (active or suspended) of the account from the Account table for the selected Cost Centre or Division.

 

RESPONSIBLE PERSON

This field is used to indicate the person responsible for managing all activities concerning the selected Account.

 

It is populated with the Surname, First Name, Middle Initial, and the Employee ID of the responsible person from the Employee Master table,for the selected Cost Centre or Division.

 

If no person is entered, the Division Manager and Accountant in the case of Division Accounts, or the Cost Centre Manager in the case of Cost Centre Accounts, become the default responsible person.

 

CODE STATUS

This is a read only field that displays the status of the linked accounts from the Account Codes table.

 

If suspended, the system will allow outstanding commitments such as requisitions to be completed, but no new commitments or budgeting will be allowed for suspended accounts.

 

hmtoggle_plus1Remove

The user must have a security profile linked to the function Accounts with an access allowed of Delete.

 

When clip0010  button is clicked, the account selected in the Linked Account Codes list box, is deleted from the Accounts table.

 

This operation will not be performed if there is any data in following fields on any of the following tables:

 

Table Name

Field Name

Store

Account Code

Account Budget

Account

Order Line

Account Code

Hand Journal Detail

Account

Journal Correction

Account

Requisitions

Account

Bank Transaction Account

Account (Index = Bank Transactions Account)

Cost Centre

Production Labour Account

Cost Centre

Production Overhead Account

Cost Centre

Project Manage Overhead Account

Cost Centre

Project Manage Labour Account

Division

Cost of Sales Labour Account

Division

Cost of Sales Material Account

Division

Cost of Sales Overhead Account

Division

Cred Price Variance Account

Division

Creditor Provisioning Account

Division

Creditor Suspense Account

Division

Debtor Suspense Account

Division

Incoming Inspection Account

Division

Interdiv COS Labour Account

Division

Interdiv COS Material Account

Division

Interdiv COS Overhead Account

Division

Interdiv Sales Account

Division

Labour Budget Variance Account

Division

Material Budget Variance Account

Division

Overhead Budget Variance Account

Division

Production Scrap Labour Cost Account

Division

Production Scrap Material Cost Account

Division

Production Scrap Overhead Cost Account

Division

Revaluation Creditor Suspense Account

Division

Revaluation Stock Account

Division

Revaluation WIP Account

Division

Rework Labour Cost Account

Division

Rework Net Material Cost Account

Division

Rework Overhead Cost Account

Division

Rework Purchase Cost Account

Division

Stock Adjustment Default Account

Division

Tax Purchase Account

Division

Tax Sales Account

Division

WIP Labour Internal Order Account

Division

WIP Material Customer Order Account

Division

WIP Material Internal Order Account

Division

WIP Material Purchase Order Account

Division

WIP Overhead Internal Order Account

Division

WIP Project Management Account

Division

Transport Recovery Account

Division

Over Counter Sales Account

 

hmtoggle_plus1Remove All

The user must have a security profile linked to the function Accounts with an access allowed of Delete.

 

When clip0011  button is clicked, all the accounts in the Linked Account Codes list box, are deleted from the Accounts table.

 

This operation will not be performed if the following fields exist on any of the following tables:

 

Table Name

Field Name

Store

Account Code

Account Budget

Account

Order Line

Account Code

Hand Journal Detail

Account

Journal Correction

Account

Requisitions

Account

Bank Transaction Account

Account (Index = Bank Transactions Account)

Cost Centre

Production Labour Account

Cost Centre

Production Overhead Account

Cost Centre

Project Manage Overhead Account

Cost Centre

Project Manage Labour Account

Division

Cost of Sales Labour Account

Division

Cost of Sales Material Account

Division

Cost of Sales Overhead Account

Division

Cred Price Variance Account

Division

Creditor Provisioning Account

Division

Creditor Suspense Account

Division

Debtor Suspense Account

Division

Incoming Inspection Account

Division

Interdiv COS Labour Account

Division

Interdiv COS Material Account

Division

Interdiv COS Overhead Account

Division

Interdiv Sales Account

Division

Labour Budget Variance Account

Division

Material Budget Variance Account

Division

Overhead Budget Variance Account

Division

Production Scrap Labour Cost Account

Division

Production Scrap Material Cost Account

Division

Production Scrap Overhead Cost Account

Division

Revaluation Creditor Suspense Account

Division

Revaluation Stock Account

Division

Revaluation WIP Account

Division

Rework Labour Cost Account

Division

Rework Net Material Cost Account

Division

Rework Overhead Cost Account

Division

Rework Purchase Cost Account

Division

Stock Adjustment Default Account

Division

Tax Purchase Account

Division

Tax Sales Account

Division

WIP Labour Internal Order Account

Division

WIP Material Customer Order Account

Division

WIP Material Internal Order Account

Division

WIP Material Purchase Order Account

Division

WIP Overhead Internal Order Account

Division

WIP Project Management Account

Division

Transport Recovery Account

Division

Over Counter Sales Account

 

hmtoggle_plus1View Cost Centre Accounts

When this option is selected, a Cost Centre can be selected from the drop down list. All the Cost Centre Account Codes not yet linked to the selected Cost Centre will be displayed in the Available Account Codes grid.

 

hmtoggle_plus1View Divisional Accounts

When this option is selected, a Division can be selected from the drop down list. All the Divisional Account Codes not yet linked to the selected Division will be displayed in the Available Account Codes grid.

 

hmtoggle_plus1View Accounts

There are two view options, namely Divisional or Cost Centre depending on what type of accounts you would like to view.

 

View Accounts defaults to Cost Centre.