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Accounts Inquiry

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The Account Inquiry tab displays the Level of an account, its Class, Status, the Account Code it belongs to and the Account Responsible Person. An Account belongs to either a Cost Centre or a Division, which determines its level.  Classed into Income or Balance Sheet accounts, Accounts can either be active or suspended and can be managed by an account responsible person.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1Account

Accounts are created and linked to a specific Division or Cost Centre for the purpose of budgeting and journalising of actual transactions.  Each Account is linked to an Account Code.

 

When an account is selected all the fields on the Account Inquiry tab are populated.

 

hmtoggle_plus1Account Code

This is a read-only field that displays the Account Code of the selected Account.

 

The Account Code uniquely identifies an account grouping.

 

hmtoggle_plus1Account Code Description

This is a read-only field that displays a short narrative description of the Account Code for the selected Account.

 

hmtoggle_plus1Account Code Level

This is a read-only field that indicates whether the Account Code is to be used for Cost Centres or Divisions.

 

If the Account Code is set, for example, for a Division, Cost Centre Accounts cannot be linked to it.

 

hmtoggle_plus1Account Maintenance Settings

This frame is enabled when Auto numbering is set to Off and the Number Format equals Free Format for Accounts.

 

By selecting Division or Cost Centre/Account Code, the system will suggest the account number to start with the Division or Cost Centre number followed by the Account Code.

 

By selecting Account Code/Division or Cost Centre, the system will suggest the account number to start with the Account Code followed by the Division or Cost Centre number.

 

WARNING:

 

Using this functionality will cause structured (intelligent) codes.  This might cause problems when reorganising the company (i.e. when two divisions/cost centres are to be merged into one division/cost centre or one division/cost centre is to be split into two. A data migration exercise and/or renumbering exercise may be needed to fix the problem.)

 

hmtoggle_plus1Class

This is a read-only field indicating whether the Account Code (and therefore also all the Accounts) is an Income Statement I or Balance Sheet B Account Code.

 

hmtoggle_plus1Cost Centre

This is a read-only field that displays the Cost Centre to which the Account belongs, if it is a Cost Centre account.

 

hmtoggle_plus1Cost Centre Description

This is a read-only field that displays a short narrative description of the Cost Centre to which the account belongs, if it is a Cost Centre account.

 

hmtoggle_plus1Division

This is a read-only field that displays the Division to which the Account belongs, if it is a Division account.

 

hmtoggle_plus1Division Description

This is a read-only field that displays a short narrative description of the Division to which the Account belongs, if it is a Division account.

 

hmtoggle_plus1Responsible Person

This is a read-only field indicating the person responsible for managing all activities concerning the Account.

 

If there is no specific responsible person, it defaults to the Cost Centre Manager if it is a Cost Centre account, or to the Division Manager if it is a Division account.

 

hmtoggle_plus1Status

This is a read-only field that indicates whether the account status is Active A or Suspended S.

 

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