Account Master Maintenance

Use Account Master Maintenance to maintain information about General Ledger accounts, which make up the Chart of Accounts.  You can also view and maintain the current and historical Period Balances.  In addition, the Account Master offers optional user definable alpha and numeric fields for maintaining information that is specific to your organization.  The user definable fields are informational only and can be used for reporting purposes.

For additional information, click More.

Directions:

To see directions for...

• Opening Account Master Maintenance, click More.

   

  • Click Account Master Maintenance on the Toolbar.

  • Other Methods:

  1.  Click File Maintenance from the Menu Bar, and then click Account Master.

  2.  Or, use the keyboard shortcut:  [CTRL + a].

  3.  Or, click View from the Menu Bar; and Account Master.

  4.  Or, use the Keyboard shortcut:  [ALT] [v] [a]

  Note:  You may also be able to access the General Ledger menu while in another INVISION module.  To activate the General Ledger menu in another module, the G/L Application Control must be set up for the module during installation.

   

  Account Master Maintenance Window Example:

  

   

• Creating a new G/L Account, click More.

   

  To create a new record choose one of these methods:

  • Enter the new Account Number and click Retrieve , or press [ENTER].
    Keyboard shortcut:  [ALT + t]

  • Or, enter the new Account Number and click File from the Menu Bar; next click New.
    Keyboard shortcut:  [ALT] [f] [n]

  Tip:  To indicate that you are building a new Account, New  displays near the Account Number.  Default entries display and the first field is highlighted to let you know you can begin entering information.

  Account Master Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Account Number	Enter the G/L Account Number.  (format varies) Required Tips: To learn about the format and elements that define the segments within an Account Number, refer to Understanding Account Numbers. To save keystrokes, you do not have to enter the delimiters (dashes or dots).  The Account Number fills them in automatically, according to the installation setting defined by the Application Option Parameters. To save keystrokes, the Account Number can automatically fill in leading zeros or trailing zeros, according to the installation setting defined by the Application Option Parameters.
  	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION To avoid losing data, you must save new or changed records.
  	To look for an account, click Search.  From the Search list you can select the record to change or delete. Keyboard shortcut:  [ALT + r]
  	To display an existing account, enter the Account Number and click Retrieve, or press [ENTER]. Keyboard shortcut:  [ALT + t]
  Description	Enter the Account Description.  (up to 30 characters)
  Account Type	To specify an Account Type, click one of the options in the drop-down list.  Account Types include Asset, Liability, Net Worth, Income, and Expense.
  Debit/Credit	The Debit/Credit Option specifies if amounts are posted to the account as debits or credits.  Click one of the options in the drop-down list. Notes: To see the traditional option for different Account Types, refer to Understanding Account Numbers To maintain data integrity, you can not change this option after the account has been created.  If you need assistance in changing this option, contact Technical Support.
  Control Account	Specify if this is a Control Account, which is an account used by interfaces from other software modules.  Typical Control Accounts include Accounts Receivable, Accounts Payable, Inventory, and Payroll Tax accounts.  (No/Yes) Options: No - This is not a Control Account. Yes - This is a Control Account. Tip:  The program displays a warning and prints an exception if you enter a manual transaction for a Control Account.
  Clear to Account	For an income or expense account, enter the Clear To Account Number, to which accounts are cleared during the Year-End process. Tips: Typically, the Clear To Account Number is used for Retained Earnings, and is updated by the year-end Clear and Close Accounts routine for Income and Expense accounts. To search for an Account Number, click Search . Keyboard shortcut:  [CTRL + f] For more information about the Year End process, see the General Ledger Runbook.
  Fund	Enter the Fund number, which is a category number that lets you select groups of accounts for the Trial Balance Report.  (4.0) Tip:  This optional field is typically used by municipalities that have the Fund Accounting module installed.
  Revenue Category	If you use Revenue Categories for customers in the Accounts Receivables module, enter the Revenue Category that is associated with this Account Number.  (3.0) Tip:  This field is typically used by municipal sites that have the Accounts Receivables module installed.
  Step	Enter the optional Step Number, which is used to select accounts for the year-end Clear and Close Accounts process.  (2.0)
  Account Status	To specify if the account is A(ctive) or I(nactive), click the option in the drop-down list. Tip:  You cannot enter or post transactions for inactive accounts.
  Date of Last Post	Displays the date of the last post, which is updated by Post Journal Entries.
  Period Detail
  Current/History Year	To specify which Fiscal Year you want to display in the Period Balances List, click one of the following options in the  drop-down list. Current:  Displays the account's balances for the periods in the current Fiscal Year. CCYY:  Displays the account's period balances for a historical Fiscal Year. Examples:  2004, 2003, 2002, etc. Tip:  * * * HISTORY * * * appears under the Account Number when you select any year other than Current.
  Period Balance List The Period Balance List displays the account balances for each period of the selected year (current or history). Tip:  Although the General Ledger maintains the balances automatically, on rare occasions you may need to make corrections.
  Beginning Balance	Displays the Beginning Balance for the account.  (12.2) Warning:  The account Beginning Balance, can only be edited by NDS Support.  For more information, contact Support.
  Period	You can maintain the account's balance for a specific period, print the Single Period Activity Report for a specific period, or print the YTD Activity Report for a specific period. Directions: Select the Fiscal Year in the Current/History Year field. Click the number in the Period drop-down list. Or, click to highlight a period in the Period Balance List. If you want to print a report, click the appropriate Drill-Down icon. Or, if you want to change the Period Balance: Enter the new Period Balance. Warning:  Although you can change the Period Balance, the need is rare and NDS recommends extreme caution. Click Add, or press [ENTER]. Keyboard shortcut:  [ALT + a]
  	To see detail for an account balance, you can print the account's activity by clicking the appropriate Drill-Down icon. Upper Drill-Down icon:  Prints the Single Period Activity report for the highlighted Period. Lower Drill Down icon:  Prints the YTD Period Activity report for the highlighted Period.
  Balance	Displays the balance for the selected period.  (9.2) Warning:  Although you can change the Period Balance, the need is rare and NDS recommends extreme caution.
  Period Balance List	The Period Balance List displays the following fields in each row for the specified year for the displayed account: Period Number Period Description Period Balance Tip:  To select a period for maintenance or to print the report, click to highlight a row.
  Ending Balance	Displays the calculated Ending Balance for the account, which is the sum of the Beginning Balance and the Period Balances for the displayed year. Tip:  You can not directly change the Ending Balance.  It is always a calculated value.
  User Defined Fields Use the Account Master user definable fields to maintain additional account information as determined by your facility.  While there are 27 alpha and 60 numeric fields that can be defined to suit your purposes, you only maintain as many fields as you need.  The account user definable fields are informational only and can be used for reporting purposes. Notes:   Because the Account User Definable Field definitions and field labels can be tailored to suit your needs, the field labels in your software may not match the documentation.  You can tailor the fields and field labels during Alpha Table Maintenance and Numeric Table Maintenance. When the user defined fields contain data, the User Defined Fields tab displays a black circle to alert you.  When there is no data, the circle is white.
  User Defined Alpha field	Enter the account information for the user definable alpha fields. Note:  Although there are 27 alpha fields available, only the fields that you defined during Alpha Table Maintenance display.
  User Defined Numeric field	Enter the account information for the user definable numeric fields. Note:  Although there are 60 numeric fields available, only the fields that you defined during Numeric Table Maintenance display.
  	To access Alpha Table Maintenance to edit the alpha fields and field labels, click Edit Alpha Field Definitions.
  	To access Numeric Table Maintenance to edit the alpha fields and field labels, click Edit Alpha Field Definitions.

   

• Editing an existing G/L Account, click More.

   

  CAUTION:  To avoid losing data, you must save new or changed records.

  1.  To display the record to be changed, enter the Account Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  
  Tip:  If you do not know the Account Number, you can click Search  to see a list of G/L Accounts.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click Save , or press [ENTER].
  Keyboard shortcut:  [ALT + s]

   

• Deleting an existing G/L Account, click More.

   

  1.  To display the record to be deleted, enter the Account Number and click Retrieve , or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Account Number, you can click Search  to see a list of General Ledger Accounts.

  2.  Click File from the Menu Bar, and next click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  If the account has any current or history balances, you can not delete the account.  You will see one of the following warning messages.
  
  
  
  
  
  Click OK to escape from the delete routine without deleting the record.

  4.  At the Delete Records prompt, click Proceed to delete the record, or click Cancel to escape from the delete routine.
  
  Example:
  
  
  
  Note:  After you click Proceed, you will see the following message on the Status Bar.