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 open click Account Master Maintenance on the Toolbar.

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

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

Account Master Maintenance Window Example:

Account Master Maintenance Prompts
Account Number	Enter the G/L Account Number. (format varies) To create a new account number and press [ENTER] and click Retrieve , or . Keyboard shortcut: [ALT + t] To look for an account, click Search . From the Search list you can select the record to change or delete. Keyboard shortcut: [ALT + r] Required Tips: If 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. 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.
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. Choose one of the options. 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 applications. 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 for your facility if desired. The account user definable fields are informational only and can be used for reporting purposes. To see user defined fields, click the User Defined Fields tab. In this area you can set up the user defined fields and maintain G/L account related information for your organization. When you enter data in the fields you will notice that you can only enter the type of data that was specified when the field was set up. Alpha user defined fields will have drop-down lists from which you can choose an entry or you can enter an entry that is not listed. To add information simply click in the field and begin entering the information. Adding an entry will make it available for the next time. Be sure to save to complete your entries. Notes: Because the Account User Defined Field definitions and field labels can be tailored to suit your needs, the field labels in your software may not match the documentation. The black dot on the User Defined Fields tab indicates that user defined fields are set up. To set up user defined fields, click Edit Field Definitions . For directions, see GL Account User Defined Edit Field Definitions.
Editing an Account	CAUTION: To avoid losing data, you must save new or changed records. 1. Enter the account number and press [ENTER] or click Retrieve . 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. Enter the data changes. 3. Then, click Save , or press [ENTER] to complete the changes. Keyboard shortcut: [ALT + s]
Deleting an Account	1. Enter the account number to remove and press [ENTER] or click Retrieve . 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, and next click Delete. Keyboard shortcut: