Summary Account Maintenance

Use Summary Account Maintenance to set up a parent-child relationship between a Summary Account and a list of its Subordinate Accounts.  The balances for the Subordinate Accounts automatically roll up to the balance of the Summary Account on several reports.  To save time, you only need to enter Account Element Values, rather than entire Subordinate Account Numbers.

For additional information, click More.

Directions:

To see directions for...

• Opening Summary Account Maintenance, click More.

   

  • Basic Method (from the G/L Module):

  1. Click File Maintenance from the Menu Bar.

  2. Click Summary Account Maintenance.
     
     Tip:  Or, use the keyboard shortcut:  [ALT] [m] [u].
      

  1. Advanced Method (from another NDS Module):

  1. Click General Ledger from the Menu Bar.

  2. Click File Maintenance.

  3. Click Summary Account Maintenance.
     
     Tip:  Or, use the keyboard shortcut:  [ALT] [g] [m] [u].
     
     Note:  To activate the General Ledger menu in another module, the G/L Application Control must be set up for the module during installation.

   

  Summary Account Maintenance Window Example:

  

   

• Creating a new Summary Account, click More.

   

  To create a new record choose one of these methods:

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

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

  Tip:  To indicate that you are building a new Summary 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.

   

  Summary Account Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for the field name.
  Summary Account Number	Enter the Summary Account Number.  (format varies) Tips: To Search for an existing Summary Account Number, click Search . Keyboard shortcut:  [CTRL + f] To Search for a General Ledger Account Number to use as a new Summary Account Number, right-click to display the Shortcut Menu.  Then click G/L Account Search. Subordinate Accounts roll up to the Summary Account.
  	To display an existing Summary Account definition, enter the Summary Account Number and click Retrieve, or press [ENTER]. Keyboard shortcut: [ALT +t]
  Element Name	To select the Account Element Name, click the Element in the drop-down list.  (pre-defined)
  Element Value	Enter the value for the specified Account Element.  (format varies) Notes: You can only add 5 Account Numbers per Element to the Subordinate Accounts List. You can add up to 15 Account Numbers in total to the Subordinate Accounts List (by using more than one Element.) Tips: The program determines the Subordinate Account Number by automatically defaulting the values for the other Elements to match the Summary Account Number. To Search for an existing G/L Account Number to use as the Subordinate Account, click Search . Keyboard shortcut:  [CTRL + f]
  Example A:  To roll up all Auto Repair Expenses for all departments to one account: 1.  Enter the Summary Account Number, 789-0.  The first Element is the account and the second is the Suffix, which indicates the department. 2.  Specify the Element; in this case Element 2 for the department Suffix. 3.  Enter the Suffix value for each account that is to roll up to 789-0.  In this case, there are two subordinate accounts.  Enter 1, and then enter 2. Note:  The system automatically defaults the value for Element 1 to match the Summary Account Number (789 in this case).  You will see 789-1 and 789-2 added to the Subordinate Accounts list.
  Example B:  To roll up all Expenses for a specific department to one account: 1.  Enter the Summary Account Number, 789-0.  The first Element is the account and the second is the Suffix, which indicates the department. 2.  Specify the Element; in this case Element 1 for the Account. 3.  Enter the Account value for each account that is to roll up to 789-0.  In this case, there are several subordinate accounts.  Enter 754, 770, and 775, etc. Note:  The system automatically defaults the value for Element 2 to match the Summary Account Number (1 in this case).  You will see 754-1, 770-1, and 775-1 added to the Subordinate Accounts list.
  Subordinate Accounts List	The Subordinate Accounts list displays the Account Numbers whose balances will roll up to the Summary Account.
  	To clear the Subordinate Accounts List so you can start over, click New.
  	To remove an Account Number from the Subordinate Accounts List, click to highlight the Account and then click Delete.
  	To save the changed values for the Summary Account definition, click Save.
  	To clear the window so you can enter another Summary Account Number, click Completed.

   

• Editing an existing Summary 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 Summary Account Number and click Retrieve , or press [ENTER].
     Keyboard shortcut:  [ALT + t]
     
     Tip:  If you do not know the Summary Account Number, you can click Search  to see a list of Summary 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 Summary Account, click More.

   

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

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

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