Viewing General Ledger Account Information (Data Lists)

Information relating to a General Ledger Account able to be viewed and in some cases edited, is as follows:

• Notes
• Transactions
• Group References
• Balance Summaries
• Split Accounts
• Account Aliases
• Visibilities
• Budget Periods

Select the General Ledger Account by entering in the account code, or clicking the ? button. The General Ledger Account List will appear. Click to highlight on the appropriate account and Select [F3].

Click on the 'Data Lists' header. Use the down arrow in the 'Select' box to choose a section:

Notes

This is the ability to View an existing note, or add a note as follows:

• Edit [F2].
• Modify.
• Add [INS].
• Note. Enter a topic heading.
• Auto Prompt. If this is selected, the note will automatically appear, each time the account used. The Activate date should also be selected, using the [up/down arrow keys + shift key].
• Enter the details of the note and Save [F9].

Transactions

View the transactions relating to the account number as follows:

• Click to highlight on the required transaction.
• Drill. This will display the source transaction. If the transaction is incomplete, then normal editing or deleting functions will apply. A completed transaction is available for viewing only.
• Drill X. This will display the information relating to stock movement for the transaction.

Group References

Existing Group References such as General Ledger Account Type and Currency may be edited. However, they may not be deleted, or additional ones entered.

• Click on the Group Reference to Edit [F2].
• Modify.
• Click in the Code column and use the [up/down arrow keys + shift key] to select.
• Save [F9].

Balance Summaries

The Opening Balance, Closing Balance and Debits and Credits of an account can be viewed on a month by month basis, with the closing balance total accumulating.

Split Accounts

A Split account is an account that has been set up to automatically put a percentage value(s) to other accounts. For example, rent shared between two departments 60%/40%. The rent expense is coded to an account that has two split accounts defined.

To create a split account,

• Edit [F2].
• Modify.
• 'Select Split Account'. Enter the account number, or click on the ? button to select.
• % to Allocate. Enter the percentage of the split.
• Process [F9]

  Ensure that the percentages add to 100% before ending.

  

Account Aliases

An account alias is where the account is known by more than one description.

To enter a new alias,

• Ensure that the correct General Ledger Account has been selected.
• Edit [F2].
• Modify.
• Code. Enter an alias code (short description).
• Description.
• Process [F9].

To edit an existing alias,

• Click on the alias code.
• Edit [F2].
• Modify.
• Click to highlight on the data to be corrected.
• Save [F9].

Visibilities

This is a new security feature, yet to be implemented.

Budget Periods

If a budget has been created for an account, the details of the budget will be displayed.