Select Account

Select the account code. Search for an account using the Accredo Lookups.

Account Tab

Account Number

A four digit number in the range 0001 - 9999, followed by a decimal point and a three digit sub number in the range 000 to 999, giving an Account number format of 0000.000. We recommend that add-to accounts be a higher number than the account referencing them for all except carried forward totals. Normally trading accounts are low numbers (such as 1000.000 - 2999.999), expense accounts are mid-range (such as 3000.000 - 8999.999) and asset and liability accounts are high numbers (such as 9000.000 - 9999.999). Totals will be added through to the Statement of Financial Position. If there are no sub accounts the default suffix .000 is added to the first four digits. When allocating Account numbers you can leave gaps for additional accounts to be added later. Data can only be entered into the Account Number field when inserting a new account.

Account Type

For a new account (cannot be changed), some fields are not applicable for certain Account types.

• Standard - Accounts with balances that transactions can be posted to.
• Non- posting - Accounts that cannot be posted to, Non-Posting accounts are effectively reporting place-holders. Use as the .000 account with sub-accounts to prevent transactions being posted to the .000 account and allow consolidation of sub accounts for financial reports, for example, you can have a .000 account for Motor Vehicle Expenses with sub accounts for each vehicle. Specifying Motor Vehicle Expenses as a non-posting account prevents transactions being posted to it but still allows the account name "Motor Vehicle Expenses" to show on financial reports consolidated by sub accounts. Non-posting accounts are also used as the alternate for a Standard or Total account for a Alternate accounts.
• Total - balance totals of other accounts for enquiry, used by the Report Designer Wizard to construct Total bands.
• Heading - used by the Report Designer Wizard to construct headings on financial reports.

Account Name

Up to 60 characters to appear on reports, and when an account is selected.

Restricted

Selected, access to an account in the sub ledger and GL Batches will be permission dependent, set in Users, Groups and Roles.

Friendly Code (Alt+F2)

Alphanumeric codes (sometimes easier to recall than numeric codes). For example, you could use ADV for the Advertising account.

Inactive

GL Accounts marked Inactive are hidden from view. Full financial information and history is retained for reporting. Inactive records can be opened in Lookups by clicking Show Inactive Records (Ctrl+I) on the Lookup or selecting Display Inactive Records from the right-click menu. If you select Display Inactive the inactive items will display dimmed in lists. Many report selections have an option to show records that include information for inactive accounts.

You cannot make an account inactive while it is referenced in an unposted Transaction Batch, or has a non-zero opening balance for the current period, or transaction activity in the current period or later.

You can use this to mark accounts you no longer use and want to retain information for reporting or account history.

The Replicated Analysis Code will also be set to Inactive if available (see Replicate Analysis below).

External Code

Use to enter the accountant's code for this account for reference and to be printed on reports for the accountant (not available as a Lookup code - use Friendly code).

Account Class

The five account classes, Income, Expense, Asset, Liability and Capital determine if the:

• Account balance is zeroed at End Of Period or held. Income and Expense accounts zero, Asset, Liability and Capital accounts retain the balance at End Of Period.
• Account is treated as a debit or credit (affects the sign of the balance on financial reports). Income, Liability and Capital accounts are Credit accounts, Expense and Asset accounts are Debit accounts.

Add to Account

The account the balance is added to, for example, sales accounts add to total sales, or total sales adds to gross profit. The account specified must be a total account. Sub-accounts normally have the same add to account as their main account.

View Add From Accounts lists accounts that add directly to the account, available if Add From accounts exist.

Consolidate Account

A second totalling path for use with the GL Financial Report Design Wizard. The account specified must be a total account.

View Consolidate From Accounts lists accounts that consolidate directly to the account, available if Consolidate From accounts exist.

Validate Ledger checks that accounts do not both Add To and Consolidate To the same Total at any level.

Post to Account

The Standard account to which the balance of this account (if a zeroing account, such as Income or Expense) is to be transferred at the start of the next period. This transfers profits at the end of the period to be retained earnings next period, to transfer the closing balance of a shareholders current account to the opening balance for next period.

View Post From Accounts lists accounts that post to the account, available if Post From accounts exist.

Opening Account

The standard account to which the negative balance of this account (if a zeroing account, such as Income or Expense) is to be transferred at the start of the next period to retain the balance in this account. For example, instead of Opening and Closing Work In Progress being zeroed at the start of the next period, the balance of Closing Work In Progress will be retained and transferred as a Credit balance to Opening Work in Progress.

View Open From Accounts lists accounts that open to the account, available if Open From accounts exist.

Comment

A reference for filtering reports, or searches.

Category 1

Category 2

Further categorise accounts. Select groups of accounts or filter reports from Categories on the Maintain tab, or click Open Category (Shift+F12) on the Lookup. Labels can be replaced in GL Settings.

Period Activity

Activity for the account in the current period.

Year Activity

Activity for the account in the current year.

Current Balance

Account current balance.

Replicate Analysis

Analysis Code

Enter an analysis code to map to this GL account from other modules.

Replicate AR

If the Account Class is Income the Analysis Code above will be added as an AR Sales group mapped to this GL Account.

Replicate AP

If the Account Class is Expense the Analysis Code above will be added as an AP Expense code mapped to this GL Account.

Replicate CB

If the Account Class is Income the Analysis Code above will be added as an CB Income code mapped to this GL Account.

If the Account Class is Expense the Analysis Code above will be added as an CB Expense code mapped to this GL Account.

GST Code

The GST code to apply to the Analysis code(s).

Accredo Saturn Only: Branch and Department

Branch

Department

Select a branch and / or department, to see specific figures.

Toolbar

Expand Toolbar (Alt+F9)

Expand the toolbar to give access to all toolbar options. Press Esc to close the expanded toolbar.

Edit (F11)

Enter edit mode, to edit the account details.

Insert (F4)

Click to add a new account.

Duplicate (Shift+F4)

Duplicates the opened account.

Delete (F3)

If active transactions exist for the record, delete will not be allowed.

Customise Toolbar

Customise Toolbar or right-click in the toolbar below the buttons to access the Customise Toolbar Menu.

Buttons

Analysis Codes (Alt+N)

Opens GL Analysis Codes, showing the Analysis Codes from each module in relation to the GL Code.

Save (F9)

Save changes.

Cancel (Esc)

Discard all changes.