Ideal Online Documentation

28540 G/L MAINTENANCE
GL4-07 Expand/Condense Sub-Accounts

 

PURPOSE

 

The expand/condense sub-accounts maintenance program is used to add and/or remove sub-accounts after transactions have been posted to a general ledger account. For example you may have single account set up for truck maintenance expenses. After a period of business activity you may add additional delivery trucks and decide to track maintenance expenses for each truck. This program allows you to expand the original single account into several sub-accounts which will all group to the main account on statements.

 

You can use this program to expand any general ledger account which does not have sub-accounts to include sub-accounts. Conversely, you can condense a control account with sub-accounts to eliminate the sub-accounts.

 

Expand/Condense Sub-Accounts is accessed from:

  • G/L Account Maintenance menu.

 

PROCEDURE

 

When you select Expand/Condense Sub-Accounts from the G/L Account Maintenance menu maintenance screen is displayed.

 

G/L EXPAND/CONDENSE SUB-ACCOUNTS MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│06/26/07 TF6        ***** EXPAND/CONDENSE SUB-ACCOUNTS *****              3LSAC â”‚
│                                                                                â”‚
│   COMPANY               01    IdealWare Demo Company                           â”‚
│   DIVISION              __                                                     â”‚
│   ACCOUNT                                                                      â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│     IF THE G/L ACCOUNT CONTAINS SUB-ACCOUNTS, THIS PROGRAM                     â”‚
│     WILL CONDENSE THE SUB-ACCOUNTS ONTO THE CONTROL ACCOUNT.                   â”‚
│                                                                                â”‚
│     IF THE G/L ACCOUNT DOES NOT ALLOW SUB-ACCOUNTS, THIS PROGRAM               â”‚
│     WILL EXPAND THE CONTROL ACCOUNT INTO A SUB-ACCOUNT.                        â”‚
│                                                                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

If you enter an account that does not already have sub-accounts the following prompt displays.

 

EXPAND THIS G/L ACCOUNT TO ALLOW SUB-ACCOUNTS? (Y/N):

 

"Y" to expand the account.

 

The balance and transaction history for the control account will be moved to the sub-account set up during this conversion. Additional sub-accounts can be added through sub-account and general ledger maintenance.

 


"N" to cancel and return to ACCOUNT field.

 

If you enter an account that already has sub-accounts the following prompt displays.

 

CONDENSE THE SUB-ACCOUNTS OF THIS CONTROL ACCOUNT? (Y/N):

 

"Y" to condense the account.

 

This removes all sub-accounts and transfers the balance and history records of the sub-accounts to the control account.

 

 

"N" to cancel and return to ACCOUNT field.

 

 Example Expand/Condense Sub-Accounts Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/21/95 TA2        ***** EXPAND/CONDENSE SUB-ACCOUNTS *****              2LSAC â”‚
│                                                                                â”‚
│   COMPANY               01    IDEALWARE                                        â”‚
│   DIVISION              00    SOLE DIVISION                                    â”‚
│   ACCOUNT               1220  BUILDINGS                                        â”‚
│   SUB-ACCOUNT                                                                  â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│     IF THE G/L ACCOUNT CONTAINS SUB-ACCOUNTS, THIS PROGRAM                     â”‚
│     WILL CONDENSE THE SUB-ACCOUNTS ONTO THE CONTROL ACCOUNT.                   â”‚
│                                                                                â”‚
│     IF THE G/L ACCOUNT DOES NOT ALLOW SUB-ACCOUNTS, THIS PROGRAM               â”‚
│     WILL EXPAND THE CONTROL ACCOUNT INTO A SUB-ACCOUNT.                        â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** EXPAND THIS G/L ACCOUNT TO ALLOW SUB-ACCOUNTS? (Y/N): _                      â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

COMPANY

 

Displays the company you are currently working in.

 

DIVISION

 

Enter the desired two character division code.

 

ACCOUNT

 

Enter the desired four character account code.

 

The sub-account status of this account determines your option to add or remove sub-accounts.

 

 

[F4] to exit to the menu.

 

SUB-ACCOUNT

 

For accounts without existing sub-accounts, the program automatically creates the first sub-account and displays the sub-account number in this field. The transaction history and account balance of the control account will be transferred to this sub-account.