Ideal Online Documentation

28546 G/L MAINTENANCE
GL4-11 Sub-Account Codes

 

PURPOSE

 

The sub-account codes maintenance program is used to define descriptions for sub-accounts used in the general ledger. The sub-account descriptions do not need to be entered before the accounts can be created in the account master maintenance program.

 

The sub-account descriptions are associated with the account and sub-account numbers for a specific company. All the divisions within the company will get the same sub-account descriptions. Sub-account descriptions entered for account "0000" will apply to all accounts using the specified sub-account code.

 

Sub-Account Code Maintenance is accessed from:

  • G/L Account Maintenance menu.

 

PROCEDURE

 

When you select Sub-Account Code Maintenance from the G/L Account Maintenance menu the sub-account code maintenance screen is displayed.

 

G/L SUB-ACCOUNT CODE MAINTENANCE DISPLAY

┌────────────────────────────────────────────────────────────────────────────────┐
│06/27/07                    D E M O   C O M P A N Y                             â”‚
│                        G/L SUB-ACCOUNT CODE MAINTENANCE                        â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│   COMPANY NUMBER        01  IdealWare Demo Company                             â”‚
│   ACCOUNT NUMBER        ____                                                   â”‚
│   SUB-ACCOUNT CODE                                                             â”‚
│                                                                                â”‚
│1. DESCRIPTION                                                                  â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│ENTER '0' FOR GENERAL SUB-ACCOUNTS OR ACCOUNT WITH SPECIFIC SUB-ACCOUNTS.       â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
ACCOUNT NUMBER
ENTER '0' FOR GENERAL SUB-ACCOUNTS OR ACCOUNT WITH SPECIFIC SUB-ACCOUNTS.

 

Enter the desired account number.

 

"0" to enter a general sub-account description.

 

SUB-ACCOUNT CODE

 

Enter the sub-account code you wish to access or add.

 

To add a new code see ADD A CODE. To modify or delete an existing code see MODIFY AN EXISTING CODE.

 


[F2] to display next sub-account code on file.

 

[F4] to exit and return to the menu.

 

ADD A CODE

 

If you enter a code which is not defined the following prompt displays.

 

** NOT ON FILE. DO YOU WANT TO ADD ? (CR=YES/F2=NO):

 

[Enter] to add a new code.

 

The program will step you through each field (see FIELDS below). Once all fields have been entered, the following prompt is displayed:

 

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept and update.

 

[F2] to modify.

 

See MODIFY AN EXISTING CODE below.

 

 

[F4] to not add the code and return to CODE field.

 

[F2] to not add a new code.

 

You may enter a different NEW code, an existing code or press [F4] to exit.

 

 

 

MODIFY AND EXISTING CODE

 

If you enter an existing code you will be prompted whether or not you wish to modify or delete the code.

 

** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:

 

[Enter] to clear the display and return to the CODE field.

 

"M" to modify data fields.

 

** FIELD NUMBER (CR TO CONTINUE):

 

Enter the number of the field you wish to modify.

 

Once you have modified the field data (see FIELDS below) press [Enter] to return to this prompt where you may enter the number of additional fields to modify or press [Enter] again to end modifications.

 

 

[Enter] for modifications complete.

 

** OK TO UPDATE? (CR TO UPDATE; F2 TO MODIFY; F4 TO BYPASS):

 

[Enter] to accept changes and update the file.

 

The file is updated and you are returned to the CODE field.

 

 

[F2] to make additional modifications to the fields.

 

You are returned to the FIELD NUMBER prompt above.

 

 

[F4] to cancel all changes and return to CODE field.

 

"D" to delete the code.

 

** OK TO DELETE? (Y/N):

 

"Y" to delete the code.

 

"N" to not delete the code.

 

Example G/l Sub-Account Code Maintenance display:

┌────────────────────────────────────────────────────────────────────────────────┐
│06/27/07                           IDEALWARE                                    â”‚
│                        G/L SUB-ACCOUNT CODE MAINTENANCE                        â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│   COMPANY NUMBER        01  IDEALWARE                                          â”‚
│   ACCOUNT NUMBER        1711  ACCOUNT WITH SPECIFIC SUB-ACCOUNTS               â”‚
│   SUB-ACCOUNT CODE      0711                                                   â”‚
│                                                                                â”‚
│1.  DESCRIPTION           INTEREST & BANK CHARGES                               â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│                                                                                â”‚
│** 'M' TO MODIFY; 'D' TO DELETE; CR TO CONTINUE:                                â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘

 

FIELDS

 

COMPANY NUMBER

 

Displays the company you are currently working in.

 

ACCOUNT NUMBER
ENTER '0' FOR GENERAL SUB-ACCOUNTS OR ACCOUNT WITH SPECIFIC SUB-ACCOUNTS.

 

Enter the desired account number.

 

This is the specific account number you wish to assign a sub-account description to. If a specific account is selected here then the description will only print for that specific account's sub-account. The account number entered here is not validated against the general ledger, therefore any code can be entered. A sub-account entered here that does not appear in the general ledger will not affect financial statements.

 

 

"0" to enter a general sub-account description.

 

A general sub-account description is displayed for any account which has the defined sub-account. When a both a specific account and a general account have been defined with the same sub-account, then the specific account will print it's description, and the general description will print for all other accounts with this sub-account that do not have a specific description.

 

 

SUB-ACCOUNT CODE

 

Enter the sub-account code you wish to access or add.

 

The sub-account does not need to be on the general ledger to be entered here.

 

 

[F2] to display next sub-account code on file.

 

[F4] to exit and return to the menu.

 

DESCRIPTION

 

Enter the desired description.

 

You may enter up to 30 characters. The description will print on reports and inquiries which display sub-account information.