Account Number Master File

(AcctNo.exe) This program allows the user to enter in the account numbers used for general ledger numbers, or chart of accounts. An account number is created by combining a Department Number and a Sub Account Number.

Adding an Account Number

Key in CTRL+N, choose the New icon or select File then New from the application menu to begin entering a new account number. Use the drop down menu to choose the Entity first. Then type in the Account Number. The account number is a combination of a department number and a sub account. The Department Name and Sub Account Name will appear below to reflect what you have chosen. You will want to next enter the Bank Account number, which was previously set up in the Bank Accounts Master File.
The Accrual box will be checked when creating a new account number to accrue expenses for this account; this may also be unchecked on user discretion. The Active box will be checked upon creation to activate the account number if the Department and Sub Account are both active, if one or both are inactive the Active box will remain unchecked. Enter the Default Deliver To or use the lookup. Key in CTRL+S, File, then Save, or click the Save icon to save the record. You may also use the Department and Sub Account tabs, to create an Account Number from existing Department and Sub Account information. When using the By Department or By Sub Account tab, select the appropriate Department or Sub Account in the left column and then use the arrow keys to move the selected Department or Sub Account to create the Account Number in the center column. On both tabs, when the Entity is selected, the appropriate Bank Accounts may be selected using the drop down. Also, if the account number is active it will display as a red X in the ACT column, and if it will be accrued it will display in blue in the ARL column. The user may copy the Sub Accounts from a Department by choosing the By Department tab and then selecting the Department and pressing the yellow button between the Account No. and Sub Account columns. A lookup displays and when selecting the department will display any sub account numbers in blue in the Sub Account column that are not associated with that department.

The Profile tab allows the user to assign a Profile ID, if the Department is assigned in the Profile Master File, to specified Sub Accounts using the arrow keys.

Check box for Balance Sheet Account is in association with GL Detail Transaction Report.

Deleting an Account Number

To delete an account number, first select the account number you want to delete. You can use the lookup function to accomplish this. Then key in CTRL+D, select the Delete icon or choose File then Delete from the application menu. Answer yes to the question asking you if you are sure you want to delete the record. Please be aware that by deleting an account number you may remove existing information relating to the deleted account number from history, you may only want to inactivate it.

Information may be exported by clicking on Tools, then Export, then selecting a format. The export information is dependent on the Tab sheet information that the user has active.