View source for Help:SM1-Select an Active and Restricted General Ledger Account

__NOTITLE__
{{Page title|Select an Active and Restricted General Ledger Account}}

This window titled Select an Active and Restricted General Ledger Account will display all Active and Restricted General Ledger Account numbers.  It will display the G/L Number, Account Type, Account Name, and Useage (if available).

Every module in the IBS system is accounting oriented.  Any feature of any module which can be used to affect financial data must be linked to the General Ledger by a general ledger account number.  Therefore, in each financial module, certain files will require you to designate a general ledger number(s) to be used when posting financial transactions.

When you create a general ledger account number, you must designate if the account is ACTIVE and/or RESTRICTED.  An ACTIVE account means that the account is currently used by your company in your financial reports.  Occasionally you may cease using a specific general ledger account number and you may desire to delete that account number from your system.  However, since our system maintains financial data for multiple years and allows the user to print financial reports for prior periods, it is impossible to allow the deletion of general ledger numbers.  Therefore, if you cease using a general ledger number, simply make that number inactive by removing the check mark in the Active box.  Once an account is marked as inactive, then it will no longer appear in general ledger account look-up (view) boxes.  Also, if you attempt to post a journal entry to an inactive account, then the system will warn you that the account should not be used.

'''An account that is the control account for a subsidiary ledger should be classified as a RESTRICTED account.'''  For example, the Accounts Receivable, Accounts Payable, Checking Accounts and Commissions Payable Accounts are example of control accounts.  There are special programs which handle the proper posting to these accounts since the balance in these accounts is substantiated by a subsidiary ledger such as the Accounts Receivable or Accounts Payable listing.  In order to prevent any distortion in the balance of these control accounts, they should be restricted in their use.  A check mark (Ö) in this box indicates that the account is restricted.  

'''NOTE:  The system will allow you to post to a restricted account only when posting a Journal Entry in the General Ledger module.  This is the only time you will be allowed to post a transaction to a restricted account.  The system will warn you that the account is restricted if you attempt to post a journal entry to a restricted account; however, it will not prevent you from posting to a restricted account in a journal entry only.  The system will not allow you to post transactions to a restricted account from any of the other accounting modules.'''

'''G/L Number:'''   The G/L Number field at the top of this window is a locator field to help you quickly access a specific general ledger number.  Type the general ledger number you wish to access, press the Tab key, and that number (or the closest match to the number you typed) will be highlighted on the screen.  NOTE:  Your cursor may be in the list box or in this locator box when you type this number.

'''Useage:'''   This is an informational box which displays the specific useage for the highlighted account (if available).

'''[ Select ]'''   Press this button to select the highlighted General Ledger Account and return to the previous window.

'''[ Insert ]'''   Press this button to create a new general ledger account.  This will open a window titled Adding a G/L Account.  For additional information, please refer to [[Update G/L Name File.]]

'''[ Change ]'''   Press this button to edit the highlighted general ledger account.  This will open a window titled Changing a G/L Account.  For additional information, please refer to [[Update G/L Name File.]]
'''[ Close ]'''   Press this button to close this window and return to the previous window

'''[ Help ]'''   Press this button (if available) or the F1 key to view the Help text for this window.