Help:Common-Edit GL Account

The window titled Adding a G/L Account is used to add a new general ledger account to the General Ledger Accounts Name File and the window titled Changing a G/L Account is used to change an existing general ledger account in the General Ledger Accounts Name File

G/L Number: Enter the General Ledger Account Number in this field. The valid numbers are in the range 1-000 to 99999-999. NOTE: If you pressed the [Edit] button on the previous window, then this field will be inaccessible as you are not allowed to change the general ledger number for an existing general ledger account.

Account Type: You must designate whether this account will be an Asset, Liability, Equity, Revenue, or Expense account. Move your mouse cursor to the circle by the appropriate type and left-click once to mark the account type. The selected type will be designated by a black dot. NOTE: If you pressed the [Edit] button on the previous window, then this field will be inaccessible as you are not allowed to change the Account Type for an existing general ledger account.

Account Name: Enter the name of this general ledger account.

Restricted: If this account should be restricted, then left-click your mouse one time to place a check mark in this box. An account that is a 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 all examples 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 in this box indicates that the account is restricted. The system will warn you that an 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.

Active: This account can be either Active or Inactive. A check mark in this box indicates an Active Account and a blank box indicates an Inactive account. An inactive account will not be displayed in the Select G/L Account window.

Useage: This field can be used as a note pad in which you may enter a description of how this account is to be used. This description will then appear on the Select G/L Account window when the account is highlighted in the list box. This should make it easier for the user to decide which general ledger account number should be used if there is any question between several different accounts. NOTE: Some companies use this field as a note pad for year-end audit information.

[ Add ] This button will appear if you selected the [Insert] button on the previous window. Press this button to add this new general ledger account in the General Ledger Accounts Name File.

[ Save ] This button will appear if you selected the [Edit] button on the previous window. Press this button to save any edits made to this account in the General Ledger Accounts Name File.

[ Cancel ] Press this button to close this window and return to the previous window. NOTE: If you make any changes in this window and then press the [Cancel] button, another window titled Save Record will open. For additional information please see Save Record.

[ Help ] Press this button to view the Help text for this window.