General ledger balance view:
Show all accounts with a debit and credit balance column. You can adjust the period in the date period fields.
|Account number||Account number must be unique. Can contain all signs including numbers, letters etc. Are used as reference on financial postings. Can be changed via dedicated icons.|
|Account name||Text which can be changed whenever desired.|
|Account type||Account type cannot be changed once there are postings on the account|
|Sum from account||When account type is “3 – Sum from” account from where accounts are summarized can be defined.|
|Act. VAT code||The activities VAT code represents one side or one dimension in the WorkBook VAT setup (the other one being Debtor/Creditor VAT – see VAT setup document). The activity VAT code is defined on each finance account and determines the handling of VAT deduction.|
|Automatic||“Automatic” is a setting which prevents users from posting manually on a finance account. The system requires certain accounts used in the finance setup to be “Automatic” – otherwise a general system setup error occurs which prevents all posting in the system.
Other accounts can voluntarily be set to Automatic to prevent manually posting.If manual posting for some reason is required on an “Automatic” account it is recommended to do so with the aid of basic setting 484 (must be done by an administrator – value changes back to “not allowed” automatically):
|Use in creditor invoice handling||You can enable a specific account to appear when you are entering vouchers (supplier invoices) in the system. Enable the account to appear by clicking in the sidebar under Voucher approval.|
|Approvals done by||At the same time you are able to set a specific employee to approve all vouchers that are posted to that particular account. Select the employee from the list.
Use this to ensure that eg. all IT hardware purchases are approved by IT responsible or all Staff related costs are approved by the HR responsible.
|Use in finance budgeting||Defines if an account should be represented in the finance budget.|
|Posting column||A setting only related to the finance budget i.e. which sign should be proposed when entering amounts to the finance budget.|
|Line no. sorting||Controls in which order an account is presented in reports and online views.Must be unique – otherwise a general system setup error is raised.|
|Indentation||Controls how much space an account should visually have in the Chart of Accounts.|
|Line feed||Controls the line feed in Statement of accounts reports.|
|Line style||Controls the line style in Statement of accounts reports.|
|Force page break after this account||Controls a forced page break Statement of accounts reports.|
Use the search field to search for a specific account. You can search by name and number.
The account properties
Clicking on the Account number makes visible an icon end clicking on this displays the sidebar view of an account. In this view you can change various settings as well as changing the number and name of an account. Deleting an account is only possible if there are no postings on it. Use the option to “Block” an account instead.
Dimension settings (read more about Dimensions)
Creditor invoice approval settings
Account name translation
Finance account period balance
In the Account statement you see all transactions related to the account.
Change account type with a balance on the account
To change the account with a balance on it you need to follow these steps.
- Change the account name of the old account
- Create a new account with the correct account type, name and number (You can’t have an account with duplet number)
- Move the post (either as the balance or the individuelle post on the account) from the old account to the new in the general ledger. See this article. If you wish to have the history on the new account then move the individuelle posts or you can tell from which account you move the balance (Use the name)
- Block the old account