Account Master Maintenance

Use Account Master Maintenance to maintain information about General Ledger accounts, which make up the Chart of Accounts. The current and historical years' period balances display along with a graph provides a visual view of the balances. You can run a single period activity report and a YTD activity report for the account to see the detail that makes up the period balances. There is also an Account Balance Inquiry function that allows you to compare actual, history and budget period amounts if desired. The Inquiry includes three comparison columns that you select with each column row representing a Period. The Account Master also offers optional user definable alpha and numeric fields for maintaining information that is specific to your organization. The user definable fields are informational only and can be used for reporting purposes.

Tips:

For more information about the structure of the Account Number, see Understanding Account Numbers.
To copy one or more Account Numbers, use the Copy General Ledger Accounts utility.

Directions:

To open click Account Master Maintenance on the Toolbar.

Or, use the Keyboard shortcut: [ALT] [v] [a]

Account Master Maintenance Window Example:

Account Master Maintenance Prompts
Account Number	Enter the G/L Account Number. (format varies) To create a new account, enter the account number and press [ENTER] and click Retrieve . Keyboard shortcut: [ALT + t] To look for an account, click Search . From the Search list you can select the account to change or delete. Keyboard shortcut: [ALT + r] Required Tips: If you are building a new account, New displays near the account number. Default entries display and the first field is highlighted to let you know you can begin entering information. To learn about the format and elements that define the segments within an account number, refer to Understanding Account Numbers. To save keystrokes, you do not have to enter the delimiters (dashes or dots). The account number fills them in automatically, according to the installation setting defined by the Application Option Parameters. To save keystrokes, the account number can automatically fill in leading zeros or trailing zeros, according to the installation setting defined by the Application Option Parameters.
Fiscal Year	To specify the Fiscal Year you want to display in the Period Balances List, click one of the options in the drop-down list. Current: Displays the account's balances for the periods in the current Fiscal Year. CCYY: Displays the account's period balances for a historical Fiscal Year. Examples: 2024, 2023, 2022, etc.
	To update the new or changed information, click Save or press [ENTER]. Keyboard shortcut: [ALT + s]
	CAUTION: To avoid losing data, you must save new or changed information.
Description	Enter the account description. (up to 30 characters)
Account Type	To specify an account type, click one of the options in the drop-down list. Account types include Asset, Liability, Net Worth, Income, and Expense.
Debit Credit	Select Debit or Credit Option to specify if amounts are posted to the account as debits or credits. Notes: To see the traditional option for different Account Types, refer to Understanding Account Numbers To maintain data integrity, you can not change this option after the account has been created. If you need assistance in changing this option, contact NDS Support 800-649-7754.
Control Account	To specify this is a control account, which is an account used by interfaces from other software applications, check this box. Typical control accounts include Accounts Receivable, Accounts Payable, Inventory, and Payroll Tax accounts. If this is not a Control Account, leave this box unchecked. Tip: The program displays a warning and prints an exception if you enter a manual transaction for a Control Account.
Clear to Account	For an income or expense account, enter the Clear To account number, to which accounts are cleared during the Year-End process. Tips: Typically, the Clear To Account Number is used for Retained Earnings, and is updated by the year-end Clear and Close Accounts routine for Income and Expense accounts. To search for an Account Number, click Search . Keyboard shortcut: [CTRL + f] For more information about the Year End process, see the General Ledger Runbook.
Fund	Enter the Fund number, which is a category number that lets you select groups of accounts for the Trial Balance Report. (4.0) Tip: This optional field is typically used by municipalities that use Fund Accounting.
Account Status	To specify if the account is Active or Inactive, click the desired option. Note: You cannot enter or post transactions for inactive accounts.
Last Posted	Displays the date of the last post, which is updated by Post Journal Entries. Displays the last date that entries were posted to the account.
	To set up user defined fields, click Edit Field Definitions . For directions, see GL Account User Defined Edit Field Definitions.
Period Detail The Period Balance List displays the following information and the account balance for each row for the selected year for the displayed account.
Period	Displays the period for your reference
Description	Displays the period description for your reference.
Period Balance	Displays the account's balance for the period.
Running Balance	Displays the calculated running balance for the account for each period, which is the sum of the beginning balance plus the amounts of the entries for the period.
Single Period Activity	To see detail for an account balance for the highlighted period with the Single Period Activity report, click View. The report view screen opens and displays the report.
YTD Activity	To see the details that make up the account balance click View for the desired period. The YTD Period Activity report will list entries from the beginning period to the highlighted period. The report view screen opens and displays the report.
Balances by Period	Displays the period balances in a visual graph for quick review.
Balance Inquiry Use the Inquiry to review and compare period balances to actual, history and budget period amounts. The Inquiry includes three comparison columns that you select with each row representing a period. This allows you to compare up to three different data sources at a time to the account's period balances.
Setting up an Inquiry	To view the period balances for an account: 1. Click Balance Inquiry. 2. Select the Source Options for each column. You can choose only 2 columns if desired. 3. Click Save Default View if you want to save the comparison data sources for future use.
Column 1 - 3 Source	Use the Columns Source 1-3 to specify the source data to display in the columns for comparison. For each column, you can specify one of three sources of data including actuals, history, or a budget. You can mix and match the sources as desired; for example, you can display three different budgets in the comparison columns. In the drop-down list, click the option for the data source that you want to display in the first comparison column. (predefined) Options: None Actuals Budget - When you click Budget, at the prompt enter the Budget Name that you want to display and then press [ENTER]. (up to 5 characters) Or if you do not know the Budget Name, click Search or press [CTRL + f]. History - When you click History, you are prompted to choose the Fiscal Year from the list to use as a comparison. Tip: The description of the column displays next to the Column Option.
	If you want to save the comparison data sources for future use, click Save Default View .
Inquiry Information	Period - The Period column displays the Period Number and Period Description in each row. Column 1 - Displays the amounts for the source data selected above. Column 1 YTD - Displays an accumulated YTD amount for each period. Column 2 - Displays the amounts for the source data selected above. Column 2 YTD - Displays an accumulated YTD amount for each period. Column 3 - Displays the amounts for the source data selected above. Column 3 YTD - Displays an accumulated YTD amount for each period.
Inquiry Graph The Inquiry Graph provides a visual representation of the account information that was shown in the Balance Inquiry. To see the graph, click Inquiry Graph.
User Defined Fields Use the Account Master user definable fields to maintain additional account information for your facility if desired. The account user definable fields are informational only and can be used for reporting purposes. To see user defined fields, click the User Defined Fields tab. In this area you can set up the user defined fields and maintain G/L account related information for your organization. When you enter data in the fields you will notice that you can only enter the type of data that was specified when the field was set up. Alpha user defined fields will have drop-down lists from which you can choose an entry or you can enter an entry that is not listed. To add information simply click in the field and begin entering the information. Adding an entry will make it available for the next time. Be sure to save to complete your entries. Notes: Because the Account User Defined Field definitions and field labels can be tailored to suit your needs, the field labels in your software may not match the documentation. A black dot on the User Defined Fields tab indicates that user defined fields are set up. To set up user defined fields, click Edit Field Definitions . For directions, see GL Account User Defined Edit Field Definitions.
Editing an Account	CAUTION: To avoid losing data, you must save new or changed information. 1. Enter the account number and press [ENTER] or click Retrieve . Keyboard shortcut: [ALT + t] Tip: If you do not know the account number, you can click Search to see a list of G/L Accounts. 2. Enter the data changes. 3. Then, click Save , or press [ENTER] to complete the changes. Keyboard shortcut: [ALT + s]
Deleting an Account	1. Enter the account number to remove and press [ENTER] or click Retrieve . Keyboard shortcut: [ALT + t] Tip: If you do not know the account number, you can click Search to see a list of General Ledger Accounts. 2. Click File from the menu, and next click Delete. Keyboard shortcut: