MANAGE ACCOUNTS

Use this screen to set up and maintain general ledger accounts in your chart of accounts. You must set up accounts and link them to organizations before you can use them in setup screens, data entry, or system postings.

Before you set up accounts, you must set up your:

• Overall account structure, on the Configure General Ledger Settings screen.

• Primary financial statements, on the Manage Financial Statements screen.

• Time collection account types, on the Manage Deltek Time and Expense Account Types screen.

On the Link to Organizations subtask, you designate which organizations can charge to each account. You can use wildcard characters to link the account to multiple organizations simultaneously.

Deltek recommends that you choose to validate organizations for accounts, which you do on the Configure General Ledger Settings screen. If you do so, you must link accounts to organizations.

If you choose not to validate organizations for accounts, it is not necessary to link accounts and organizations because Costpoint does so automatically for all existing organizations when you save the account. At that time, the intersection of the account's and organization's active fiscal year/period range is used for the linked account/organization active range. Costpoint also links inactive organizations to accounts. In that case, however, the Active check box is not selected for the resulting account/organization combination.

The same principle applies to the active setting for an account/organization combination.

• If the account or organization is active, but the desired link (account or organization) is not active, you can link the account and organization on the Link to Organizations subtask. In this case, the active setting for the account/organization combination is inactive for data entry.

• If either the account or the organization is inactive, you cannot to link them on the Link Accounts/Organizations screen or the Mass Link Accounts/Organizations screen.

If you limit the active fiscal years and periods for accounts or organizations, the most limiting fiscal years and periods are used when the accounts and organizations are linked. Example.

You can also indicate if you want to export this account to Shop Floor Time and/or Manufacturing Execution when the Export Project Manufacturing Data process is run. You can specify these options through the Project Manufacturing Information group box.

Location

Account

Account

Enter the number of the account. The structure of the account number must conform to the number and size of levels defined on the Configure General Ledger Settings screen.

You must add the higher levels of an account before you can set up lower levels. For example, 0100 must exist before you can add 0100-001. (Similarly, you must delete lower-level accounts before you can delete a higher-level account.) You cannot "stack" detail accounts. In our example, Account 0100 must be a summary (non-detail) account. If you select the Detail check box for 0100, you cannot then add a lower-level account, such as 0100-001.

You are not required to enter the separator between the levels of the account. Costpoint can automatically insert the separators based on the account structure set up on the Configure General Ledger Settings screen, as long as you enter all the characters possible for a given level. For example, if the first level has four characters, you enter 0100 rather than 100. However, if you prefer to enter the dashes and not have to fill the entire level, you can do so for any level of any all-numeric account number. Costpoint right-justifies the level and pads it on the left with zeros.

Name

Use alphanumeric characters to enter a descriptive name for the account. Costpoint displays the account name with the account number on screens and reports.

Level

This field displays the level of the account structure.

Basic Information

Detail

Select this check box if the account is a detail account. A detail account is an account for which you can enter charges and post amounts to the general ledger. Accounts that are not detail accounts exist solely for summary purposes. You can run reports that roll up all account activity charged to the detail accounts.

You can only change this setting before you save the new account record. After you save the account, you cannot change it from a detail to a summary account or from a summary to a detail account.

A detail account cannot have subaccounts. For example, the scenario in the first table below is valid but the scenario in the second table is not:

If you do not select the Detail check box (because you are adding a summary account), you only make entries in the Account and Name fields.

Project Required

Select this check box to indicate that whenever the account is used, a project must be charged. You can only change this setting before you save the new account record. After you save the account, you cannot change it.

When you use a project-required account in data entry, Costpoint also validates that the account is in the project account group of the project that is charging the account.

Depending on the project setup, you may also need to link the account to the project on the screens listed in the following table. The screen that you use depends on the option you select in the Limit group box on the Basic Info tab of the Manage Project User Flow screen:

Active

This check box is only available if you first select the Detail check box. Inactive accounts cannot be charged. Do not select this check box if you need to put this edit in place for the account.

• If you select this check box, Costpoint sets to active all account/organization combinations for this account in which the organization is also active. If you purchased Inventory, Costpoint activates all inventory abbreviation records that have an active code other than O and that match this account, unless their associated organization is inactive.

• If you clear this check box, Costpoint sets to inactive all account/organization combinations for this account when you save the record. If you purchased Inventory, Costpoint makes inactive all inventory abbreviation records that have an active code other than O and that match this account.

Account Type

Use the drop-down box to select the account type for a detail account. The valid entries are:

The account type you select determines which primary financial statement lines are available for selection in the Financial Statement Line field.

The account type is also used when you close the fiscal year. Balances for accounts with the Income, Labor Expense, or Non-Labor Expense account type are summed and rolled into the retained earnings account specified on the Configure General Ledger Settings screen.

Account Entry Grp

Enter, or click to select, the account entry group to which you are assigning the account. The default selection is ALL, which means that the account can be used on every transaction screen.

You set up account entry groups on the Configure Account Entry Groups screen. Use account entry groups to restrict the use of sets of accounts to specific transaction screens. When you set up an account entry group, you indicate the transaction screens on which charges can be entered for the accounts assigned to that account entry group.

Deltek recommends that you assign accounts used as pool allocation accounts to account entry groups that restrict user entry to PAJ (Project Allocation Journals) only. Because the computed amount to post for pool journals is determined by the balance of those accounts in the general ledger, it is important that only pool journals are posted to those accounts. The same is true for the accounts payable account. Because this account balance should tie to the Open Accounts Payable report, that account should be assigned to an account entry group that only allows charges entered in APV (Manage Accounts Payable Vouchers) and POV (Manage Purchase Order Vouchers) should be included in this account entry group.

Time Collection Account Type

If appropriate, enter or click to select, a time collection account type. You set up time collection account types on the Manage Deltek Time and Expense Account Types screen.

This field is active only if you are licensed for Time Collection and your Deltek Time and Expense version on the Corporate Labor Settings subtask of the Configure Labor Settings screen is valid.

Financial Statement Line

You must assign every detail account to one line of the primary financial statement. Click to select the line for the account.

The account's account type must be appropriate for the type of financial statement to which the line belongs (Balance Sheet or Income Statement). The following table shows the valid pairings.

The Lookup list for this field is empty until you make a selection in Account Type; once populated, it contains only the lines appropriate for the account, based on its account type. For example, if you select a balance sheet account type in Account Type, the Lookup list contains only lines set up for balances sheets on the Manage Financial Statements screen.

When you save an income or expense account type, the account type is automatically linked to the Retained Earnings Financial Statement line that has been set up on the Configure General Ledger Settings screen. You can then view it on the Manage Financial Statements screen.

• If you change an income or expense account type to a balance sheet account, the linked row will be deleted.  

• If you changed the retained earnings account on the Configure General Ledger Settings screen, it will not be deleted.

• If you delete the entire account, the linked row will be deleted.

When you save an income account, labor expense account, or non-labor expense account, the account is automatically linked to the retained earnings financial statement line that you specified on the Configure General Ledger Settings screen.

Fiscal Year/Period Information

FY Starting/FY Ending

Pd Starting/Pd Ending

You only use the starting and ending fiscal years and periods for an account that is valid only for a particular period of time. For example, if you decide to discontinue use of an account at the end of fiscal year 2011, you specify the final period of 2011 as the ending period for that account. If you are replacing it with another account, you also specify the first period of 2012 as the starting period for that new account. When you set up an account that you want to use immediately and continuously for the foreseeable future, leave these fields blank.

These fields only restrict transaction entry. They do not prevent you from posting existing transactions for an account.

If you specify a range of periods for which an account is active, it applies also to any new account/organization links that you create for the account. However, if you change the range of periods, that change is not automatically applied to any existing account/organization combinations.

Project Manufacturing Information

When the Export Project Manufacturing Data process is run, the system will check the options selected in this group box to determine if this account will be exported to Shop Floor Time and/or Manufacturing Execution.

Export to Shop Floor Time

Select this check box if you want to export this account to Shop Floor Time.

This check box is enabled if you are licensed for Shop Floor Time.

Export to Manufacturing Execution

Select this check box if you want to export this account to Manufacturing Execution.

This check box is enabled if you are licensed for Manufacturing Execution.

Other Fields Not Shown

Each account also has eight segment ID fields and seven name fields that do not appear on the screen. The segment ID fields hold each individual segment of the account number. The name fields hold the name of every parent that account has. For example:

When you add an account, all of the segments and names are included with the new account. If a parent account's name changes, its name is updated for all of its children. An eighth name is not stored, because it would always be the same as the account's main name.

A Top Level Flag field as also stored for each account. If the account only has one segment, the flag is set to Y. Otherwise it is set to N. 

Subtasks

• Table Information

  Changes on this screen update the ACCT table.

  If you link an account to organizations, this screen also updates the ORG_ACCT table.