Account Maintenance is a program used to add and maintain accounts in the General Ledger Account file.  Account Maintenance is found on the GLE menu code.  This file contains your Chart of Accounts.  This is the program that is used to add additional accounts or change descriptions of the original standard Chart of Accounts supplied with the system.

MAINTAINING OR ADDING ACCOUNTS

Account No. Enter the account number to maintain or the number of the account to be added.  If the account number already exists, the account description and the account type will display.  The prompt will read Enter C=Change, D=Delete, F4=End.  To change the description or the account type, enter "C".  The cursor will move to the Description field.  If the account number is to be added and does not presently exist in the system, the prompt will read Add new record? (Y/N).  If the account number entered is correct, enter "Y".  The cursor will move to the Description field.  The account number format is discussed in the Getting Started section under General Ledger Basic Setup. 

Enter account description. Enter a description of the account number added that aptly describes the account. 

NOTE:  The Description field can contain a maximum of 30 characters, alpha and numeric.

Enter the account type code. This code tells the system how to handle the normal balance of any General Ledger account.  If the codes are unknown, enter "?" to display the account types.  The account types are NOT maintainable.  To select an account type from the ACCOUNT TYPES window, select the sequence number to the left of the account type needed.  The account type selected will display in the Account Type field.

If the changes or the additions of the General Ledger account(s) are correct, press F4.  The cursor will return to the Account No field.  If further changes are needed to other accounts, enter the account number to maintain and repeat the steps discussed above.  If further additions are needed enter the account number to be added and repeat the steps discussed above.

When creating a new account number, or deleting an existing number, seek the advice of the accountant before starting Account Maintenance.

NOTE: General Ledger accounts can only be deleted if there has been no activity in the current fiscal year.  If activity has taken place during the current fiscal year, deletion can be performed only after the current fiscal year is closed.