Creating additional account definition

This page allows you define an account rule for a set of predefined usages and user defined usage. Tell me more.

Select the “Create Additional Account Definition” link under the “Account Rule Definition” business component.

The “Create Additional Account Definition” page appears.

Enter the following fields:

Finance Book	Use the drop-down list box to select the code identifying the finance book. All the finance books mapped to the login organization unit are available for selection in the ascending order. The system displays the first finance book in the list by default on launch of the page.
Usage Type	Use the drop-down list box to select the usage type. The usage types available are “Predefined” and “User Defined”. The system displays “Predefined” by default on launch of the page.

Enter the following fields in the “Account Definition Details” multiline:

Usage Id	The code identifying the usage (Alphanumeric, 20). The usage must have been defined in the “Create Additional Account Definition” activity of this business component.
	Help facility available.

Note: The account code must not be mapped to the Source FB/Destination FB or Source FB/Destination company combination, if the Usage ID is "InterFB", "InterFBCap", "InterFBStk", "InterFBFS", "InterComp", "InterCompCap", "InterCompStk" or “InterCompFS".

Usage Short Description	The short description pertaining to the usage (Alphanumeric, 40).
	Press the <Enter> key.
	The system retrieves the usage description.

Note: Either usage Id or the usage short description must be entered. The combination must unique in the multiline.

If the usage type is predefined, then the usage Id must be the predefined usage Id.

The system displays the following:

Usage Description

The textual description pertaining to the usage.

Enter the following fields:

Currency

Use the drop-down list box to select the code identifying the currency. The currency must be allowed for the company as assigned in “Create Company” activity of the “Organization Setup” business component. The system displays the base currency if exists for the company by default on launch of the page.

Note: If the usage ID is “ConErt” or "SUBCONCONSUMPTION", then the currency selected must be the base currency.

Account #	The code identifying the account (Alphanumeric, 32). Mandatory. The account code must have been defined in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.
	Help facility available.

Note: 1) The account code mapped for a combination of source Finance Book and destination Finance Book should be the same as the account defined for the reverse combination. If you have selected FB1 as the Finance Book Id for the usage type "Inter FB", with the destination FB as FB2. For this combination, Account No. entered is IFB-001. 2) The account code must belong to the account group 'Asset' or 'Liability', if the usage ID is "INTERCOMPGEN' and 'INTERCOMPFUNDS'.3) For usage ID "SUBCONCONSUMPTION", the account code must belong to the account group ‘Expense’ or ‘Revenue’ only.

Dr / Cr	Use the drop-down list box to select the identifier of an account. The options available are
	Debit – Select this option to classify the account as a debit account.
	Credit – Select this option to classify the account as a credit account.
	Either – Select this option to classify the account as either debit or credit account during transaction.
	The system displays “DR” by default on launch of the page.

The account can be either a credit or the debit account for the same combination of finance book, usage Id, currency and account number.

Effective From Date

The date from which the additional account definition is effective (Date Format). Mandatory. The effective from date must be greater than or equal to the start date of the account code. The date must be the start date of the financial year or financial period.

To be followed while entering the effective from date

If for Usage Id - ERate, account code IAG123 has already been defined and deleted with date range of 1^st Apr 2001 to 31^st Mar 2002, the effective from date to be defined can be only 1^st April 2002.
If the account code has been defined for account code IAG123 with effective from date of 1^st Apr 2001 but it is to be changed to IAG456 with the same effective date, then the IAG123 can be deleted with valid upto date as 1^st Apr 2001 and new IAG456 can be mapped from 1^st Apr 2001.

Destination Finance Book

Use the drop-down list box to select the code identifying the finance book. The system lists all the finance book mapped to the login organization unit of type “Posting” or “Consolidation” in the ascending order. The finance book must have been defined in the “Create Finance Book” activity of the “Accounting Setup” business component. The system displays the first finance book by default on launch of the page.

Note: If the usage ID entered is “Inter FB”, “InterFBCap”, “InterFBStk”, “InterFBFS”, 'INTERCOMPGEN' or 'INTERCOMPFUNDS', the destination FB is mandatory.

Child Company

Use the drop-down list box to select the code identifying the company. The system lists all child companies other than the login organization unit for selection. The Company must have been defined as parent company for some other company in the “Create Company” activity of the “Organization Set Up” business component. The system displays the first company in the list by default on launch of the page.

Note: If the usage ID is “ConErt”, then the child company must be entered.

Destination Company

Use the drop-down list box to select the code identifying the company. The system lists all the company other than the login organization unit for selection. The Company must have been defined in the “Create Company” activity of the “Organization Set Up” business component. The system displays the first company in the list by default on launch of the page.

Note: If the usage ID is 'INTERCOMPGEN' or 'INTERCOMPFUNDS', 1) The destination company is mandatory. 2) The destination finance book and destination company must be a valid combination. 3) The destination finance book must not be the same as the login OU finance book.

Check the box preceding the record in the multiline to mark the account definition details.

Click the “Create” pushbutton to create the account definition.

Note: Atleast one row in the multiline must be marked for creation.

The system saves the details of the company and finance book along with the account code. The system also saves the corresponding debit or credit identifier and the date range during which the account definition is effective. The system also stores the login ID of the user and the system date along with the account details.

To proceed, carry out the following

Select the “View Additional Account Definition” link at the bottom of the page to view the additional accounts details.
Select the “Define Usage” link at the bottom of the page define the usage.
Select the “View Default Accounts” link at the bottom of the page to view the default accounts.
Select the "Assign Usage to Event" link at the bottom of the page to assign usages to an event.

Creating additional account definition – An overview

Accounts for usages that are predefined by the system are defined in this page with the usage type as “Predefined”.

Moreover, accounts can also be defined for usages that are user-defined. This page allows you to define the account as a debit or credit or either. If debit is selected, then the account will always behave as a debit account. Similarly, when the account is defined as credit, it will always behave as a credit account. If either is selected, an account can either be a debit account or a credit account in a transaction.

This activity allows you to post an account between two finance books. You can carry out this by selecting “Inter FB” in the usage type. The system saves the account codes with the effective date. The system also stores the login ID of the user to the created by and the system date to the created date.

Prerequisites

The account code must have been defined in the “Create Operative Chart of Accounts” activity of the “Accounting Setup” business component.
The finance book must have been defined in the “Create Finance Book” activity of the “Accounting Setup” business component.
The usage must have been defined in the “Create Additional Account Definition” activity of this business component.