Updating external account codes

This page allows you to create, modify or delete account codes for the external enterprise. Tell me more.

Select the “Maintain External Account Code” link at the bottom of the “Maintain External Enterprise” page.

The “Maintain External Account Code” page appears.

The system displays the following:

External Enterprise ID	The code identifying the external enterprise.
External Enterprise Name	The name identifying the external enterprise.

Enter the following fields:

Option	Use the drop-down list box to select whether you want “View”, “Edit”, “Manual” or “Upload” the external account details.
	View – indicates that you can view the details of the external account codes that already exist.
	Edit – indicates that you can modify the details of the external account codes that have already been entered into the system.
	Manual – indicates that you can to enter the details of the external account codes.
	Upload – indicates that you can upload the external account details from an external source.
	The system displays “View” by default on launch of the page.

Note: You cannot select “View” or “Edit” if you want to create the external account codes.

Financial Year

Use the drop-down list box to select the year for which you want to update the external account codes. All the financial years that have been defined for the finance book and that are in the “Open” or “Provisionally Closed” status will be available for selection in the chronological order.

Enter the following fields in the “Search Criteria” group box:

Financial Year	Use the drop-down list box to select the financial year for which you want to retrieve the account codes.
	If “View” is selected in the “Option” field, all the financial years for which external account details have been entered earlier will be available for selection in the descending order.
	If “Manual” is selected in the “Option” field, all the financial years earlier than the current financial year for which external account details have been entered earlier will be available for selection in the descending order.
	If “Upload” or “Edit” is selected in the “Option” field, only the selected financial year will be available for selection.
Account Group	Use the drop-down list box to select the group to which the account codes that you want to retrieve belongs. You can select from “Assets”, “Liability”, “Capital”, “Revenue”, “Expenditure” or “All”. The system displays “All” by default on launch of the page.
External Account # From	The starting code in the range of external account codes that you want to retrieve (Alphanumeric, 32).
To	The ending code in the range of external account codes that you want to retrieve (Alphanumeric, 32).
Account Description	The textual description of the external account code that you want to retrieve (Alphanumeric, 60).
Posting Account # From	The starting code in the range of posting account codes that have been mapped for the external account codes that you want to retrieve (Alphanumeric, 32).
To	The ending code in the range of posting account codes that have been mapped for the external account codes that you want to retrieve (Alphanumeric, 32).

Click the “Get Details” pushbutton to retrieve the search results.

If “View” has been selected in the “Option” field the system retrieves the details of the external account codes and posting codes.

If “Upload” has been selected in the “Option” field the system retrieves the details of the external account codes from an external source.

If “Manual” has been selected in the “Option” field the system retrieves the details of the external account codes that are available for the selected financial year for the same external enterprise.

If “Edit” has been selected in the “Option” field the system retrieves the details of the external account codes and posting account codes that are in the “Active” status.

Enter the following fields in the “Search Results” multiline:

External Account #

A unique code identifying the external account (Alphanumeric, 32).

Note: This field must not be left blank if “Manual” has been selected in the “Option” field. This field must be left blank if “Upload” has been selected in the “Option” field.

External Account Description

A textual description of the external account (Alphanumeric, 60).

Note: This field must not be left blank if “Manual” has been selected in the “Option” field. This field must be left blank if “Upload” has been selected in the “Option” field. This field must not be left blank if a value has been entered in the “External Account Code” field.

Account Group

Use the drop-down list box to set the group to which the account codes belongs. You can select from “Assets”, “Liability”, “Capital”, “Revenue” and “Expenditure”.

Note: The account group selected must be the same to which the posting account code belongs.

Posting Account #	The code identifying the account in which posting can be made (Alphanumeric, 32).
	Help facility available

The system displays the following in the “Search Results” multiline:

Posting Account Description	A textual description of the posting account code.
Posting Account Group	The group to which the posting account belongs. It could be “Assets”, “Liability”, “Capital”, “Revenue” or “Expenditure”.

Check the box in the “Select” column of the multiline to mark the external codes for saving or deleting the modification made.
Click the “Create Account #” pushbutton to create the account codes.

The system saves the external and posting account codes along with the external enterprise details and the selected year. The system also updates the login ID of the user and the system date in the “Created By” and the “Created Date” fields.

Note: You can modify an external account code if “Edit” has been selected in the “Option” field.

Click the “Edit Account #” pushbutton to save the modifications made.

The system saves the modifications that have been made. The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

Note: You can delete an external account code if “Edit” has been selected in the “Option” field.

Click the “Delete Account #” pushbutton to delete the marked account codes.

The status of the external account code is updated as “Deleted”. The system also updates the login ID of the user and the system date in the “Last Modified By” and the “Last Modified Date” fields.

The system displays the following:

Created By	The login ID of the user who created the external account.
Created Date	The date on which the external account was created.
Last Modified By	The login ID of the user who last modified the external account.
Last Modified Date	The date on which the external account was last modified.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to enter any observations or comments regarding the external account codes.

Updating external account codes – An overview

This page also allows you to view the details of the account codes already existing for the external ID. You can also enter the external account codes manually or upload it.

This page also allows you to search and retrieve the external account codes that are already defined for the earlier years. You can search by specifying the range of account codes or posting account codes that you want to retrieve. You can also search by selecting the group to which the account belongs and the description of the account code. The system retrieves the details of the external account codes based on the search criteria entered.

This page also allows you to modify the external account codes that have been entered earlier. This page also allows you to delete the external account codes that you do not require. The system updates the status of the account codes as “Deleted”. The system saves the login ID of the user and the system date along with the newly created, modified and deleted external account codes.

What you can do in this page

Set option

Set account group

Set option

You can select whether you want to create, upload, modify or view the external account codes.

Set the “Option” field to “Manual” if you want to enter the external account codes manually.
Set the “Option” field to “Upload” if you want to upload the external account code details from an external source.
Set the “Option” field to “Edit” if you want to modify the external account code details.
Set the “Option” field to “View” is you want to view the external account code details.

Set account group

While entering the external account codes manually, you can set the group to which the account must belong. The posting account to which the external account is attached must belong to the same account group as that of the external account.

Set the “Account Group” field to “Assets” to set the account as an “Asset” account.
Set the “Account Group” field to “Liability” to set the account as a “Liability” account.
Set the “Account Group” field to “Capital” to set the account as a “Capital” account.
Set the “Account Group” field to “Revenue” to set the account as a “Revenue” account.
Set the “Account Group” field to “Expenditure” to set the account as an “Expenditure” account.