Inspecting or Changing an Account
If you want to look at the details of an Account, double-click its name in the 'Accounts: Browse' window to open the Account record.
The 'Account: Inspect' window contains the following information:
- Account
- The unique number of the Account. You can use up to ten characters, with a minimum of two.
- Once you have saved the record, you cannot change the Account Number simply by typing into the field. If you need to change an Account Number, use the Conversions - Master and Conversions - Accounts settings in the System module. These settings will change the Account Number both here and in all other registers where the Account has been used.
- Name
- The name or description of the Account.
- Auto. Trans. Paste Special Autotransactions setting, Nominal Ledger
- You can link an Autotransaction with a particular Account by entering the code of the Autotransaction in this field. When you enter the Account number in a Transaction record, the Autotransaction will be entered on the following rows automatically.
- VAT Code Paste Special VAT Codes setting, Nominal Ledger
- You can assign a VAT Code to each Account. It will be entered automatically every time you use the Account in a Purchase Invoice or Nominal Ledger Transaction.
- Account Type
- An Account can belong to one of five types: Assets, Liabilities, Equity, Revenues or Expenses. This information is used to control how the balance of this Account will be stored, as a negative or a positive figure. Assets and costs are treated as positive values, while liabilities, equity and incomes are treated as negative. If you need to change the sign of negative (credit) values for reporting purposes, use the Presentation of Balances setting in the Nominal Ledger.
- Normal Amount
- Click one or both of the check boxes to indicate what type of posting is the usual for the Account. If you are using the Warn on Unusual Amount option in the Transaction Settings setting in the Nominal Ledger, and try to debit an Account usually used for credit or vice versa, FirstOffice will alert you to the possible error.
- Closed
- Check this box if you want to close the Account for further Transactions. You will no longer be able to use it, and it will not appear in the 'Paste Special' selection window. If you want to open the Account again later, you simply click in the box again to remove the check mark.
