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Working in the Account Register

To open the Account register, use the [Module] button in the Master Control panel to enter the General Ledger or the System module and click the [Accounts] button, also in the Master Control panel. The 'Accounts: Browse' window is opened, showing the Accounts that you have already entered.

The list contains two columns: Account Number and Account Name. By default, the Accounts are listed in Number order: change the sort order by clicking on one of the column headings: the blue heading shows the current sort order. Click the column heading again to reverse the sort order.

To search for a particular Account, first sort the list by the column that you want to use for the search. Then, enter the text that you want to find in the Search field in the top right-hand corner of the window and press Enter or Return. For example, to search for a particular Account Name, sort by Name before entering an Account Name (or its first few characters) in the Search field.

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. To create a new Account, click the [New] button above the list or use the ⌘-N or Ctrl-N keyboard shortcut. Alternatively, highlight an Account similar to the one you want to enter and click [Duplicate] (or use ⌘-Y/Ctrl-K).

The 'Account' window will open, with the title 'Inspect' if you opened an existing Account, or 'New' if you are creating a new one. Complete the Account record as appropriate and as described below, then save it using the [Save] button and close the window by clicking the close box. Then, close the browse window using the close box again.

The 'Account' 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. These settings will change the Account Number both here and in every other register where the Account has been used.

Name
The name or description of the Account.

Auto. Trans.
Paste Special    Autotransactions setting, General 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 or a Purchase Invoice, the Autotransaction will be entered on the following rows automatically.

Tax Code
Paste Special    Tax Codes setting, General Ledger
You can assign a Tax Code to each Account. It will be entered automatically every time you use the Account in a Purchase Invoice or General Ledger Transaction.

When you specify the Account in a Purchase Invoice row, a default Tax Code will be brought in, chosen as follows:
  1. The Purch. Tax Code for the Vendor will be used.

  2. It will be taken from this field in the relevant Account record.

  3. The Tax Code in the Account Usage A/P setting will be used.
In the last case, the appropriate Tax Code for the Zone of the Vendor concerned (set on the 'Terms' card of the Vendor's record in the Contact register) will be used.

When you post the Purchase Invoice to the General Ledger, the Tax Code in a Purchase Invoice row will determine the Input Tax Account that will be debited and the rate at which Tax will be charged.

When you specify the Account in a Transaction row, this Tax Code will be brought in automatically. No calculation will ensue: the Tax Code is for reporting purposes only. It will affect the accuracy of the figures for Net Sales and Net Purchases in the Tax Report.

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 accounts for liabilities, equity, and incomes are treated as negative.

Normal Amount
Click one or both of the check boxes to indicate what type of posting is the usual for the Account. If you use this option, and try to debit an Account usually used for credit or vice versa, Books by HansaWorld 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, simply click in the box again to remove the check mark.
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