Account number

The number for this GL account or segment. You can enter up to 50 characters. The number you enter here should match the GL account numbers used by your accounting department. If this box is left blank, an error message will appear.

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Description

The name or short description for the GL account or segment. For example, if the account number is for a department you could enter the department name in this box. You can enter up to 100 characters. If this box is left blank, an error message will appear.

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Status

The status of the item: active or inactive. Most files will usually be active. However, over time you may want to inactivate certain files. Making a file inactive is an alternative to deleting it. An inactive file remains in your database for historical reasons, but you cannot use it any longer. For example, a supplier may become inactive because your company no longer wants to do business with the company. However, you do not want to delete the file because you have acquired years of historical data that you need to keep. You merely want to prevent that supplier from being used on any new purchase orders.

 

Account number type

Select whether this is a whole account or an account segment. Whole accounts may be used on their own. Account segments are used by the system to derive whole account numbers, based on the accounting settings for the site. If you select the Whole account number option, the Usage Policies, Maintenance Rules and Approvers tabs will appear on the dialog.

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Work order and assets costs rule

You can select from the following options: • No restrictions: this account may be used for all costs • Requires a work order or asset: this account may only be used on transactions with work order or asset information. • Cannot be used with a work order or asset: this account can only be used if the transaction is not associated with a work order or an asset.

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Capital project costs rule

You can select from the following options: • No restrictions • Requires a capital project work order: This account can only be used on work orders that are included in capital projects. • Cannot be used with a capital project work order: This account cannot be used on work orders that are included in capital projects.

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