General Tab of the Accounts Form

Use the General tab to specify account numbers, names, status settings, types, and associated account groups.

Contents

Field	Description
Number	Enter the account number. The maximum account number length is determined on a firmwide basis during installation.
Name	Enter a unique name to identify this account. If the Do Not Allow Account Name Changes check box is selected on the Accounts tab of the Accounting Company Settings form for a company, you cannot change the name in this field after a transaction (posted or unposted) has been created for this account.
Type	Select an account type, such as asset or revenue, for the account. Deltek uses this information for organizational purposes on the account reports. You can insert accounts of a different type within the ranges established on the standard Chart of Accounts. However, after an account is referenced in a transaction file or posted, you cannot modify the account type.
Detail	Select one of the following options to determine how detail displays on the General Ledger Account Analysis report: Show Detail: All account details are included on the report. No Detail: Only the net change for the selected period displays on the report. Summarized by Date: Includes one entry per journal per date, for the dates on which transactions occurred. Use this option when you want to review data for checking and payroll accounts.
Status	Select one of the following settings to indicate the account status: Active: Select this setting if the account is currently in use. Dormant: Select this option to indicate that the account cannot be used. Inactive: Select this setting if the account is not currently used. When you select this option, it removes the account from the list of active accounts that displays on the Account lookup, but the account remains in the database so that you can report on history.
FAS Depreciation Account	This field displays the account to use for recording depreciation amounts imported from Best FAS via the Data Import utility. In the Utilities help, see the discussion of the FAS depreciation entry table formats for a list of fields and data types used to prepare a file containing FAS depreciation data for import.
Cash Basis Account	To specify a cash-basis account for an accrual, enter the account number in this field or select one from the Account lookup. This field displays only if your enterprise selected the Cash-Basis Reporting option on the Reporting tab of the Accounting System Settings form (Settings > Advanced Accounting > System). If your enterprise has enabled cash-basis reporting, you must add a cash-basis account in the Chart of Accounts for certain accrual-based accounts. The following guidelines are recommended accrual account to cash-basis account mappings. Accrual-Basis Cash-Basis (offsetting account) 111.00, 112.00, 113.00 Accounts Receivable asset accounts 401.00 Billed Fee Revenue 210.00, 211.00, 212.00 Accounts Payable liability accounts Not applicable if the Accounts Payable application is installed. The account charged when cash is disbursed will be the same as the original account on the AP vouchers. If you do not have the Accounts Payable application installed, establish a separate cash-basis expense account: 631.00. You do not need to map a cash-basis account to an accounts payable liability account. Accounts Payable makes this mapping automatically and makes the cash-basis entry when the liability is paid. If you select a cash-basis account, you cannot select the Update Cash Basis during Revaluation option.
Cash Basis Account Name	This field displays the name of the cash-basis account.

Account Groups Grid

Account groups provide a way to group accounts on General Ledger reports. Use this grid to associate account group tables with the current chart of accounts. If your system administrator defines a default account group table on the General tab of the Accounting System Settings form, the table name displays in this grid when you save the account record and refresh the grid.

Field	Description
Account Groups Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Refresh	After you enter and save a new account record, click this option to refresh the Accounts Group grid information. If your system administrator defined a default account group table on the General tab of the Accounting System Settings form, the table automatically displays in this grid when you refresh.
Lookup/Insert	Click this option to display the Account Group Table lookup, which lists the default account group table and all account groups that your security role can access. Enter criteria to look up and select an account table. When you select an account group table, it is associated with the current account record. You can enter the same group table multiple times in the grid, but you must select a different name in the Detail Group Name field for each group table.
Delete	Select a grid row and click this option to remove the account group table from the grid. You cannot delete the default account group table. You cannot delete a row if the account is part of a range for the respective account group
Group Table	If your system administrator defines a default account group table on the General tab of the Accounting System Settings form, the table name displays in this grid when you save the account record and refresh the grid. Click Lookup/Insert to display the Account Group Table lookup and select an account table to associate with the current account record. You can enter the same group table multiple times in the grid, but you must select a different name in the Detail Group Name field for each group table.
Detail Group Name	Select a group name on the Detail Group Name lookup, which lists the detail group names that are associated with the current group table. Deltek adds the detail group name to the grid. You cannot modify the Detail Group Name after it is associated with a Group Table, but you can delete this row if you no longer need it. When you save a group table and detail group name combination, Deltek automatically inserts this combination into the respective account group table. This uses the same start account and end account specified in the Accounts in Detail Account Group Name grid on the Detail Account Group tab.
Available to all Companies	If you use multiple companies, select this option to make this account available to all companies that are set up for your enterprise. Employees of any company can select the account to charge time, charge expenses, or post transactions. If this option is selected, this account will also be searchable for all companies if you select Company in the Search Field column on the advanced search of the Account lookup. By default, each account that you create is unavailable to any company, including the active company, until you specify access rights for it. Therefore, you need to specify company access for each account you create. If the account is not available to all companies, then you must use the Company Access grid to specify the companies that have access to the account. When you select the Available to all Companies option, you are prompted to save any changes that you made to the account information and to verify that you want to make the account available for use by any company in your enterprise.
User Defined Currency	If you use multiple currencies, select a currency code for the account. This field displays only if you added at least one custom currency field.

Company Access Grid

The Company Access grid options and columns are only available if your enterprise uses multiple companies.

Field	Description
Company Access Drop-down	Click the drop-down arrow on a grid header to complete any of the following actions: To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer. To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally. To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display. Not all options are available on all grids.
Insert	To specify just one company, or a set of companies, that should have access to the current account, click this option on the grid toolbar and select the company that can access the account. Repeat these steps to add more companies to the listing in the grid.
Delete	To remove a company's access to the current account, select that company from the grid and click this option on the grid toolbar.
Company	After you click Insert, select the company identifier in this field. When you select a company, you grant that company access to use the current account.
Name	The company name displays in this field when you select a company.
Currency Code	If you use multiple currencies, select the currency to use for this account. This drop-down list displays the currencies enabled for use by your enterprise. If you specify a currency that is different from the enterprise's functional currency, the account is a foreign denominated account.
Update Cash Basis during Revaluation	If you use multiple currencies and you use cash-basis reporting, select this option to post cash-basis entries for revaluation gains and losses for a foreign-denominated account. If this option is not selected, only the accrual financials are updated when you run gains and loss processing.
Revaluation Gain Account	If you use multiple currencies, use this option to specify a revaluation gain account for individual foreign-denominated accounts. The unrealized gain is posted to the balance sheet of that account. The Revaluation Gain Account overrides the unrealized gain account defined on the Gains and Losses tab of Accounting Company Settings. This field is only available when a currency is defined on the account. Select the account to which unrealized gains will be posted. The Account lookup for this field lists valid balance sheet accounts. If you also use multiple companies, only those accounts that belong to the active company display in the Account lookup. If you do not select a Revaluation Gain Account in this field, Deltek uses the realized gain account specified on the Gains and Losses tab of the Accounting Company Settings form.
Revaluation Loss Account	If you use multiple currencies, use this option to specify a loss account for individual foreign-denominated accounts. The unrealized loss is posted to the balance sheet of that account. The revaluation loss account overrides the unrealized loss account specified on the Gains and Losses tab of the Accounting Company Settings form. This field is only available when a currency is defined on the account. Select the account to which unrealized losses will be posted. The Account lookup for this field lists valid balance sheet accounts. If you also use multiple companies, only those accounts that belong to the active company display on the Account lookup. If you do not select a revaluation loss account in this field, Deltek uses the unrealized loss account defined on the Gains and Losses tab of the Accounting Company Settings form.