Contents of the Accounts Form

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

Contents

Field	Description
Accounts Search	For information about creating and using searches, see the following topics in Basics: Search for and Select a Record Create a Custom Search Filter Custom Search Dialog Box
+ New Account	Click this option to create a new chart of account record. The Accounts form displays in edit mode with blank editable fields.
	Click the Switch to List View icon to switch to the list view of the form. In this view, fields are displayed in columns in one grid on the form. Records are displayed in each row in the grid. This makes it easy to compare and update multiple records at one time because you do not have to open individual records. You can add, remove, or change the order of the columns in the grid by clicking to the right of the grid. This opens the Select Columns dialog box. For information about selecting columns, see Select Columns for a Grid. For more information about working in list view, see Use List View.
	After you switch to list view, you can click the Switch to Detail View icon to switch back to the detailed view of the form. In detail view, all selected fields are displayed on the form. This is the default view when you first open the application. Subsequently, the view that was active when you closed the application is the one that displays when you open it again. Detail view is the view that is described in the Help.
Actions Bar	Edit: Click this option to display the open record in edit mode. This allows you to edit any field on any of the tabs in theform without having to hover over a field name and click . Other Actions: Copy: Click this option to copy all the information in the open record and use them in a new record. The new record displays in edit mode with all the copied information. Design: Click this option to display the Screen Designer and add custom tabs, grids, and fields to the form. Appropriate access right are needed to access Screen Designer. Delete: Click this option to delete the open record.
Save	This option displays in edit mode. Click this option to save the changes made in the form.
Cancel	This option displays in edit mode. Click this option to discard the changes made in the form.
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 (Settings > Accounting > Company in the desktop application) for a company, you cannot change the name in this field after a transaction (posted or unposted) has been created for this account.
Number	Enter the account number. The maximum account number length is determined on a firmwide basis during installation.
Type	Select an account type, such as asset or revenue, for the account. DPS 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.
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.
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.

General Ledger Properties

Field	Description
Report 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.
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 (Settings > Advanced Accounting > System in the desktop application), the table name displays in this grid when you save the account record and refresh the grid. : Display the filter fields for the grid. Use the filter fields to refine the displayed row items in the grid. : Delete a row item. To display , hover the mouse cursor over the row item that you want to delete in the grid. displays in the right end of the row. Group Table: This column displays the group table for the account. 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. The same group table can be entered multiple times in the grid, but a different name in the Detail Group Name field must be selected for each group table. Detail Group Name: This column displays the detail group name of the group table. 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, DPS 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 (Settings > Advanced Accounting > Account Group Tables in the desktop application). + Add Account Group: Click this option to add a new row to the Account Groups grid. The Group Table field and Detail Group Name field in the new row displays as a drop-down field where you can select the corresponding group table and name. Select a group table first before selecting a detail group name. The detail group name options are based on the associated names with the selected group table.

Company Access

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

Field	Description
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.
Limited Company Access Grid	: Display the filter fields for the grid. Use the filter fields to refine the displayed row items in the grid. : Delete a row item. To display , hover the mouse cursor over the row item that you want to delete in the grid. displays in the right end of the row. 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. + Add Company Access: This option is not available if the Available to all Companies is selected. Click this option to add a row item to the Limited Company Access grid

Multicurrency

Field	Description
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, DPS 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, DPS uses the unrealized loss account defined on the Gains and Losses tab of the Accounting Company Settings form.
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.