Manage Accounts
Use this screen to set up and maintain general ledger accounts in your chart of accounts.
You must set up accounts and link them to organizations before you can use them in setup screens, data entry, or system postings.
Before you set up accounts, you must set up your:
- Overall account structure, on the Configure General Ledger Settings screen.
- Primary financial statements, on the Manage Financial Statements screen.
- Time collection account types, on the Manage Deltek Time and Expense Account Types screen.
On the Link to Organizations subtask, you designate which organizations can charge to each account. You can use wildcard characters to link the account to multiple organizations simultaneously.
Deltek recommends that you choose to validate organizations for accounts, which you do on the Configure General Ledger Settings screen. If you do so, you must link accounts to organizations.
If you choose not to validate organizations for accounts, it is not necessary to link accounts and organizations because Costpoint does so automatically for all existing organizations when you save the account. At that time, the intersection of the account's and organization's active fiscal year/period range is used for the linked account/organization active range. Costpoint also links inactive organizations to accounts. In that case, however, the Active check box is not selected for the resulting account/organization combination.
The same principle applies to the active setting for an account/organization combination.
- If the account or organization is active, but the desired link (account or organization) is not active, you can link the account and organization on the Link to Organizations subtask. In this case, the active setting for the account/organization combination is inactive for data entry.
- If either the account or the organization is inactive, you cannot to link them on the Link Accounts/Organizations screen or the Mass Link Accounts/Organizations screen.
If you limit the active fiscal years and periods for accounts or organizations, the most limiting fiscal years and periods are used when the accounts and organizations are linked.
In other words, if an account can be used from period 1/2010 to period 12/2011 and the organization can be used from period 12/2009 to period 6/2010, the account/organization is active only from period 1/2010 to period 6/2010.
Only the fiscal year and periods overlapping within the account and organization can be used.