GL Account Settings

STORIS creates a separate general ledger account record for every possible combination of root account, sub-account, and cost center. STORIS also creates a separate record for individual root accounts as well as root accounts combined with a sub-account (also known as the parent account). The root account record contains a multi-valued list of all sub-accounts and the parent account contains a multi-valued list of all cost centers.

This process is available only if STORIS Accounting is active. It contains three tabs. Use the

Deleting Accounts

For accounts with postings, STORIS suggests you avoid deleting these accounts and use the Inactivate option instead.

To delete one or more accounts, you can use the Delete button at the bottom of each tab. This button deletes the accounts specified in the header area of the screen, and all accounts linked to the specified accounts. For example, after you enter an account at the Account field, the Delete button is still inactive. However, if you specify one or more sub-accounts or costs centers, the Delete button activates. If you click on Delete at this time, the program deletes all specified accounts and all the accounts linked to those accounts. Note that the Delete button deletes the accounts specified in the header area regardless of which tab you are viewing at the time.

You can also delete accounts using the Remove button on individual tabs using normal grid-editing procedures. However, the Remove button is active only during the initial entry session of the account. Once you click Save on a tab, the Remove button is no longer active except for any new accounts added since the last time you clicked Save.

The system makes the following checks before allowing you to delete an account. You cannot delete any account that appears in a

To delete individual account elements, use the appropriate settings routine. To delete

    - root accounts, use this routine.

    - sub-accounts, use the GL Sub-Account Settings.

    - cost centers, use the General Ledger Cost Center Settings.

Each of these routines has it's own restrictions for deleting account elements.

Header Area

Your responses at these fields determine which tabs you can access. First, specify the root account. This activates the drop-down menu for the next element (that is, sub-account if using sub-accounts, otherwise cost center). To add to either element, you must choose the All Sub-Accounts option or the All Cost Centers option, respectively, then access the appropriate tab. To edit an individual account, enter the root account, then select the specific sub-account or cost center from the drop-down menu.

For example, to link a cost center to a sub-account, you must first specify the root account with which the sub-account is associated. To link a new sub-account to a root account, you must first specify the root account, then select All Sub-Accounts at the Sub Account field. Likewise, to edit or add a new cost center, you must specify the associated sub-account. Only then can you access the Cost Center tab.

The General tab is active for any level so that you can access the Inactive field.

Specify the root account number. If a GL account mask is defined in the General Ledger Control Settings, you must use that format. If not, you can specify up to 16 alphanumeric characters (14 if using sub-accounts). If you click on the Search button, a menu with the following options appears. Use these options to locate existing GL accounts.

GL Account – excludes records containing the GL account number separator, therefore displaying only root accounts.
GL Account Description

If the root account you specify does not exist in the system, the program creates a new root account record from your entry. If you use sub-accounts, the General and Sub-Accounts tabs become active, and you can maintain the list of sub-accounts linked to the root account, If you do not use sub-accounts, the General and Cost Center tabs become active, and you can maintain the list of cost centers linked to the root account.

If the root account does exist, then either the Sub-Account or Cost Center tab becomes active. If you use sub-accounts, the Sub-Accounts tab becomes active and if you click on the arrow at the Sub Accounts field on the General tab, all sub-accounts linked to the root account display in the list. You can also select the All Accounts option or leave the field blank to select None. If not using sub-accounts, the Cost Center tab becomes active and if you click on the arrow at the Cost Center field on the General tab, all cost centers linked to the root account display in the list. You can also select the All option or leave the field blank to select None.

Only one of the following fields is active when specifying an existing root account.

This field is active only if you use sub-accounts. Enter the sub-account you want to view or edit. If you click on the arrow, a list of sub-accounts linked to the selected root account appears from which you can make a selection. If you select All Sub-Accounts, you can edit the fields on the General tab or add a new sub-account via the Sub-Accounts tab.

If you specify an individual sub-account, you activate the Cost Center field below. If you click on the arrow, a list of cost centers (if any) associated with the selected sub-account appears. If you select a cost center, you can edit the Description and Inactive fields on the General tab. If you select All Cost Centers, you can also access the General tab, and you can access the Cost Center tab, where you can add a new cost center to the selected sub-account.

This field is active only if

you do not use sub-accounts and you have specified an existing root account, or
you selected an existing sub-account at the Sub-Account field.

If you click on the arrow, a list of cost centers linked to the selected root account and/or sub-account appears, from which you can make a selection. If you specify a cost center, you activate the General tab where you can edit the Inactive field. If you select All Cost Centers, you can access the Cost Center tab where you can add a new cost center.

General Tab

Use this tab to specify general information about GL accounts. On this tab, you define information at the parent account level. Note that to edit the fields on the General tab, you must select All Sub-Accounts at the Sub-Account field in the Header Area.

If the account is no longer active, check this box to suspend postings to the account. If you check this box at the

root account level, you suspend postings to all associated sub-accounts and cost centers.
sub-account level, you suspend postings to all associated cost centers.
cost center level, you suspend postings to only the selected cost center.

Un-posted batches containing an inactive account or batches created using existing inactive defaults are invalid and do not post. In processes that require GL account entry, STORIS prevents you from entering inactive accounts except in the following processes:

GL Account Settings
inquiries
report pre-processes.

You can un-check the Inactive box if you want to resume postings to the account. Checking the Inactive box at one level does not automatically set the flag for all items at lower levels. Instead, the system examines all levels when determining whether an account is active or not. Likewise, removing the inactive flag at one level does not automatically remove the flag for all items at lower levels. Therefore, any individual items that were flagged as inactive at a lower level remain inactive when the higher level is activated.

When maintaining an existing sub-account, all fields except Description and Inactive are inactive. When maintaining an existing cost center, all fields except Inactive are inactivated.

Sub-Accounts Tab

Use this tab to maintain the list of sub-accounts linked to a selected root account. Linked sub-accounts display in the grid. To add a new sub-account, select All Sub-Accounts at the Sub-Account field on the General tab. The Sub-Account tab is active only if you use sub-accounts.

Enter the sub-account you want to link to the selected root account. If you click on the Search button, a list of sub-accounts appears from which you can choose. If you click on the Action button, you access the Multiple GL Sub-Account Selection Screen which you can use to select one or more sub-accounts.

You can delete only sub-accounts added during your current session.

Cost Centers Tab

Use this tab to maintain the list of cost centers linked to the parent account. Linked cost centers display in the grid. To add a new cost center, select All Cost Centers at the Cost Center field on the General tab. This tab is active only if you don't use sub-accounts and you are editing an existing root account, or if using sub-accounts, you access an existing sub-account.

Enter the cost center you want to link to the selected root account or sub-account. If you click on the Search button, a list of cost centers appears from which you can choose. If you click on the Action button, you access the Multiple GL Cost Center Selection Screen which you can use to select one or more cost centers.

You can delete only cost centers added during your current session.