DC1 Help Centre 12.0

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Select the Work with chart of accounts menu item.
You access the main panel with the accounts in the Account file that have already been set up. Note: If the authority control is active for this function, then you will only have access to your authorised values. The following selection fields are useful:

Ap: Indicates the currently selected account part of which the accounts are displayed. You can change the account part by entering the applicable number. The system defaults to the main account part. This applies here.

A: Indicates if the account is active. Enter NO to only view inactive accounts. Leave the field blank to view all accounts.

Click Add.

You access Work with chart of accounts detail panel. The following fields are relevant:

Main(6): Displays the name and length of the account part of the account you are maintaining (entered in the Ap selection field on the main panel). Enter the code that represents the account code that you are adding. Tip: Press F4 or click the prompt icon to access a panel where you can further narrow down your account selection from the Account file.; Note: You can use both digits and letters exclusively or in combination, but underline characters (__) or dots (..) may not be used. The account number must not start with a blank or the letter X, and there must be no embedded blanks. In the G/L control file you define, for each account part, if you are allowed to enter trailing blanks for entry accounts. If the system allows this, then all positions in the account number do not have to be entered for the account to be defined as an entry account. However, if trailing blanks are not allowed, which is usually the case with numerical account parts, then the complete account number must be entered in the Account file.

Entry: Set to YES if you can make postings to this account. Otherwise, set to NO. You can summarise the balances for all accounts with the same starting character(s) on a heading account report (non-entry account).

Description: Enter a description of the account.

Balance/Trade type: Enter the code for BALANCE or TRADE to indicate the account type.

Combination code: For each of the other account parts, enter the code for MANDATORY, NOT ALLOWED or OPTIONAL, indicating if an entry must/must not/may be made on an account in the account part when you make an entry on the main account. The system will protect these fields once you have a balance on the account.

VAT catalogue: Only shown if you enter VAT on G/L level. Enter the VAT catalogue from Work with VAT catalogues where you have defined which VAT handling codes can be used for the VAT accounting on different account classes. You define the VAT handling codes in Work with VAT handling codes. This function is useful if you want to use different sets of VAT codes, for example for domestic or customer purposes. By entering a catalogue, you will get access to the relevant VAT codes. The VAT codes are then defaulted in the Manual transaction entry routine.

Currency: You must state the currency code if only one transaction currency may be used for entries on this account. Currency accounts may be bank accounts in foreign currency. The system protects this field once there is a balance on the account.

Quantity code: If your quantities on this account always have the same unit of measurement, then you can enter a quantity code here.

Summarise account: Set to YES if you want individual postings with the same account number, period, journal number, voucher number and voucher type to be summarised and transferred as one posting. The entry text for the posting will be the Sum transaction. Set to NO if you want individual postings posted as they are seen.

Summarise printing: Set to YES if you do not want any detailed transactions to be printed for this account (provided that the G/L transaction list printout has been selected).

Saving period: Enter 1 or 2 to decide for how long you want to save the transactions entered on this account. The number of periods defined for each option is defined in the G/L control file. Whenever a transaction exceeds the time limit, it will be deleted when the system does the period roll-over in the Backup routine.

Active: Indicate if this account should be active. If it is to be inactivated, i.e. stopped for use in transaction entry, then set this field to NO.

Corporate snd/rcv: Displays that the receiving/sending of ACCOUNT and SUMMARY data is MANDATORY or OPTIONAL.; If it is optional it indicates that you want to activate/inactivate future sending of the data if you are in the sending company, and activate/suspend the data if you are in the receiving company.; If it is mandatory it means that the account part data and any connected summary id must be sent/received, depending on whether you are in the sending or receiving company.; Note: This field is only valid for DC1 Corporate Data Maintenance (CDM). The CDM tool allows your company to transfer data from “supported” DC1 files between DC1 companies within the same release and iSeries. See Setting up and running Corporate Data Maintenance (CDM) for more information about this tool.

Tip: Click Translate to translate key values into different languages to be used when printing external documents such as terms of payment and terms of delivery. Here, click Next.

You access Work with chart of accounts which is only shown for main entry accounts. You define the revaluation and consolidation parameters as well as any account replacement rules. The following fields are relevant:

Balance revaluation: Set to YES if you want the main account to be valid for the G/L balance revaluation routine. The default is NO.

Consolidation type: The entries in this field are used in the Consolidation routine. Enter 1 for the current exchange rate, 2 for the average rate or 3 for the historic rate. If you leave the field blank, this account is not included at consolidation.

Combination check: Set to YES if an entry on this account allows only certain accounts in the other account parts that are valid (mandatory or optional). You must then define the valid accounts in Work with combination checks, by using ranges of account or masks. Set to NO if you do not want a combination check, i.e., if all accounts are permitted.

To account number: If the account number you are maintaining will be changed to another account number when you use it, enter the new account number here. This function can be used when a new account file is implemented. In the Manual entry routine, the account number will be automatically changed if the old number is entered, but for transactions that are created in batch, the account number is changed in the Update routine. All transactions that are created in connection with the updating (pricing, calculations, redistribution) are also handled in the Account change routine.

Start date: Enter the voucher date from which the change should be valid.

End date: Enter the voucher date to which the change should be valid.

Inflation acc group: Only shown if inflation revaluation is activated. Enter the inflation account group that reflects your desired revaluation values. Leave the field blank if your accounts should not be revalued.; If the account part you are setting up is not the main account part and contains only those account fields that are valid for non-main account parts, then you will access the final Work with chart of accounts panel. Click Summary id to display and work with the summary id’s linked to the selected account part, account number and summary id part.; Note: The Work with account/summary id – Summary id selection and Work with account/summary id panels are only displayed provided that you have entered NO in Entry in step 3 above.

You access Work with account/summary id – Summary id part selection. Note: If only one summary id part is connected to the selected account part, then you will access Work with account/summary id with details for that summary id directly. Mark the summary id part you want to view/work with and click Details.
You access Work with account/summary id. Click Add.
You access the detail panel. The following fields are relevant:

First period: Enter the first period from which this summary id should be valid.

Last period: Enter the last period until which this summary id should be valid.

Summary id: Enter a summary identity from the summary identity part that is shown. Note: Only one summary id can exist per period for the entered account part, account number and summary id part. If you change a summary id it will immediately be used for new postings, but old balances will keep the old summary id until you run the Rebuild balances from transactions routine.

Click OK to update. Exit the routine.