The Display account details option shows the name, the set-up information [i.e. who created the account, who closed the account and when],the date of the last posting and the number of transactions. Also displayed are the brought forward, current postings, future and carried forward balances of the account,and a group summary. Tabs displaying the cost centre details, expense code details,transactions and historical transactions can also be accessed from this form.
To display account details:
From the Autoline master menu select the Nominal Ledger option and the company you require
Select the Display account details option
The Display Account Code form is displayed.
Account: Enter the account number of the account that you wish to display.
Tip: A search facility for valid account codes is available on
this option, on both the cost centre and expense code elements of the
account. This is activated by clicking the
button and then selecting a cost centre, [then select OK button if you want to continue, or Cancel to abandon your selection]
which will then display all the valid expense codes linked to it. A similar search facility is used for the expense code portion of the account code.
TABS
Once the account code has been selected, and if there are transactions on the Account, the system offers the tab options:
Main details
Cost centre
Expense code
Transactions
History
The tab option Main Details, displays whether the code was created by Autoline or a user, who the user was, the date created, number of items posted to the code, who [if anyone] has closed the account code, when it was closed, the date a posting was last made to the account, and the current balance [as of the present moment, subject to daybooks being processed].
There is also a Summary section on the form which displays the Brought forward balance, Current period postings, the Carry Forward balance and any Future postings.
Cost Centre and Expense Code display the set-up of the Cost Centre and Expense Code with which the Account code was formed. Please refer to Add/Modify Cost Centres and Add/Modify Expense codes for more detail.
Transactions-refer to Transaction Enquiries, but note that it is not identical to the form displayed in the above link. The actual fields displayed are as follows:
FIELDS
Post date
Doc Date
Source
Account
Reference
Suffix
Narrative
Reconciled ref
Reconciled
Value
RADIO BUTTONS
The user can select either the transaction, archived transaction, or previous transaction file, as well as sorting forwards or backwards.FILTER
This form allows the user to search in even greater detail, by entering important fields to narrow down the search. At any point the Reset button can be used to reset filtered selections. The fields available to search on are listed below.
FIELDS
Account Code
Period date
Posting date from
Posting date to
Suffix
Journal reference
Narrative
Reconciled ref
Source module
Source company
Account code
Daybook number
Daybook item
Basevalue
Currency value
Reconciled
The user also has the opportunity to click the Detail,[further detail regarding daybook numbers,reconciliations and posting dates] the Daybook,[more detail on the daybook status, item numbers etc] or the DB Trans [transactions relating to the daybook item providing the NL.daily file has been processed] buttons. By right clicking on a transaction within the grid, the user can view the Detail,the Daybook, and the Daybook Transactions- the end result is the same as using the Detail, Daybook and DBTrans buttons. The user can also select Drill into daybook/item, which will display the daybook items transactions for that account, rather than all the other account codes featured on a particular daybook item. If applicable [i.e. is there a document to display], display of the Scanned document will be possible when right clicking.
The History tab option allows you to view the financial balances [brought forward,current and carried forward] for previous periods provided that history is available on the Nominal Ledger. Any missing periods will be made obvious to the user as they are highlighted in red. History is available in both graph and numerical formats. There are balance/movement radio buttons to display how the accounts have changed in terms of balance over the periods. By clicking on any of the grid fields, the current period transactions are displayed in a grid at detail level. At this point, clicking the Detail button allows more information about the transaction in question to be displayed on a form. Alternatively the user can access online Help or Close this window.
BUTTONS
Exit: Returns you to the Nominal Ledger Menu.
Help: Displays help on the current application in your default company browser.
Quick mail: Send an E-mail to other users regarding either a problem about the account, or a problem with a particular transaction (only valid through the Transactions option).
The format of the E-mail messages is controlled by the Autoline standard format stationery layout code KM or user-defined alternative kM (lower case ak denoting user-defined as opposed to Autoline standard). To this pre-formatted message you can add further individual text, as well as defining which user or users to direct the mail to.
