Account Codes

This screen allows adding or editing accounts to the Chart of Accounts for General Ledger account codes.

Searching, Sorting, and Filtering

Use the options button, , next to a column name in the browse screen to bring up search and filter options.

Use this to search within the results on the page and sort the order to help you find the account you're looking for. 

For more information please see the section Filtering and Sorting Browse screens in the article Tour RFMS NEXT.

Add New Account Code

1. Click the button in the toolbar.
2. Enter the account code number.
3. Enter the name of the account code.
4. The box for Active is checked by default, uncheck if you don't want this new account code to be active yet. 
5. Select or in the toolbar.

 Tips:

• Duplicate numbers are not accepted.
• Account Type will be populated when the General Ledger is turned on.

View or Edit Account Code

Select an account code then click the button in the toolbar to open the record.

Double click an account code to open it in edit mode.

When editing an Account Code record only the code number and name can be edited.

Selecting will show who created the account code, the creation date, the machine it was last edited, and the date and time of the last edit.

Deleting a Record

Select an account and click the delete button, , in the toolbar to remove the record. This is only allowed under certain circumstances.

A General Ledger account code may be deleted only if there has been no activity or history since the last time the general ledger was cleared. If this is not possible, a journal entry may be done to clear the account. This way, the account number will not appear on the financials.

Download or Print Account Code List

Selecting the Print button, , will open a print preview of the list of results in the browse window. Landscape orientation is suggested to accommodate the number of columns and best display the data.

You can also choose the Download button, , to download a CSV file. This file reflects any filtering or sorting you have done in the browse window and can be opened in programs like Excel.

Descriptions

Sub Account Codes can have descriptions added. These descriptions show in:

• Accounts Payable (Core, NEXT)
• Banking (Core)
• Journal Print (Core)
• Recurring Journal Entries (Core) and
• Journal Batch Entries (Core)

and also appear in the print out of this screen.

  Note: Sub account code 99 is reserved for use by the system and does not have a description.

How to add a Description

1. Double click an account record to open it in edit mode.
2. At the bottom of the screen select a sub code and then enter a description on the right side of the screen.
3. Select to apply this changes.