Directory accounts (how to create scenarios)
Comarch ALTUM system enables the creation of directory accounts for customers/vendors, items and employees. The accounts can be added manually and automatically from the level of the OB documents and journal entries and while posting with the use of posting schemes.
In this chapter, the following complex scenarios describing the creation of directory accounts are presented:
Creation of a general directory account manually for a single customer/vendor, item or employee (Scenario 1)
Creation of a subsidiary directory account manually for a single customer/vendor, item or employee (Scenario 2)
Creation of a subsidiary directory account automatically through a journal entry document (Scenario 3)
Creation of a subsidiary directory account in system currency automatically through an opening balance document (Scenario 4)
Creation of a subsidiary directory account in foreign currency automatically through an opening balance document (Scenario 5)
A directory account can be added in the Chart of Accounts which is available in tab Accounting.
Scenario 1
To create a general directory account manually for a single customer/vendor, item or employee follow these steps:
1) Click the [Add Account on the Same Level] button in the List button group
2) In the opened account form, fill in the mandatory fields and check the parameter: Directory
3) Then select type of directory account you want to create. Possible options are: Customer/Vendor, Item, Employee.
Figure 27 The form of general dictionary account for customer/vendor.
4) Upon selecting the account type (e.g. for customer/vendor), click [Save] in the Account button group
5) The general directory account of specified type (e.g. for customer/vendor) will appear on the chart of accounts
Scenario 2
To create a subsidiary directory account manually for a single customer/vendor, item or employee follow these steps:
1) On the chart of accounts mark general directory account you want to create a subsidiary account for (e.g. subsidiary directory account for customer/vendor)
2) Then click [Add Account on Lower Level] in the List button group
3) A subsidiary directory account form will be opened
4) Select customer/vendor by clicking [Customers/Vendors] button
5) The list of customers and vendors will be opened
6) Choose one entity
7) The name of the selected entity will be displayed in the account number field
Figure 28 The form of subsidiary account of directory type for a single customer/vendor.
8) Upon clicking [Save], the subsidiary directory account for customer/vendor will appear on the chart of accounts
Scenario 3
To create automatically a subsidiary account of directory type through a journal entry document for a customer/vendor or an item follow these steps:
1) In the Accounting tab, click [Journal Entries]
2) A list of journal entries will be displayed
Figure 29 List of journal entries.
3) Click [Add] button in the List button group
4) A journal entry form will be opened. Fill in the mandatory fields
5) Then click [Add through Form] button in the Single-Sided Entry button group. A single-sided entry form will be opened
Figure 30 The form of the journal entry.
6) In Customer/Vendor field, choose customer/vendor you want add to a subsidiary account for
7) In fields: Account Dr/Account Cr, select an account you want to create a subsidiary account for
A subsidiary account of directory type can be created simultaneously for two accounts (two messages informing about the creation of the account will be displayed), or for one account (a message informing about the creation of the account will be displayed).
8) Upon completing the mandatory fields and clicking [Save], you will receive a message informing about the creation of the account
9) After saving the journal entry document, the account/accounts will appear on the chart of accounts
Scenario 4
To create automatically a subsidiary account of directory type for customer/vendor or item in the system currency through an opening balance document follow these steps:
1) In tab Accounting, click [Opening Balance]
2) A list of OB documents will be opened
3) Click [Add] in the List button group
4) An OB form will be opened. Fill in the mandatory fields
5) Then click [Add through Form] in the Elements button group. The opening balance element form will be opened
Figure 31 The form of the opening balance document.
6) In field: Account, select an account a subsidiary account must be created for
7) In field: Customer/Vendor, select customer/vendor a subsidiary account must be added for
8) Upon completing the mandatory fields and clicking [Save], you will receive a message that the account was created automatically
9) After saving the document, the account will appear on the chart of accounts
Scenario 5
To create automatically a general account of directory type for customer/vendor or item in a foreign currency through an opening balance document follow these steps:
1) In tab Accounting, click [Opening Balance]
2) A list of OB documents will be opened
3) Click [Add] in the List button group
4) An OB document form will be opened. Fill in the mandatory fields
5) Then click [Add through Form] button in the Elements button group. An OB element form will be opened
Figure 32 Opening balance document with an element in a foreign currency.
6) In field: Account, select a currency account for which a subsidiary account must be created
7) In field: Customer/Vendor, select a customer/vendor a subsidiary account must be added for
8) Then fill in the information about the currency in which the account must be created
9) Upon completing the mandatory fields and clicking the [Save] button, you will receive a message informing about the creation of the account
10) After saving the document, the account will appear on the chart of accounts