Account (see below for various page's usage)

The Account field is used to specify the unique account number that will be used within your Unanet system to classify actuals as they participate in the accounting processes.  

The values available for selection on this field are maintained on the Admin >> Setup >> Accounts screen.  Both active and inactive accounts will be available for associating with account categories, with the exception of accounts associated with Expense Types.  

• Setup >> Expense Type - Summary Tab - will only allow active accounts to be defined as a Cost Account.
• Setup >> Expense Type - Project Type - Cost Account mapping will only allow active accounts.
• Setup >> Project Type - Expense Type - Cost Account mapping will only allow active accounts.

Unanet does not impose any particular account code formatting requirements, that is, you do not need to create your account codes with any pre-determined format mask (e.g., 2 digits hyphen 4 digits, etc.).  While Unanet does not require any particular account format, it does not prevent you from using such a scheme should you choose.  You may find using a particular format scheme useful for readability, or familiarity from other systems, but note that Unanet will not apply any special consideration to any particular account formatting you may employ.

When defining accounts, you will have the option to indicate whether they can be used for posting transactions against, or if they may just be used for rollup / reporting purposes.

Posting Group Usage

When selecting an account number for a Posting Group Account Category, behavior varies depending on the Account Source Type:

• Fixed -- The value supplied is the value that will be used when posting.
• Variable -- The value used will be derived by checking the various sources where the account may be specified within the Posting Group definition.

Account -- Description

On fields labeled Account -- Description, the Account will be concatenated with the associated Description.

Journal Entry Usage

When adding a journal entry detail line item, you will need to supply an account for each line item.  

The accounts available for inclusion must have the following characteristics as defined on the Admin >> Setup >> Accounts screen:

• The account must be active
• Transaction entry allowed must be enabled
• If specified on the account setup, Transaction Entry Allowed - Begin Date must be:
• • <= supplied journal entry Post Date
  • <= supplied journal entry Reversing Date
• If specified on the account setup, Transaction Entry Allowed - End Date must be:
• • >= supplied journal entry Post Date
  • >= supplied journal entry Reversing Date
• If the account has been configured to be available for only a 'Select' number of Legal Entities, at least one of the specified organizations must have a legal entity equal the journal entry Legal Entity

Further, when a journal entry detail line has the account changed, all project-related fields will be cleared & disabled if the new account's "Transactions Require Project" setting is unchecked. If the new account also requires project-level transactions, all project-related fields will be left intact.

Vendor Invoice & Vendor Payment Usage

When adding a vendor invoice (VI) or vendor payment detail line item, you will need to supply an account for each line item.  

The accounts available for inclusion must have the following characteristics as defined on the Admin >> Setup >> Accounts screen:

• The account must be active
• Transaction entry allowed must be enabled
• If specified on the account setup, Transaction Entry Allowed - Begin Date must be:
• • <= supplied document Post Date
• If specified on the account setup, Transaction Entry Allowed - End Date must be:
• • >= supplied document Post Date
• If the account has been configured to be available for a 'Select' number of Legal Entities, at least one of the specified organizations must have a legal entity equal the document's Legal Entity

Further, when a detail line has the account changed, all project-related fields will be cleared & disabled if the new account's Transactions Require Project setting is unchecked. If the new account also requires project-level transactions, all project-related fields will be left intact.

If the VI detail line is associated with a Purchase Order (PO) line, it is pre-populated with the value from the latest approved PO line.

For VI labor detail lines, the following rules apply:

• if an organization is specified on the detail line, then the available accounts are also restricted to ones related to that organization.
• available accounts are restricted to ones with Transactions Require Project checked.

For VI expense detail lines, the following rules apply:

• if an organization is specified on the detail line, then the available accounts are also restricted to ones related to that organization.
• if an expense type is specified on the detail line, then the available accounts are also restricted to ones that are mapped to that expense type.
• if project, task, project type, or expense type are specified on the detail line, then the available accounts are restricted to ones with Transactions Require Project checked.

For VI item detail lines, the following rules apply:

• if an item is specified on the detail line, then the available accounts are also restricted to ones that are mapped to the expense type associated with the item.
• If the Use Inventory (unanet.inventory.enabled) property is enabled and the item is marked as Inventory Item (on Setup Items page):
• •  you can only select an account that does not require a project.
  • you can only select an account identified as Inventory Asset category in the Posting Group.
• For non-inventory items, available accounts are restricted to ones with Transactions Require Project checked.

Note for Inventory Items:

If the Use Inventory (unanet.inventory.enabled) property is enabled and the item is marked as Inventory Item (on Setup Items page), you can only select an account that does not require a project.

Auto-Complete Searching

On screens where existing accounts are associated with Account Categories, the Auto-Complete functionality is available to locate the desired account.

  Note regarding Auto-Complete Fields