How do I manage which account codes are available for each module?

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The system currently provides three standard methods of locating records: Locate /Retrieve, Searching, and Filtering.

The Locate / Retrieve method assumes you know the key for whatever record you are trying to find. This is often not an option, because you just don’t know the key. Searches allow you to find a record sorted by key and / or description, and where appropriate, other columns in the table. The filter allows you to do online ad hoc searches on any number of columns. All methods have a teal background to designate their use for locating a specific record.

The methods discussed only work on one table and are available in all maintenance screens. In the near future, the system will provide a “Find” screen that will allow ad hoc searches across multiple tables. It will also provide drill down capability to subordinate modules. In the mean time, custom reports can be created and displayed to screen to provide much of the same capability of this future feature.

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These items are used to track transactions at different levels. One of the problems encountered with many accounting systems is that they use one field to represent two or more of these items. This creates many problems with reporting when one module uses the field one way and another module uses it another. Transaction numbers are almost always used just as a transaction number. But there are systems that use transaction numbers specific to a module. For example, a transaction originates in AP with one transaction number and gets assigned a new transaction number when it is posted to GL. These systems make it very hard to audit transactions from one module to the next. In rare cases, the transaction number will be appended with the originating module designation (AP-00002344). Journal numbers and transaction numbers are also used as one and the same in some GL systems.

Batch numbers and source codes are often used as one and the same in most accounting systems. This works well for most modules except GL. Often in a general ledger, the source is another way to categorize the type of transaction. This approach makes it almost impossible to obtain meaningful reports on GL journal transactions related to batch or source.

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allows you to assign individual account codes to be available for each module on a module by module basis. This is one way to reduce data entry errors. For instance, you don’t want to accidentally expense revenue in the Accounts Receivable module. Ideally, you should check the appropriate check boxes on the Valid Modules page of the Account Code Maintenance screen when adding an account code. We don’t live in a perfect world, so there will always be a need for going back and updating which modules can use which account codes.

The most straightforward way of accomplishing this task is scrolling through each account code, one by one, and making the appropriate changes. This can prove to be very time consuming, especially if you have a significant number of sub accounts. On the Module page of the Account code maintenance screen, you will notice a “Check All” check box. By using this feature, the system will automatically update all account codes with the same Main Account code. For example, you have a telephone account 6000 for 250 department (6000-001 through 6000-250). By changing any of these account 6000 and checking the “Check All” check box, on saving of the record, ALL 6000 accounts (6000-001 through 6000-250) are updated.

The previous method works great if all accounts are related to one main account code. What if there is a range of account codes? There is no simple way to do this, but with a little help from your system administrator they can use the following SQL statement to accomplish in minutes what could take you several days to complete.

This statement updates all accounts with main account codes between 6000 and 6100 making them available for General Ledger and Accounts Receivable, and makes them unavailable for Accounts Payable.

What options do I have for finding data in BSS Business Systems?

The system currently provides three standard methods of locating records: Locate /Retrieve, Searching, and Filtering.

The Locate / Retrieve method assumes you know the key for whatever record you are trying to find. This is often not an option, because you just don’t know the key. Searches allow you to find a record sorted by key and / or description, and where appropriate, other columns in the table. The filter allows you to do online ad hoc searches on any number of columns. All methods have a teal background to designate their use for locating a specific record.

The methods discussed only work on one table and are available in all maintenance screens. In the near future, the system will provide a “Find” screen that will allow ad hoc searches across multiple tables. It will also provide drill down capability to subordinate modules. In the mean time, custom reports can be created and displayed to screen to provide much of the same capability of this future feature.

How do transaction numbers, journal numbers, batch numbers and source codes relate to each other?

These items are used to track transactions at different levels. One of the problems encountered with many accounting systems is that they use one field to represent two or more of these items. This creates many problems with reporting when one module uses the field one way and another module uses it another. Transaction numbers are almost always used just as a transaction number. But there are systems that use transaction numbers specific to a module. For example, a transaction originates in AP with one transaction number and gets assigned a new transaction number when it is posted to GL. These systems make it very hard to audit transactions from one module to the next. In rare cases, the transaction number will be appended with the originating module designation (AP-00002344). Journal numbers and transaction numbers are also used as one and the same in some GL systems.

Batch numbers and source codes are often used as one and the same in most accounting systems. This works well for most modules except GL. Often in a general ledger, the source is another way to categorize the type of transaction. This approach makes it almost impossible to obtain meaningful reports on GL journal transactions related to batch or source.

Reporting has always been an extremely high priority for the design team of BsBssClear.gif (1577 bytes) software. Each field is maintained on its own and used for a very specific purpose which allows for complete flexibility in reporting.

Transaction Numbers: Transaction numbers are unique at the system level. The same transaction number is used in all modules for any transaction regardless of the originating module. Any transactions that are auto generated through a special process (accruals, recurring, and auto-distribution) also maintain the original parent transaction number.

Journal Numbers: Journal Numbers are used exclusively in General Ledger and maintain a specific sub-grouping of transactions to represent the Debits and corresponding Credits in a balanced transactions. This could be two or more transactions. Other modules use the same transaction number and corresponding transaction line numbers and transaction line detail numbers to group transaction together.

Batch Numbers: Batch numbers are unique at the systems level and are used by all modules. Batch numbers are in two parts: Module Code and Batch Number. These are maintained in separate fields to facilitate easy reporting.

Source Codes: Source Codes are used exclusively in General Ledger and maintain a specific grouping of transaction types. This allows easy reporting across periods and account code numbers. For instance, you may want a report showing all inventory adjustments for the first quarter. Regardless of the journal numbers or account codes, the report will return the proper information.

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