General Ledger > Account Groups > Set Up, Update or Delete Account Groups

This topic discusses the steps to how to set up Account Groups in AccountMate Enterprise. It also discusses the steps on how to update or amend information on existing account groups, and to delete an account group record.

To set up accounts groups in AccountMate, perform the following steps:

1.Access the Account Group function from the Accounts function group in the Maintenance main menu.

2.If no account groups have been set up yet for the company and you have "Add/Create" user access rights, AccountMate will display a message asking your confirmation whether to use AccountMate's default account groups. Click Yes to confirm; otherwise, click No.

3.If you clicked No, proceed to create account groups. Click the New button to create a new account group; then, complete the following fields for each account group you want to set up:

oAccount Group ID

Enter in this field a unique Account Group ID number. You can enter any alphanumeric value of up to ten (10) characters. The Account Group IDs should be created in the order that you want them to be presented in the financial statements.

Alternatively, you may click on the Search field next to the New button to search for an existing Account Group Code. Example, you may enter "A1110" as the Cash Account Group ID which is classified under Current Assets, "B1110" as the Fixed Asset Account Group ID which is classified under Fixed Assets, and so on.

oDescription

Enter in this field a brief description of the account group. This description must easily identify the nature of the group account it represents. You must enter a value in this field; otherwise, AccountMate will not allow you to save the record.

oShort Description

Enter in this field a short description of the account group. You must enter a value in this field; otherwise, AccountMate will not allow you to save the record.

oReport Level

Specify in this field the level at which you want the GL Account IDs belonging to this group to be summed up in reports. The Spinner box allows you to scroll through report levels 1 to 4. This field is unavailable if the IFRS feature is activated since in this situation the report level is always "1".

oStatus

Click the List box button to select the status of this account group code. You may select either "Active" or "Inactive" status.

oAccount Category

Click the List box button to select the account category to which this account group belongs. Account categories are major divisions in the Balance Sheet and Income Statement that are set up using the GL Module Setup function.

The report level and account category set up for each account group guides AccountMate on which accounts to add up to arrive at subtotal amounts. Refer to the tabular example below:

Account Category	Account Group ID	Description	Report Level	Amount
Current Assets	A1111	Cash Checking Account	2	$3,000
	A1112	Cash in Savings Account	2	$2,000
	A1110	Cash	1		$5,000
	A1121	Trade Receivables	2	$3,500
	A1122	Non-Trade Receivables	2	$500
	A1120	Accounts Receivables	1		$4,000
	Total Current Assets				$9,000

4.When you are ready, click the Save button in the Maintenance toolbar to save the new account group record.

5.In the Other Account Groups for Selected Account Category grid are existing account group IDs that are assigned the same account category as the one you selected for the new account group ID record. You may review or compare settings with those existing records.

To update or delete an existing account group, perform the following steps:

1.Access the Account Groups function from the Accounts function group in the Maintenance main menu. The Lookup grid is automatically displayed when this function is accessed and account group records exists in the system.

2.Enter in the Lookup field the Account Group ID of the record you want to edit; then, double-click on the account group ID that matches the value entered in the Lookup field. Alternatively, you may scroll down the Lookup grid to locate the record; then, double-click on the account group ID that you wish to edit or delete. The information pertaining to the Account Group ID will then be displayed in the edit screen.

3.If you want to edit or update the information in the account group ID, enter the necessary changes that you wish to effect on the selected account group ID record. When you are ready, click Save to save your changes.

4.If you want to delete the selected account group record, click the Delete button. A dialog box will appear asking for confirmation to delete the record. Click Yes to confirm your choice; otherwise, click No to abort the operation.

Q. How can I group four GL Account IDs as "Accounts Receivable" in the balance sheet?

A. Create an account group code for Accounts Receivable; then assign this account group code to each of the four GL account ID records.

Set Up, Update or Delete Account Groups

Set Up, Update or Delete Account Groups

See Also