Account Lists {FCSO-5}

The creation of accounts and cost centres merely supports "what" is to be reported on and "where" or for "whom" the reporting is done.

To post transactions, (G)eneral (L)edger (A)llocations must be created by combining a cost centre and an account. The easiest way out would be to declare all accounts "valid" for all cost centres. There are two very dangerous aspects implied in this approach, namely:

The number of (G)eneral (L)edger (A)llocations created will be astronomical, resulting in the abuse of computer facilities. For example: if the institution consists of 1 000 cost centres with an account list of 1 000, the maximum number of (G)eneral (L)edger (A)llocations would be 1 000 000!
A further result would be the creation of "unnecessary" or "illogical" (G)eneral (L)edger (A)llocations, which open the possibility for people to update incorrect transactions. For example: expense accounts would be created for the Fixed Asset Funds, whereas such transactions are not allowed.

The second option would be to declare accounts one-by-one, valid for the various single cost centres. This approach is unacceptable from a workload point of view, but may be used by exception.

The system provides a facility whereby the user can declare groups of accounts valid for specific groups of cost centres. This facility is explained in General Ledger Allocations {FCSO-6}. One of the options available is to declare a valid subset of the master account list, and the option currently being discussed facilitates the creation of subsets of accounts called "Account Lists".

The user may link a Account Range to the Account List definition, this action will add a new account create in option {FCSO-3} to the Account List, where applicable.

The option consists of three Blocks, and the user can create a list by giving it a code and a name in Block 1 and then create the accounts by a menu option following Block 2. Block 3 displays the accounts in the List, and single accounts can be added to the List.

Fields in the option:

Block 1: Account List

Field	Type & Length	Description
List Code	A3	Code for this list.
List Name	A40	Description of the name for this list.
Start Account Range	A8	Not mandatory. If specified: The account range will start the action that add a new account create in option {FCSO-3} to the Account List, where applicable.
End Account Range	A8	Not mandatory, but must be used if Start Account Range is specified.

Example:

Block 2: List Allocations

Field

Type
&
Length

Description

List Code

Code for this list to be updated or queried. The system will display the name and the number of accounts presently in the named list.

Major additions

If the user wants to add single accounts the response would be (N)o, and after a <NEXT BLOCK>, single accounts can be entered. If the user wants to do major additions, the response would be (Y)es and on <ENTER> the following menu will be displayed:

Previous request
Supply the account list's code to add to (x = exit)

After the list code is entered, the system responds with:

Select one of the following methods:

From Another List
Accounts From => To
Indicated Accounts
Accounts per Category

Q. Return to Previous Menu

Option 1	will copy another list into the one mentioned in List Code
Option 2	will allow the entering of a "start" and "end" account
Option 3	will allow the specification of an exception indicator, and all accounts marked with this indicator will be copied
Option 4	will allow the specification of an account category and all accounts linked to the account category will be copied.

Example:

Block 3: List Allocations: Account List Detail

After execution of a menu option, the user may query the list in Block 3. On entering <NEXT BLOCK> or <PREVIOUS BLOCK>, the system will carry the number of the list to this Block and on query the following will be displayed:

Account Code/Number
Account Name (first line of description)
Function
Function Level

NOTE: The system will allow the user to create (H)eader, (S)ub-total and (T)otal accounts on these lists, but when a list is linked to a cost centre by option {FCSO-6}, these accounts will not form valid GLAs.

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
16-Oct-2006	v01.0.0.0	Amanda Nell	t133473	New manual format.
11-Jan-2010	v02.0.0.1	Ernie van den Berg	t162536	Add new account range.