Summary Account Maintenance

Menu Path: General Ledger Accounts Summary Account Maintenance

Purpose

Define new summary accounts and update existing accounts.

Overview

Use Summary Account Maintenance to set up summary accounts that contain a summary of detailed account information from multiple related accounts.

You can use summary accounts in Account Detail Inquiry and Financial Report Format Maintenance.

You define the comprising accounts according to your needs. For example, if you have a number of income-related accounts, you may want to define one income summary account that contains the sum of all the individual accounts. In this way, you can analyze your chart of accounts at any level of detail.

NOTE You must have defined an account of account type SM in Account Maintenance before you can set up the account in Summary Account Maintenance.

You cannot make journal entries against summary accounts; however, journal entries can be made against the component accounts of a summary account.

The individual accounts are not actually stored as the summary account definition; rather, the criteria are stored. Therefore, if new accounts are created that match the criteria, the accounts will be included in the summary account.

Defining Summary Accounts

To define a summary account:

1. If your company uses consolidation ledgers, verify the ledger ID for which you want to define a summary account is entered in the Ledger ID field.

2. Enter the summary account you want to define in the Summary Account field.

3. In the Include Accounts Where section, enter filter criteria.

NOTE Summary Account definitions may only include AS, LI, IC, and EX accounts.

4. Click the Enter button.

5. Repeat steps 3 to 4 for any additional filter criteria. Select the AND or OR radio button to specify whether a line of criterion is to be the only criterion, or whether its relationship with the next line of criterion will be inclusive or exclusive. You can create any combination of criteria, using account elements, account types, reporting fields, and entire general ledger accounts as boundaries for the accounts to be included.

6. Click the Show Accounts button in the ribbon to verify that the correct accounts are included in the summary account.

7. Click the OK button in the ribbon. The summary account criteria are created.

Editing Summary Account Definitions

You can edit the selection criteria for your summary accounts at any time. To edit a summary account:

1. If your company uses consolidation ledgers, verify the ledger ID for which you want to edit a summary account is entered in the Ledger ID field.

2. Enter the summary account you want to edit in the Summary Account field. The existing criteria for the account appears.

3. Select a criterion you want to edit in the Selection Criteria grid.

4. Click the Update button in the ribbon. The criterion appears in the Include Accounts Where fields.

5. Edit the criterion.

6. Click the Enter button.

7. If you want to delete a criterion, select it in the Selection Criteria grid, and then click the Delete button in the ribbon. The Confirm Delete dialog box appears, and asks you if you want to delete the criterion. Click the Yes button.

8. Repeat steps 3 to 7 until you have set up all the criteria for the summary account.

9. Click the Show Accounts button in the ribbon to verify that the correct accounts are included in the summary account.

10. Click the OK button in the ribbon. The Confirm Update dialog box appears, and asks you if you want to replace the existing summary account set up.

11. Click the Yes button. The summary account criteria are updated.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Summary Account Maintenance window.
Update	Click this button to update a selected filter criterion in the Selection Criteria grid.
Delete	Click this button to delete a selected filter criterion in the Selection Criteria grid.
OK	Click this button to accept the filter criteria for the selected summary account.
Show Accounts	Click this button to display all general ledger accounts in the Selected Accounts grid that match the filter criteria in the Selection Criteria grid.
Cancel	Click this button to clear all selections.

Fields and Buttons

Field or Button	Description
Summary Account	Enter the summary account number or name, or click one of the Lookup buttons to select an account number or name. This must be an SM type account defined in Account Maintenance.
Ledger ID	Enter a ledger ID for the summary account, or click the Lookup button to select a ledger ID. Note This field is only available if at least one consolidation ledger is set up.

Main Tab Fields and Buttons

Field or Button	Description
Include Accounts Where	Select a filtering method, and then click the Lookup buttons to select filter criteria for accounts to include in the summary account. The first and last Lookup button allow you to enter parentheses around the criteria. This is useful if you are creating a complex set of conditions. The three other Lookup buttons allow you to select the following: Category - Select a category for the criterion, such as a specific company or cost center. Operator - Select one of the following: equal to (EQ), not equal to (NE), greater than (GT), less than (LT), greater or equal to (GE), or less than or equal to (LE). Value - Select a specific value for the category. Example If you want to only report on cost center ID 10, you could select Cost Center EQ 10 using the middle three Lookup buttons.
Blank/AND/OR	Select AND if you are selecting multiple criteria that must all be met. Select OR if you are creating two (or more) criteria and either must be met.
Enter	Click this button to enter the selected criterion in the Selection Criteria grid.
Clear	Click this button to clear the Include Accounts Where fields.
Selection Criteria	This grid displays selected filter criteria for the summary account.
Selected Accounts	This grid displays accounts that match filter criteria in the Selection Criteria grid after you click the Show Accounts button in the ribbon. The selection criteria are re-evaluated each time the summary account is used. Therefore, if accounts are added which should be included in the summary account based on the selection criteria, the system will correctly include them.

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