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Account Definitions

An account is a fundamental record used by businesses to document and track financial relationships with customers, suppliers, or other business partners. This account enables businesses to monitor and manage their receivables and payables systematically.

Purposes of Accounts​

Accounts are essential for managing and tracking a business's financial relationships. Regular updates and proper utilization improve business performance and financial discipline.

  • Managing customer and supplier relationships.
  • Keeping financial records organized.
  • Monitoring receivables and payables.
  • Facilitating payment and collection processes.
  • Supporting risk management and credit control.

Account Operations​

The account listing and registration pages provide standard functions such as exporting to Excel, filtering, and customizing field visibility. These functionalities are detailed under General System Usage.

Account Definition Page​

This page is used to create a new account or edit an existing one.

  • Code: A unique identifier for the account. It should be concise and meaningful, often using codes from ERP systems.
  • Name: The name of the account.
  • Description: Additional details or explanations about the account, optional.
  • Tax Number: The tax number associated with the account, optional.
  • Tax Office: The tax office related to the account, optional.
  • Vendor: Check this field if the account is to be used as a vendor in the system, optional.
  • Customer: Check this field if the account is to be used as a customer in the system, optional.
  • Service: Check this field if the account is to be used as a service provider in the system, optional.
  • Transport Company: Check this field if the account is to be used as a transport company in the system, optional.
  • Insurance Company: Check this field if the account is to be used as an insurance company in the system, optional.
  • Manufacturer: Check this field if the account is to be used as a manufacturer in the system, optional.

Addresses: The area where the account’s address information is recorded. The address details include:

  • Address Title: A brief description of the address, e.g., Headquarters.
  • Full Name: The name and surname of the responsible contact at the address.
  • Country: The country where the address is located.
  • City: The city of the address.
  • State: The state of the address.
  • Postal Code: The postal code of the address.
  • Address: The full address.
  • Address Description: Directions or additional information about the address, e.g., "Opposite the Central Bank."
  • Phone (1): Phone number.
  • Phone (2): Secondary phone number.
  • Fax: Fax number.
  • Website: The website associated with the address.
  • Email: The email address of the responsible contact.
  • Location: The map location of the address.
  • Default Address: Indicates if this address is the default when multiple addresses are listed.

Bank Details:

  • Bank Name: The name of the bank holding the account.
  • Branch Name: The branch where the account is held.
  • IBAN: The International Bank Account Number.
  • Currency Type: The currency type for the account.
  • Account Number: The bank account number.
  • Swift Code: The SWIFT code for the account.

Additional Documents: This optional field is used to attach related documents such as PDFs or images to the account.

Authorization and Access Control​

Topics related to authorization and access control are detailed under User Management and Authorization.

Account Manager Role​

  • Create: Authorization to create new accounts.
  • Edit: Authorization to edit accounts.
  • Delete: Authorization to delete accounts.
  • Batch Operations: Authorization for batch actions such as exporting and importing.
  • Design: Authorization to design pages related to accounts.

Account Contributer Role​

  • Create: Authorization to create new accounts.
  • Edit: Authorization to edit accounts.

All Users​

  • All users can use previously created accounts in other modules.

Warnings and Error Messages​

  • Unique Account Code: The system will warn if there is an attempt to save an account with an already existing code.
  • Mandatory Fields Not Filled: The system will alert when mandatory fields like the account code or name are not filled.

User Tips and Best Practices​

  • Unique Account Code: Assign a unique code for each account to prevent errors and facilitate easier management.
  • Regular Updates: Keep address, contact details, and payment terms updated.
  • Categorize: Group business partners into categories or groups to simplify reporting and analysis.
  • Risk Management: Regularly review account risk limits to avoid payment issues.
  • Detailed Notes: Add notes for special agreements or conditions related to the account.

Frequently Asked Questions​

Why Should Account Codes Be Unique?​

Unique account codes ensure operational efficiency, data accuracy, and seamless system integration.

What Should I Do If I Define an Account Incorrectly?​

If an account is defined incorrectly, you can edit or delete the record as needed.

Can an Account Code or Definition Be Changed Later?​

Yes, account codes and definitions can be updated later. However, this will affect existing transaction records, so proceed carefully. If the purpose differs, a new account should be created.

Are There Systematic Limits for Accounts?​

Accounts have no numerical limit in the system.