Account period records (accpers) must be created for each account in the general ledger before the account may be posted to. A separate accper record is maintained in each period for each account in each division and department. Account period records may be created for individual accounts in the Maintain Account Descriptions program. Account period records (accpers) may also be created for all accounts in the general ledger using the Create New Accounting Year program. The method to be used to create accpers depends primarily on the number of divisions and departments that will be used by the company. If the user will be operating only one division and department, the accper records may be created in bulk (with the Create New Accounting Year program) for all of the accounts. If the user will be using multiple divisions and or departments, the user may not want accper records for all accounts in all divisions and all departments. For example. A company may wish to book income and expenses separately for each department (profit center) but track all assets and liabilities in one division. In that case, the user would create accper records for income statement accounts (or selected income statement accounts) in all departments, but would only create accpers for balance sheet accounts in division and department one. This allows posting of income and expense by department, but prevents posting to balance sheet accounts other than those in division and department one.
Maintain Account Descriptions
Create New Accounting Year
Single division and department - If the operator wishes to create accpers for all g/l accounts that do not have accpers, the operator may use the Create New Accounting Year program. The Create New Accounting Year program creates an accper record for each account in the account description file that does not already have accper records in the current year. The operator enters the division and department in which the accpers should be created and the number of periods to be supported. The system then creates accpers for all general ledger accounts in the division and department specified.
Multiple divisions and or departments - In some cases, a company will not want to create accpers for all accounts in the general ledger in all divisions and departments. An example would be a company that wants to produce income statements by department (profit center) but that does not wish to track assets and liabilities separately by department. A company with these accounting needs would create accpers for all (or selected) income statement accounts in all departments, but would create accpers for balance sheet accounts only in division and department one. The Maintain Account Descriptions program allows the operator to select a single account description and create accper records for it in only the division and department specified.