Setting up Account Recognition Codes

Ledger Interface Account Recognition Codes (LIA) allows you to refer to an account code that has been entered elsewhere in a SunSystems module. These codes can be used on SunSystems Order Fulfilment transactions and in the Ledger Interface (LIS) to refer to the particular account. Using account recognition you can assign your own names to identify the accounts.

For example, a debtor account is assigned to each customer and you may wish to post journal lines to this account. You could set up an account recognition code called Customer Debtor A/c to identify this.

  1. Specify this information:
    The code that uniquely identifies a chart of accounts code. Account Recognition Code
    Account Recognition Code Status
    Each static data record contains a status code that determines the current processing status of the record. A status is assigned to each static reference record, for example to every account, asset, customer and supplier. It determines the current processing status of the record.
    • Open - this status is set automatically when you add a new record, for example, if you create a new account. Open items are available for input, inquiry, processing and reporting.
    • Hidden - a record with a hidden status does not appear on any inquiries but is available for input, processing and reporting.
    • Suspended/Held - a suspended record.
    • Closed/Completed - a closed record cannot be used for input or processing. For example, you cannot post transactions to a closed account or analysis code.
    You can alter the status of a record at any time. You must use the options on the Action menu to change the status.
    Account Recognition Code Type
    The account recognition you wish to identify and refer to elsewhere in the system. Select the required type from the drop-down list.
    Description
    The description.
    The full name or description of the data item or record. This is used to identify it on reports and inquiries.
    Short Heading
    The short heading.
    The short heading, which is used where space is limited. If this is blank it defaults to the first characters of the description.
    Lookup Code
    The lookup code.
    A lookup code can be used to find a record, as an alternative to the record code. It is often set to a shortened version of the description. It is particularly useful if a record is often referred to using different codes. For example, the Chart of Accounts code for Fuel Expenses is 75201 and the Lookup Code is set to FUELEXP.
    Substitute Recognition Code

    If the account recognition code chosen cannot be used to retrieve the account code from the relevant details, the Substitute Recognition Code is used instead.

    The substitution can be applied a maximum of three times. That is, up to four account recognition codes are searched in total. For example, if Account Recognition code A names B as a substitute, and an account cannot be found on A, then B is searched. If an account cannot be found on B, and B specifies C as a substitute, then C is searched. If an account cannot be found on C and C specifies D as a substitute, then D is searched. If an account still cannot be found, an error message is displayed when posting.

  2. Save your changes.