---
title: "Accounts"
canonical: "https://support.soutron.net/space/HG/3278397/Accounts"
format: markdown
---
This section describes the how the Accounts Section works.
---
The Accounts functionality provides functionality and workflows that allow you to assign, select and change accounts to be charged.
This section appears at the bottom of the [Costs ](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278520)Section and when creating a new Order Line, will by default will not contain any accounts.
> Macro (inline-media-image)
There are a number of functions provided to assist and speed up the process of account selection and these are described below and apply to all order types.
### Use Accounts Slider
The first control in the Accounts Header is a slider control which determines whether you want to charge the cost to one or more accounts. The slider allows you to toggle between **Yes **and **No**.
The default option for a new Order Line is determined by the **Use Accounts** setting in the [System Configuration Maintenance ](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278914)> Acquisitions and whether this is set to Yes or No.
> ℹ️ **System Configuration > Use Accounts Set to No**
> ℹ️
> ℹ️ If this is set to **No** in the Configuration Maintenance, you will **not** be able to use accounts for any orders and when creating new Order Lines, the Accounts table will be shown in Blue.
If the Table is shown with a Red Header it means that the Use Accounts function is set to **Yes** and then either no accounts have yet been defined (i.e. for a new Order Line) **or** if they have then the costs are not calculating correctly and you should correct them.
If the table is red, you will not be able to Save the Order (by clicking on Finish or Save) until you either change Accounts setting to No or you assign an account and ensure it is calculating correctly. If you see the following message, this will be the reason why.
In addition you will notice the % icon on the far right - see below.
If you generally use Accounts but for a specific Order Line you do not want to use the Accounts, you can click the Slider Control so it is set to **No **and the Accounts table will turn blue.
### Recalculate
The main purpose of this button is when you manually select accounts and set the Quantity, Values or percentages that if the total are above or below the Total costs, the system will identify the missing quantity, Percentage or Value (which you can see when you click on the % Account Summary button. If you then click the Recalculate button, it will take the missing amount and split the difference equally between the allocated accounts. For example if you have 5 accounts selected and have entered % that are equalling 105% the Account Summary will show 5% too much. Clicking on Recalculate will then deduct 1% from each account. Another example, would be if the % total 95% the Account Summary will show a short fall of 5% and clicking on Recalculate will add 1% to each account.
### Auto Assign
Purpose of this Green button, is to automatically assign the accounts to the Order Line.
For this function to work, your accounts need to have been configured and mapped to the correct Content and Record Types along with Physical or Virtual Copy Locations - See [Account Maintenance](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278424)
When you press the green button the system will assign the accounts but it is important that you **always** check to make sure the correct accounts have been specified. If an account has been wrongly applied or you simply need to change it for this particular Order Line, you can manually change this using the Accounts control in the table - See below.
### Select Accounts
Purpose of this Blue button is to allow the manual selection of accounts which can be used if you do not want to use the Auto Assign function or you need to create a split between different accounts.
To select accounts click on the blue button and the following pop up will open
The window is divided into two sections:
#### Account Filters
The filter section provides the ability to easily filter the accounts shown in the table below. Once you have selected your filters, click the blue Apply Button to automatically filters the table below.
The filters on the **left hand side** allow you to select accounts based on the Actual Offices and Libraries that the account is physically attached to (in [Account Maintenance](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278424)):
##### Office
By default set to All but you can select from the drop down and the list of Offices that are Active (defined in [Infrastructure Maintenance](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278188)) are shown,.
##### Library
By Default set to All Libraries. This control does not become available until you select a specific office, it then will show all Active Libraries (defined in [Infrastructure Maintenance](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278188)) for the selected office.
The filters on the **right hand side** allow you to select accounts based on their Account Levels and associated Codes that have been defined in [Account Code Maintenance](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278421) There are two filters:
###### Level Description (Currently called Department)
By Default shows as:
Click into this control and all the Account Levels that have been created in [Account Code Maintenance](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278421) are listed.
Select the Level or Levels that you want to filter by and the selected Levels will appear in the selection control which previously read None Selected
If you have a long list, you can also use the Search facility provided on screen at the top of the filter.
You can then go to the next filter
###### Code Description (Currently called Sub Department)
This control will not be active until you have selected one or more Levels. When you select from the drop down control, an entry will be shown for every code assigned to each Level and each entry will show in square brackets the Level Description so you know which Level the code is associated with.
An example is:
Select the Account Code Descriptions that you want to filter by and as you select them they will be added to the selection in the same way that Account Levels were.
For example:
Click on the Blue Apply button to update the Accounts Selection Table below with matching Accounts.
To clear the Filters, click the Grey Clear Filters button.
#### Accounts Selection Table
Below the filters is a table that contains a number of columns, an example is:
##### Selection Column
For each Account a check box is provided, which you can use to select the account(s) you want to add to the Order Line. (Once you have selected the accounts you want to charge your Order Line to, click the blue Select button)
##### Account
This is the id of the Account (we plan to remove this column when we re-engineer the way accounts work).
##### Description
Shows the Description of the account. This column also as a column filter where you can free type words in the description to automatically filter your accounts by description
##### Year
Drop down that shows the Fin Year that covers the Payment Expected Date for the account shown. For example, if an office current Financial Year is 1st April 2018 to 31st March 2019 (Fin Year 2018) and payment expected date is 1st May 2018 then the 2018 year will be selected, However, if the payment expected date of the Order Line was set to 1st March 2018, then the year selected will be 2017. You can toggle between them to see budget data for the selected account.
##### Budget
Shows the budget for the account for the selected Year
##### Encumbered
Shows the amount currently committed against this account as encumbered (all orders that have been placed but not yet paid).
##### Spent
Shows the amount already spent against this account (all orders that have been paid)
##### Remaining
Shows the amount remaining which is calculated by taking the Budget value subtracting the Encumbered and Spent amounts.
##### Office
Shows the office that the account is assigned to
##### Library
Shows the Library that the account is assigned to
##### Currency
Shows the currency that that the account is assigned to
#### Buttons
The two buttons are the bottom of the window are:
##### Select
Once you have selected one or more accounts, click this button to assign them to the Accounts table in the Order Line. Accounts added this way to the Order Line have the total cost being charged to accounts split equally between them. For example, if I select three accounts, the Quantity, % and Values are divided by 3 - note that to ensure accounts are balanced, one of the accounts may vary slightly,
You can amend these values as you need as described in the [Costs](https://soutron.atlassian.net/wiki/spaces/HG/pages/3278520) section.
Once you have made your selections and returned to the above screen, if you click on Select Accounts, no account will be selected and any you Select now will be **added** to the ones already selected. You can therefore use this control in conjunction with the Auto Assign.
##### Close
To close the window without making any selections, click the grey Close button.
### Remove All Accounts
This red button will when clicked, remove all entries from the account table. Note that there is currently no warning.
### % (Account Summary)
This icon is clickable and opens up a summary of the total costs etc. If the header is blue, then everything is calcuated correctly and clicking this will show everything is good:
If however, the header is red which means that the costs are not adding up correctly, you can click the % icon and it will show you what is missing, for example:
Using this information, you can then adjust the relevant quantities, values or % in the accounts table so that it goes blue.
## Accounts Table with populated Accounts
The accounts table in the Costs section will contain a row for every account assigned, either automatically using Auto Assign, Manually selecting accounts or a combination of the two.
The table contains 8 columns:
##### Account
The selected account is shown which shows both the Level Codes of the account followed by the Account Description.
You can change the selected account to another by clicking into the column for the row you want to change and doing so will present a list of all your accounts:
You can scroll through the list or you can start to type in matching words in to the top search box and as you type the accounts list will automatically update to filter by words you enter, for example:
##### Quantity
Input box that shows the quantity or part quantity being charged to the selected account, You can edit this manually as you wish - just ensure that the totals equal the Quantity being ordered..
##### %
Shows the percentage of the cost being charged to the selected account, you can edit this manually as you wish - just ensure that the totals equal 100%
##### Value
Shows the cost value being charged to the selected account, you can edit this manually as you wish - just ensure that the costs of all accounts equal the Total cost amount
##### Fin Year
Shows the Fin Year that will be charged based on the Payment Expected Date. You can override this by selecting a different Fin year but ideally you should do this using the Payment Expected Date.
##### Remaining Budget
Shows the Remaining Budget which is calculated by taking the Account Budget and subtracting the Encumbered and Spent amounts. Note it does not include costs in this Order Line (until it has been Placed)
##### Final Column
Contains the Red Delete Button, which can be used to remove an account, if you do this click on the Recalculate button to ensure the costs are updated or do so manually.