New Database - Nominal Structure
When creating a new accounts database, the third step of the database setup wizard is to select a Nominal Structure.
If you select to use the Standard structure, you must then select the base chart of accounts for your new database.
A selection of template charts are offered, these have been designed to suit different types of businesses.
Select a chart of accounts and press View Accounts to see the details.
Any of the offered charts can be viewed and modified before selection.
What you can do with the selection and creation of your first chart of accounts:
You can select the most appropriate template, create the database and then amend the chart of accounts from within Access Accounts.
You can select the most appropriate template and edit the template via the View Accounts window before you create your database.
You can setup your own template and have this listed for selection on this window. This needs to be done in advance of running the New Database Setup wizard. If you wish to use this route, cancel the wizard at this point and re-run it when your template is available.
So, if you already have a chart of accounts you wish to use, you can either modify one of the offered templates or you can create a template chart of your own.
Your dealer or support provider should be able to help you with setting up your own template.
View Accounts
When running the New Database Setup Wizard, a selection of template charts of accounts are offered, these have been designed to suit different types of businesses.
Select a chart of accounts and press View Accounts to see the details.
Any of the offered charts can be viewed and modified before selection.
To modify a chart of accounts
In the View Accounts window, accounts can be inserted, edited or deleted.
The existing template fields are displayed in an editable window, grouped by Major Heading Name.
Within each Major Heading, Sub Headings are given. These are not part of the accounts structure but have been added to help you to see the intended use of the cost centres that will be created.
For example: under the Major Heading of Overheads, sub headings of Staff Costs, Establishments, Administration and Motor & Travelling give an indication of the areas of expense that have been considered.
Modifying the chart.
Select the currency tab to display the account structure for the currency.
There will be separate tabs for Home and Euro (unless Euro is your Home currency) and 2nd base if you have selected to use a 2nd base currency.
Edit - The codes and descriptions can be edited by over-typing.
Insert - An empty line will be inserted below the line you have currently selected.
Account codes can be alphanumeric to a maximum length of 25 characters.
Delete - You can delete any of the accounts that you do not require, except those marked as Default (shaded grey). You can edit the characteristics of these Default accounts.
When you have made your changes, press Continue to return to the wizard.