IBIS Technology

The Account List screen stores all information associated with the different accounts you have set up for Contacts in your IBIS system. The default view shows only active accounts on this screen, you must untick the filter Active only and refresh to display all accounts. From this screen, you can perform a number of functions to manage your accounts in IBIS.

TABLE OF CONTENTS

• Account list screen overview
• How to add an account
• Making an account inactive
• Re-activate an account
• Show inactive accounts 
• Delete an account
• Manage duplicate accounts

Account list screen overview

The Account List screen is divided into 3 tabs:

• List Tab
• Transactions Tab
• Details Tab

1. List Tab

The List tab shows a summary of the account details. The default view is shown below, however, you can change the grid layout as required. From the list tab, the following functions are available by clicking the Functions button:

• Edit contact details for the account
• Print statement for a selected account
• Email statement for a selected account
• Print statements for all non-zero accounts
• Email statements for all non-zero accounts
• Email selected account
• Rebalance accounts
• Build online passwords for accounts that will be booking your products via agent login.
  
  

Clicking the box in the Account use (...) cell will determine how this account behaves or appears in different places throughout your IBIS system.

2. Transaction Tab

The Transactions tab shows a summary of all financial transactions such as invoices, payments, journals, etc for each account. You can click the row indicator > to view details of a specific transaction. You can tick the Show Closed and Void filter to display transactions that occurred in previous accounting periods.

From the Transactions tab, the following functions are available by clicking the Functions button:

• Edit contact details
• Print statements
• Email statements 
• Print selected invoices
• Email selected invoices
• Cross settle invoices
• Reverse cross settled invoices
• Journal selected invoice
• Create Journal - debit/credit note
  
  

The Status shows the current status of the selected transaction. E.g. once an invoice balances to $0.00 the status will change to Settled.

3. Details Tab

The Details tab stores all information relevant to an account. Click in each field to edit. You can edit contact details for the selected account by clicking the Functions button from this tab.

Sale Types

How to add an account

Accounts are set up in the Account List screen. Prior to adding an account, however, you must have a contact setup in the Contact List screen.  Every new account you wish to set up must have a Contact associated with it. 

• Operators will need to set up Contacts and Accounts for any new Agents they would like to sell their products.
  
• Agents using the Add New Operator wizard will automatically have the Account setup for them so do not typically need to add Accounts.
  
• Accounts can be set up for any contacts you would like to Charge to Account at POS.
• Retail suppliers do not need to have an account setup. 

Follow these steps to add an account to your system:

1. Ensure the contact details for the account have been set up in the Contact List screen (see Adding a  new contact).
2. Highlight the contact row in the Contact List screen, then click Add Account.
3. If the contact already has an account setup, you will be notified to prevent accidental duplication.
4. Fill out the details in the Account Information popup. Note the Account name must be unique.
5. Click on the Account type drop-down and select the appropriate uses.
6. Click the Add button to save your changes, the account will be added to the Account List screen.
   
   

Contacts can have more than one Account. To quickly list the accounts for a contact from the Contact List screen click on the > to the left of the contact's row

Making an account inactive

Because accounts with history cannot be deleted you make them inactive instead. An inactive account won't be able to have transactions posted to it.

1. Select the account in the Account List screen
2. Click on the tick in the active column to remove it
3. Click on Save

Re-activate an account

1. Untick the Active Only filter in the Account List screen and click Refresh
2. Select the account you wish to make active.
3. Tick the box in the Active column to reactive the account
4. Click on Save
5. Tick the Active Only filter and click Refresh to see your active account again.

Show inactive accounts 

To view inactive accounts in the Account List screen ensure you do not have the "Active Only" filter ticked

Delete an account

An account cannot be deleted if it has:

• Had transactions posted to it
• If it has any active products associated with it
• Or if it is the Accounts contact specified in the Global Settings screen

How to Delete an Account

1. Select the Account you wish to delete in the Account List screen under the Accounts & Contacts tab.
2. Clicking on its row so it is highlighted.  
3. Click on the scissors icon in the grid function are to delete row.
4. Save your changes.
   If any of the conditions listed above are encountered, you will NOT be able to complete the save and you must make the Account inactive instead. 
   
   

Manage duplicate accounts

Why do I have Duplicate Accounts?

There are a few reasons why you would end up with duplicate accounts in your system:

• You may have more than one accounting relationship with a contact e.g. one account may be for Agent All bookings and one may be for Deposit bookings? If this is the case then you could rename the accounts to something meaningful like 'Wanaka Helicopters - Agent All' and 'Wanaka Helicopters - Deposit' to resolve the duplicate.

• The accounts may have been added accidentally by a member of your team? If a duplicate account has been added in error you need to make sure that your staff understand the process for adding a new operator and ensure they are trained to search thoroughly for an operator in the system before adding a new one.

How do I know if I have duplicate accounts?

If you have clicked Save after editing the Account List screen and you have the following error message, you have duplicate accounts in your system.

If you have rows highlighted in green, the error is happening because there are at least 2 accounts with the same name.

When you get this error take a screenshot so that you can refer back to your list of duplicate accounts.

 How do I fix duplicate accounts?

1. Firstly, as you have a list of the duplicate accounts, you need to click OK to the error so that you can edit data in the Accounts List screen.
2. Next, you need to change the names of the duplicate accounts so that you can save edits in the Account List screen.
3. In the above example, you could change one of the account names to 'Wanaka Helicopters 1' and then you would be able to Save with no error.
4. This will remove the error and let you save edits to the Accounts data but you will still need to fix the duplicate accounts.
5. Rename all of the duplicates listed in the screenshot that you took earlier and Save.

How to remove duplicate accounts if there have been no transactions on the duplicate account

1. Look at the Transactions tab for both accounts from the Account List screen - if one of the accounts has no accounting transactions on it then you can make this account inactive.
2. If there have not been products created and sold under this account, you can delete the duplicate account.
3. If you have sold products under this account, you will need to make the products inactive and then inactivate the account.

How to remove duplicate accounts if there have been transactions on the duplicate account

1. You need to make sure that the duplicate account does not have an outstanding balance or any pending records associated with it. 
2. Complete all pending transactions on this account. This may mean the operator will have 2 invoices/remittance advices this month.
3. Make sure that any products associated with the account are made inactive.
4. Inactivate the account.