Attributes

A direct attribute is an attribute which can appear as a field on transactions, as well as in Journal Detail and Recurring Detail.

1. In the Navigation pane, highlight the General Ledger > Setup > Attributes folder.

2. Click . The New Attribute window opens.

   

3. Enter a unique Name for the attribute.

   Note

   While an attribute can have the same name as a segment or rollup, AccountingWare does not recommend this practice. If an attribute and a segment or rollup share the same name, you must use the attribute's fully qualified name when referencing it in a financial function. For example, suppose you have an attribute named "Event" and a segment named "Event". To reference them in a financial function, use GL.Attribute.Event and GL.Segment.Event, respectively.

4. If you need to derive attribute items for the attribute from a specific source, select it in the Source field. Attributes can be tied to other attributes, GL segment items, rollup items, AP vendors, AR customers, CP contracts, or Payroll employees.
5. Enter a Plural Name for the attribute. This is the label that is used for the attribute items folder for the attribute.
6. Enter a brief Label to use to identify the attribute.
7. Enter a Description of the attribute.

8. In the Type section, select "Direct".

   

9. The Create Indexes checkbox is marked by default. When the checkbox is marked, indexes are automatically created on all database columns which contain values for the attribute. The purpose of creating indexes is to improve performance for queries which limit by the attribute. If you experience diminished performance, you may want to consider clearing this checkbox for some attributes.
10. Continue by configuring the attribute for each package it will be used with. To see instructions for each package, expand the corresponding link:
    GL BR AP AR CP FA PR PO
1. In the General Ledger section, if you want to use the attribute to directly classify transactions, mark the Use on GL Detail checkbox.
2. If you marked the Use on GL Detail checkbox, the Follow Calendar Post Control checkbox is enabled and marked by default. Leave the checkbox marked if you want to prevent changes to attribute settings on merged journal entries for postings in closed periods as well as attribute changes on subsidiary entries which would affect merged journal entries for postings in closed periods. Clear the checkbox if you want to allow changes to attributes on merged journal entries for postings in closed periods.

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1. In the Bank Reconciliation section, select how the attribute is used on bank statement adjustments from the Adjustment Usage dropdown. Your options are:
   • None. The attribute is not used on statement adjustments.
   • Optional. Use of the attribute on statement adjustments is optional.
   • Required. Use of the attribute on statement adjustments is required.
2. If the Use on GL Detail checkbox for General Ledger is marked and Adjustment Usage is set to "Optional" or "Required", the Post to GL checkbox is enabled. Mark this checkbox if you want the adjustment attribute value to appear on the offset posting of the journal entry associated with the bank statement.

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1. In the Accounts Payable section, select how the attribute is used on AP invoices from the Invoice Usage dropdown. This allows you to include attributes on the summarized GL postings which are automatically created for invoice GL detail and extra GL. Your options are:
   • None. The attribute is not used on AP invoices.
   • Optional. Use of the attribute on AP invoices is optional.
   • Required. Use of the attribute on AP invoices is required. More...

     Note

     When you select the "Required" option for AP invoice usage, the following behavior occurs:

     • When you save the attribute, a dialog box opens so you can specify the default attribute item value to use on existing invoice distribution lines which do not already have a value.
     • The system assigns the attribute item you specify to existing distribution lines on invoices and recurring invoices which do not already have a value.
     • If the Post to GL option is marked for the attribute, GL entries for merged AP invoices are NOT updated with the new attribute item. To update GL history for these invoices, run General Ledger > Setup > Attributes > Update History > Update GL Detail for AP Attribute Usage.
     • Invoices require a valid attribute item for this attribute on every invoice distribution line. The following invoice detail line sources are protected from changes and do not require an item for this attribute:
       • Credit to the invoice liability AP account
       • Intercompany postings
       • Use tax lines generated by a use tax APCode
       • Distributions generated by Accounts Receivable when posting rebates and refunds to AP
       • Distributions generated by Purchasing when posting orders and purchases to AP
       • Distributions generated by Payroll when posting tax deposits and other liabilities to AP
     • While invoices and recurring invoices require values for a required AP invoice attribute, Extra GL entries do not.

2. The Post to GL checkbox is enabled if the Use on GL Detail checkbox is marked in the General Ledger section and invoice usage for Accounts Payable is set to "Optional" or "Required". Mark the checkbox to post attribute information to the General Ledger.

   Note

   When you mark an attribute to use AP invoices and to post to GL, the following behavior occurs on AP invoice GL detail and extra GL:

   • When an AP invoice is merged, GL postings summarized by account, attributes, dates, and debit/credit usage are created.
   • As long as the invoice isn't voided, you can change, delete, and insert invoice GL detail and extra GL as long as the GL entry isn't merged.
   • If the GL entry is merged, the account and amount cannot be changed, but you can change attributes. Summarized GL detail lines can be split or combined to accommodate attribute changes on the invoice.
   • Although you cannot change or delete extra GL lines if the associated GL entry is merged, you can create new extra GL lines, and a new GL entry will be created.
3. From the Invoice Detail Usage dropdown, select how the attribute is used on invoice detail lines. Your options are:
   • None. The attribute is not used on invoice detail lines.
   • Optional. Use of the attribute on invoice detail lines is optional.
   • Required. Use of the attribute on invoice detail lines is required.
4. In the Required Account Masks section, mark the checkbox for each type of account mask to require on attribute items. Available account masks include:
   • Liability
   • Debit

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Attributes with AR usage can not only determine the GL accounts used for invoice posting, but also allow for revenue tracking beyond tracking by revenue type. Related invoices and receipts can be accessed from attribute item records.

1. In the Accounts Receivable section, select how the attribute is used in Accounts Receivable from the Invoice Usage dropdown. Your options are:
   • None. The attribute is not used on AR invoices.
   • Optional. Use of the attribute on AR invoices is optional.
   • Required. Use of the attribute on AR invoices is required.
2. If the Use on GL Detail checkbox is marked and invoice usage for Accounts Receivable is set to "Optional" or "Required", the Post to GL (Sales, Cost, Extra GL) checkbox is enabled. Mark the checkbox if you want to post attribute information from AR invoices to the General Ledger for sales, cost, and extra GL.
3. From the Invoice Detail Usage dropdown, select how the attribute is used on invoice detail lines. Your options are:
   • None. The attribute is not used on AR invoice detail lines.
   • Optional. Use of the attribute on AR invoice detail lines is optional.
   • Required. Use of the attribute on AR invoice detail lines is required.

4. In the Required Account Masks section, mark the checkbox for each type of account mask to require on attribute items. Available account masks include:

   • Receivables
   • Sales
   • Cost
   • Inventory
   • Sales Tax

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1. In the Contracts Processing section, select how the attribute is used on contracts from the Contract Usage dropdown. Your options are:
   • None. The attribute is not used on contracts.
   • Optional. Use of the attribute on contracts is optional.
   • Required. Use of the attribute on contracts is required.
2. If the Invoice Usage setting for Accounts Receivable is "Optional" or "Required" and Contract Usage is set to "Optional" or "Required", the Post to AR checkbox is enabled. Mark this checkbox if you want to post contract attributes to AR invoices.

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1. In the Fixed Assets section, select how the attribute is used on assets from the Asset Usage dropdown. Your options are:
   • None. The attribute is not used on assets.
   • Optional. Use of the attribute on assets is optional.
   • Required. Use of the attribute on assets is required.
2. If the Asset Usage setting for Fixed Assets is "Optional" or "Required", the Date-driven checkbox is enabled. Mark the checkbox if you want the attribute item used on a transaction for the attribute to vary based on the effective date of the attribute item. If you mark the checkbox, the Attributes table in the Asset window will allow you to specify an effective date for each value assigned to the attribute.

3. If the Asset Usage setting for Fixed Assets is "Optional" or "Required", the Post to GL (Depr Expense and Gain/Loss) checkbox is enabled. Mark the checkbox if you want to post asset attributes for depreciation expense and gain/loss transactions.

   If you mark the checkbox, GL postings are automatically updated with attribute values based on the associated GL detail record in Fixed Assets.

   If the checkbox has been marked but is subsequently cleared, attribute values are automatically removed from GL postings.

4. In the Required Account Masks section, mark the checkbox for each type of account mask to require on an attribute item. Available account masks include:

   • Asset
   • Accumulated Depr
   • Depr Expense
   • Gain/Loss
   • Bank

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Payroll attributes define categories for classifying employees and distributions so that no employee or distribution has more than one attribute item for a single attribute at any given time.

• Employee attributes are assigned to employees on a specific date. They can be used for reporting and calculations.
• Distribution attributes work in conjunction with GL accounts to allow another level of classification for check distributions. Distribution attributes can be supplied through time sheets and are used in Split Period and Follows Pay calculations.

The same attribute can be used for both employees and distributions. In fact, the employee attribute item in effect as of the GL date on the distribution line will be presented as the default value for the distribution attribute.

Example

A department attribute could appear on employees and on time sheet lines and check distributions.

Employee attribute items can be indirectly posted to GL by also making the employee attribute a distribution attribute and marking the Post to GL checkbox. Two advantages of this strategy are faster reporting in General Ledger and automatic use of the correct employee attribute on voids and reversals.

1. In the Payroll section, select how the attribute is used on employees from the Employee Usage dropdown. Your options are:
   • None. The attribute is not used on employees.
   • Optional. Use of the attribute on employees is optional.
   • Required. Use of the attribute on employees is required.
2. From the Distribution Usage dropdown, select how the attribute is used on distributions. Your options are:
   • None. The attribute is not used on distributions.
   • Optional. Use of the attribute on distributions is optional.
   • Required. Use of the attribute on distributions is required.
3. The Post to GL checkbox is enabled if the Use on GL Detail checkbox is marked in the General Ledger section and you select "Optional" or "Required" from the Distribution Usage dropdown. Mark this checkbox to post distribution attribute information to the General Ledger. Marking the checkbox provides for optimized data analysis of attribute-specific journal detail postings which are sourced from check distributions.
4. In the Required Account Masks section, mark the checkbox for each type of account mask to require on attribute items. Available account masks include:
   • Debit
   • Credit

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Each purchase and each purchase order can be classified using customizable attribute items. Attributes can determine GL account segments and can allow different expense/inventory tracking than simply by expense/inventory type. You can drill down on attributes to see the purchases and orders associated with each attribute item.

1. In the Purchasing section, select how the attribute is used on purchase orders from the Order Usage dropdown. Your options are:
   • None. The attribute is not used on purchase orders.
   • Optional. Use of the attribute on purchase orders is optional.
   • Required. Use of the attribute on purchase orders is required.
2. If you selected "Required" from the Order Usage dropdown, the adjacent Default field is enabled. Select the attribute item to load as the default for this attribute on purchase orders.
3. From the Purchase Usage dropdown, select how the attribute is used on purchases. Your options are:
   • None. The attribute is not used on purchases.
   • Optional. Use of the attribute on purchases is optional.
   • Required. Use of the attribute on purchases is required.
4. If you selected "Required" from the Purchase Usage dropdown, the adjacent Default field is enabled. Select the attribute item to load as the default for this attribute
5. If the Use on AP Invoices checkbox in the Accounts Payable section is marked and you select "Optional" or "Required" from the Order Usage and/or Purchase Usage dropdowns, the Post to AP checkbox is enabled. Mark the checkbox to post purchase order attribute and/or purchase attribute information to AP invoices. Attributes will be included on the summarized invoice lines which are automatically created for purchases.
6. In the Required Account Masks section, mark the checkbox for each type of account mask to require on attribute items. Available account masks are:
   • Liability
   • Expense
   • Inventory

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11. When you finish, save the new attribute. If you made the attribute required for one or more packages, you are prompted to provide the attribute item to assign to existing distribution lines which don't currently have a value.

    

12. Provide a value and then click OK. Existing records are updated with the value specified.

A rollup attribute is an attribute which can appear as a field on other rollup attributes or on direct attributes.

1. In the Navigation pane, highlight the General Ledger > Setup > Attributes folder.

2. Click . The New Attribute window opens.

   

3. Enter a unique Name for the attribute.

   Note

   While an attribute can have the same name as a segment or rollup, AccountingWare does not recommend this practice. If an attribute and a segment or rollup share the same name, you must use the attribute's fully qualified name when referencing it in a financial function. For example, suppose you have an attribute named "Event" and a segment named "Event". To reference them in a financial function, use GL.Attribute.Event and GL.Segment.Event, respectively.

4. If you need to derive attribute items for the attribute from a specific source, select it in the Source field. Attributes can be tied to other attributes, GL segment items, rollup items, AP vendors, AR customers, CP contracts, or Payroll employees.
5. Enter a Plural Name for the attribute. This is the label that is used for the attribute items folder for the attribute.
6. Enter a brief Label to use to identify the attribute.
7. Enter a Description of the attribute.
8. In the Type field, select "Rollup of". The adjacent field is enabled.
9. Select the attribute, direct or rollup type, which is the parent of this attribute.
10. Mark the Required checkbox if a selection is required for this attribute whenever it appears on a transaction.
11. The Create Indexes checkbox is marked by default. When the checkbox is marked, indexes are automatically created on all database columns which contain values for the attribute. The purpose of creating indexes is to improve performance for queries which limit by the attribute. If you experience diminished performance, you may want to consider clearing this checkbox for some attributes.
12. Save the new attribute.

1. In the Navigation pane, highlight the General Ledger > Setup > Attributes folder.
2. In the HD view, highlight the inactive attribute to activate.

3. Click . ActivityHD prompts you to confirm your action.

   

4. Click OK. ActivityHD activates the attribute.
5. Click Finish.

1. In the Navigation pane, highlight the General Ledger > Setup > Attributes folder.
2. In the HD view, highlight the active attribute to deactivate.

3. Click . ActivityHD prompts you to confirm your action.

   

4. Click OK. ActivityHD deactivates the attribute.
5. Click Finish.

The display order controls the order in which attributes display, say, in an entity window, and also controls the order in which account masks are applied. Attribute account masks are applied in reverse display order.

When you activate an attribute, the display order on the attribute defaults to the next available position. Use the following procedure if you need to change the current order:

1. In the Navigation pane, highlight the General Ledger > Setup > Attributes folder.
2. In the HD view, locate and double-click the attribute you want to set the display order for. The Attribute window opens with the attribute loaded.

3. In the Display Order field, enter the order in which the attribute should display in relation to other attributes. For direct attributes, the display order of the attribute is relative to other direct attributes. For rollup attributes, the order is relative to the order of other rollups of a rollup attribute.

   For more on display order, click here.

   Example

   For each attribute listed, the table shows the attribute type, display order, order path, and path. Note that the display order is the last digit of the order path. You can sort the HD view by order path or by path to see the hierarchy of attributes.

   Attribute	Type	Display Order	Order Path	Path
   Project	direct	1	1	Project
   Project Type	rollup of Project	1	1.1	Project.Project Type
   Division	rollup of Project Type	1	1.1.1	Project.Project Type.Division
   Customer	rollup of Project	2	1.2	Project.Customer

   

   ActivityHD ensures there are no gaps in the display order.

4. Save your changes.

Two active direct attributes can be combined if they share a common set of attribute items and if the attribute items for one attribute correspond to attribute items with the same code on the other attribute. The Combine process moves all usage and item references from one attribute to the other. The result is a single attribute which can be used in all the places that either of the original attributes could be used.

1. In the Navigation pane, highlight the General Ledger > Setup > Attributes folder.

2. Right-click the Attributes folder and select Combine from the drop-down menu. The Combine Attributes dialog box opens.

   

3. In the Combine field, select the attribute you want to combine into another attribute.
4. In the Into field, select the attribute you want to combine the other attribute into. This is the attribute which will remain after the combine process completes.
5. Click OK.
6. When the process completes, click Finish.

If you have an attribute that you no longer use, but which should not be permanently deleted, you can flag it as obsolete. When you flag an attribute as obsolete, its folder is no longer visible in the Navigation pane.

1. In the Navigation pane, highlight the General Ledger > Setup > Attributes folder.

2. In the HD view, right-click the attribute to flag as obsolete and select Obsolete from the shortcut menu. You are prompted to confirm the action.

   

3. Click Yes. The attribute is flagged as obsolete and is removed from the HD view (unless the Include Obsolete checkbox is marked).

To restore an attribute that has been flagged as obsolete, repeat the steps above.