Account indexes make it faster to design, generate, and print financials. ActivityHD automatically indexes all account segments in their sort order.
AccountingWare suggests that you build your indexes so that they can be used by multiple financial designs. Before you create an index, analyze your financial design to determine what you are limiting by. Too many indexes can make adding, editing, and deleting accounts slower and make financials slower because of the time consumed by the system determining which index to use. If you find you have this problem but do not want to delete any indexes, you can deactivate the indexes you are not using.
Note
Account indexes cannot be used on attributes or detail-level rollups at this time.
Create an account index- In the Navigation pane, highlight the General Ledger > Setup > Account Indexes folder.
- Click
. The New Account Index window opens.
- Enter a Name for the account index.
- Enter a Description of the account index.
- Select the segments and/or rollups to include in the index. To do so, highlight the segments and rollups in the Available Segments and Rollups list box and then click
to move your selections to the Assigned Segments and Rollups list box. You can use Ctrl and/or Shift selection to select multiple items. - Arrange the selected segments and rollups in the desired order. To do so, highlight items and use
and 
to move them to the desired position. - When you finish, save the new account index.
Before you can use an account index, you must activate it. Activate only the indexes you need for financials. Too many active indexes can impair performance.
- In the Navigation pane, highlight the General Ledger > Setup > Account Indexes folder.
- In the HD view, highlight the account index you want to activate.
- Click
. You are prompted to confirm that you want to activate the account index. - Click OK.
If you have an account index you do not use but do not want to delete altogether, you can deactivate it. Because too many active indexes can impair performance, AccountingWare recommends you deactivate any account indexes you are not using.
Note
Before you can resize an account segment, you must deactivate all account indexes which contain the account segment.
- In the Navigation pane, highlight the General Ledger > Setup > Account Indexes folder.
- In the HD view, highlight the account index you want to deactivate.
- Click
. You are prompted to confirm that you want to deactivate the account index. - Click OK.
Note
You cannot delete an active index.
- If the index is active, deactivate it.
- In the Navigation pane, highlight the General Ledger > Setup > Account Indexes folder.
- In the HD view, select the inactive index to delete.
- In the toolbar, click
. ActivityHD prompts you to confirm that you want to delete the index.
- Click Delete.
Purpose
The Account Indexes Listing provides a list of indexes defined in the General Ledger.
Content
For each account index included on the report, the listing shows:
- whether or not the index is active
- description.
In addition, you can include one or more of the following:
- assigned segments
- database index names
- timestamps
- memos
- custom fields.
The following total appears on the report:
- record count.
Print the report
- In the Navigation pane, highlight the General Ledger > Setup > Account Indexes folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of account indexes:
- Right-click the Account Indexes folder and select Select and Report > Account Indexes Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected account indexes:
- In the HD view, select the account indexes to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
.
- To report on a particular account index from the Account Index window:
- In the HD view, locate and double-click the account index to report on. The Account Index window opens with the account index loaded.
- Click .
- To report on all or a filtered subset of account indexes:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- Assigned Segments
- Database Index Names
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
- Select the Output tab.
- In the Design field, look up and select the report design to use.
- In the toolbar, click the icon for the type of output you want:
- Provides access to two preview options.- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
Data extensions
The following data extension is available for the report:
- Account indexes
Account Index Record ID
Index tab
The list box shows the segments and rollups that are available to be assigned to the account index.
To assign segments and/or rollups to the account index, highlight them in this list box, then click to move your selection(s) to the Assigned Segments and Rollups list box.
The list box shows the segments and rollups that are currently assigned to the account index.
To unassign segments and/or rollups, highlight them in this list box, then click 
to move your selection(s) to the Available Segments and Rollups list box.
To set the order in which a segment or rollup is applied, highlight it in this list box and use and to move it to the desired position. Repeat this action for other segments or rollups until you achieve the desired order.
Custom tab
This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.
Fields subtab
This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.
References subtab
This tab is visible if other records reference the current record.
Example
Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.
Exchange Folder subtab
This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified Exchange folder.
File subtab
This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.
This tab renders the contents of the specified file according to its file type.
Internet Address subtab
This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified web page.
Network Folder subtab
This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.
This tab shows the contents of the specified network folder.
Attachments tab
The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.
Other tab
Account indexes security
Common accesses available on account indexes
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on account indexes. |
| Custom Fields | Create and edit custom fields for account indexes. |
| Data | Have read-only access to account indexes from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete account indexes. |
| Edit | Edit account index records. |
| Export | Export account index records from ActivityHD. |
| Import | Import account index records into ActivityHD. |
| New | Create new account index records. |
| Read | Have read-only access to account index records. |
| Report | Run reports with account index information. |
| Report Designs | Create and edit report designs with account index information. This access enables the Report Designs button on the Output tab of report dialogs. |
| Shared Answers | Create and edit action profiles and report profiles related to account indexes. |
| Shared Filters | Create and edit shared filters on account indexes. |
| Visible | View the Account Indexes folder in the Navigation pane. |
Special accesses available on account indexes
| Access | A user with this access can... |
|---|---|
| Activate | Activate the indexes needed for financials. |
Account index filters
The following built-in filters are available for account indexes:
| Filter Name | Effect |
|---|---|
| Active Indexes | Lists active indexes only. |
| Inactive Indexes | Lists inactive indexes only. |
Report Email dialog
- Windows user default account. Sends email using the user's Windows default email account. For most users, this is the account configured in Outlook or another email client application.
- Server personal. Sends email using the email configuration for the system or company server and the email address on the current user's authorized user record. The authorized user record must have a confirmed email address.
- Server generic. Sends email using the email configuration and "from" address for the system or company server. This option requires "Send generic" access to the Server Email resource.
|
5225 S Loop 289, #207 Lubbock, TX 79424 806.687.8500 | 800.354.7152 |
© 2025 AccountingWare, LLC All rights reserved. |