When a new account is added to the chart of accounts, it is assigned a unit. The unit coincides with the nature of the journal entries on the account and controls the default numeric precision (scale). For financial accounts, the unit is typically a currency type. ActivityHD can store financial information for multiple currencies in one general ledger. You can also create statistical accounts for storing non-financial information such as hours, square footage, or stock shares.
All entries to an account have the same unit, the unit assigned to it in the Account window. Because all entries to an account have a common unit, you can obtain net and balance information for the account.
After you create calendars, creating units is the second step in setting up your general ledger.
Create a unit- In the Navigation pane, highlight the General Ledger > Setup > Units folder.
- Click
. The New Unit window opens.
- Enter a unique Code for the unit. You can use up to 15 characters. For example, you might use $ for dollars or SQFT for square feet.
- If this unit represents currency such as US dollars, Canadian dollars, Euros, or yen, mark the Currency checkbox.
- Enter a Description of the unit.
- In the Scale field, select the number of decimal places to allow for the unit. Valid values are 0 to 4. For instance, use 2 for monetary amounts. For whole numbers that should not allow fractional amounts, use 0.
- Save the new unit.
A unit cannot be deleted if it has any references.
To delete a unit that is not in use, highlight the unit in the HD view and click 
, or open the unit and select 
> Edit > Delete. In either case, ActivityHD prompts you to confirm your action. Click Delete to delete the unit.
Purpose
The Units Listing provides a list of units defined in the General Ledger.
Content
For each unit included on the report, the listing shows:
- description
- an indicator if the unit represents currency
- scale.
In addition, you can include one or more of the following:
- 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 > Units folder.
- Start the report set-up wizard.
- To report on all or a filtered subset of units:
- Right-click the Units folder and select Select and Report > Units Listing from the shortcut menu.
- On the Selection tab, define any filters to apply to the data.
- To report on specifically selected units:
- In the HD view, select the units to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
- Click
.
- To report on a particular unit from the Unit window:
- In the HD view, locate and double-click the unit to report on. The Unit window opens with the unit loaded.
- Click .
- To report on all or a filtered subset of units:
- Select the Options tab.
- Mark the checkbox(es) for the additional information to include:
- 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:
- Units
Unit Record ID
A unique code for the unit using up to 15 characters.
Examples
Possible units include:
- $ for dollars
- SQFT for square feet
Unit tab
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.
Conversion Rates (From) tab
The Conversion Rates (From) tab shows the Unit Conversion Rates HD view filtered to show all conversion rates from the selected currency.
Double-click a row in the pane to drill down to its record in the Unit Conversion Rate window.
Conversion Rates (To) tab
The Conversion Rates (To) tab shows the Unit Conversion Rates HD view filtered to show all conversion rates to the selected currency.
Double-click a row in the pane to drill down to its record in the Unit Conversion Rate window.
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
Units security
Common accesses available on units
| Access | A user with this access can... |
|---|---|
| Change | Use the mass change action on units. |
| Custom Fields | Create and edit custom fields for units. |
| Data | Have read-only access to units from anywhere in the software (e.g., field validations, filters, date expressions). |
| Delete | Delete units. |
| Edit | Edit unit records. |
| Export | Export unit records from ActivityHD. |
| Import | Import unit records into ActivityHD. |
| New | Create new unit records. |
| Read | Have read-only access to unit records. |
| Report | Run reports with unit information. |
| Report Designs | Create and edit report designs with unit 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 units. |
| Shared Filters | Create and edit shared filters on units. |
| Visible | View the Units folder in the Navigation pane. |
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.
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