Adding a New Counter-Party Account Code [CATS Knowledge Base]

Occasionally, you will need to add new account codes to CATS. The account codes are used for brokers, vendors, customers, shippers, and other parties with whom you interact. Account codes should be updated as contact information changes. Here is the procedure for adding a new code.

From the main menu, select Accounting > Accts Name/Addr > Add Account.
Enter the code you wish to use and click OK to proceed.
The account details screen will pop up. Click Edit to change any details.
Select Save to finalize the creation of this account.
Pick Exit to return to the main account and begin using the new code.

From the main menu, select Accounting > Accts Name/Addr > Add Account.

Select “Add Account” from the main menu

Enter the code you wish to use for the new account, then click OK to proceed. Your account code may be seven or ten characters.

Enter a Unique Code for this Account

The Account Details screen will pop up.

Click Edit to begin filling in the account's details. You should fill in a main address for the account, as well as Invoice and Contract addresses if these will differ from the main address. If you would like to enter default payment terms for this code, you can do so here.

Fill in Account Details

Select Save from the menu to finalize the creation of this account.

Please note that you do NOT need to fill in the Type field unless you are using Warehouses in the account file, or you are creating a Broker or Bank.

Pick Exit to return to the main menu and begin using the new account code.

If you have this option enabled, then you can add account codes from the area found under the Accounting > Accts: Name/Addr > Scan Accounts menu option.

Scan the List of Accounts

From the scan you can see and order accounts by Type.

Pick Add to Create a New Code

To create a new account code, pick Add from the menu, then proceed as normal.

Setting up a bank account is a fairly simple process, but it requires a few more steps than the normal account creation procedure. Banks in CATS are used both as representations of actual banks and as a way to exchange foreign currencies.

First, follow the steps for account creation above, then continue as noted below.

Bank Details

Select Edit to enter details about the bank in the fields provided.

Enter the bank details in the provided fields.

In the Type field, enter BAN (or your company's account type for banks, set up in the Account Types area).

If the bank is in any currency other than the system default, enter the Currency code in the space provided.

Then, fill in the Cash G/L number for CATS to use when entering accounting transactions into this bank. This number must already exist in the list of General Ledger accounts in CATS, and be classified as type CASH there.

G/L Accounts that can be Associated with Banks

When finished, select Save from the top menu of the edit screen to save changes and review the new account.

To update information about an account, go to Accounting > Accts: Name/Addr > Review Account.

Navigate to Reviewing an Account code.

Then enter the account code you want to update and pick OK to proceed.

Enter a code to review and pick OK.

Alternatively, you can navigate to the account codes scan, click on a code, and pick Edit from the menu.

Highlight a code in the scan and pick Edit to change details.

Select Edit to change details shown on this account screen.

Choose Edit to update account information.

When finished, pick Save from the menu to save changes.

Click Save to save your changes and proceed.

You can set up categories of account types in CATS. These accounts differentiate special accounts stored in the Accts: Name/Addr file and can be used to filter records on reports. Some account types, such as BAN, BRO and WH must be created to use in CATS.

BAN - An account must be type BAN to use this account for cash transactions in CATS.
BRO - An account must be type BRO to use this account for broker contracts and invoices.
WH - A special report exists for accounts designated as type WH. This report gives the dollar value of inventory by warehouse.

Deleting the account types for BRO and BAN will remove this account type designation from existing bank and broker codes.