Modify Account Information

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Modify Account Information allows you to set up and edit accounts. Information for each account must be established before you process transactions.

Account Types must be entered before setting up accounts. These are the basic types of accounts you offer your depositors, including savings accounts or time deposits, along with their interest rates, interest accrual, and posting policies. Each account opened is one of these types.

Filters

The options available in the Filters area are:

1. Group: Select the group from which you want to display accounts.
2. Account Type: Select the account type from which you want to display accounts.

3. Depositor: Select the Depositor by clicking the (not set) link or the Search icon. This displays the Person Search window. By default, the Name field searches for last names and organizations. To search for first and last names, enter your search in the "lastname, firstname" format. You can also search by City and State. Select the depositor for which you are creating the account and click the Select button. Alternatively, click the Close link to return to the previous page without selecting a depositor.

   Note: Search for just a first name by starting your search with a comma (for example, ", James"). Display a complete list of individuals by searching for just a comma.

4. Account Name: Type all or part of the account name.
5. Account Number: Type all or part of the account number.
6. Include Inactives: Select Show Only Active, Show Only Inactive, or Show Active and Inactive.

Click the Search button to display the results, or the Clear Filters link to reset all filters.

Account Information Grid

The grid displays accounts that match your selection with the following columns:

1. Depositor
2. Account Type (shown unless you are filtering by a specific account type)
3. Account Number
4. Note: Hover over the Note icon to preview note contents.
5. Setup: Hover over the Information icon to display user and time information for when the item was set up and last updated.
6. Attach: Hover over the Attach icon to display any notes on the attachment(s) and the filenames.
7. Hover over the Inquiry icon to display information about the account. This includes address information, the Inception Date, whether the account is Active, and all deposits, withdrawals, interest, adjustments, and Ending Balance.

Click the Close Account link to prematurely close an account. See below for more information.

Note: The Close Account window displays the Account Number and Depositor for the account. Specify the Post Interest Through date, which is the date through which interest for the account is posted. You can then specify the Interest Deposit On date, which is the transaction date. Click the OK button to move forward in closing the account, or the Close link to return to the Account Information page. The program prompts you for how much interest must be posted to close the account, along with the final balance. After interest is posted, a closing withdrawal is created, and the account is deactivated. In the example, an interest posting journal of $56.65 is immediately sent to the General Ledger. When the withdrawal transaction of $2,056.65 is posted in Manage Unposted Transactions (More Information), another journal entry is created, and a withdrawal transaction is sent to Accounts Payable Payment Processing. To continue the closing process, click the Yes (More Information) button. Click the No link to return to the Account Information page.

Double-click an account or click the Edit icon to edit an account in the grid. You can also click the Add New Account link to add a new account (More Information) within the filtered Group and Account Type. Click the Delete icon by any item in the grid to be prompted to remove it. You can only delete unused accounts.

Account Information > Update

Account Information - Update allows you to add or edit your Deposits on Hand account. 

1. Select the Account Type
2. Type select whether the Depositor is an Organization or an Individual.

Note: If you filtered by Account Type on the Account Information page, the Account Type cannot be changed.

If the depositor is an organization, enter the Organization Name. If the depositor is an individual, you can specify a Title and edit the First Name, Middle Name, Last Name, Salutation, and Suffix fields. If the individual is already in the system, select the Depositor by clicking the (not set) link. There are also the following tabs: Account Information, Transactions, Attachments, Notes, Phones, Emails, Addresses, and Demographics. You can also use the Mail Merge button to create a merge file.

Account Information Tab

1. Select whether the account is Active and whether you want to use ACH. Type an Account # for reference. The Account Name defaults to the selected Depositor's name, but you can enter a different name if desired. 
2. Specify the Inception Date of the account. The maturity date of the account (if applicable) displays in blue to the right of the specified Inception Date.
3. The Renew Account at Maturity option automatically renews the account when the deposit matures on a specified date. The new maturity date is based on the Account Duration specified in Account Type Information and the Inception Date specified in Account Information.
4. Select the Apply Withdrawal Penalty option if the account has a penalty for early withdrawal. This option is only available if the Account Type associated with the account allows early withdrawals.

Interest Posting Information

The Interest Rate and other settings are pulled from the Account Type associated with the account. If the Account Type has the Lock Rate and Frequency on Accounts option selected, these settings cannot be changed during account setup. If desired, these settings can be adjusted for all associated accounts in Modify Account Type Information (More Information). You can change the account from Compound to Pay Out or vice versa.

If the settings are not locked, you can type the Interest Rate. You can type zero, but this field cannot be left blank. 

1. Choose whether this account type is Compound or Pay Out. Compound account types add interest back to the account balance. Pay Out account types generate checks to the account holder for any interest. 
2. Choose the Frequency from the drop-down: Daily, Monthly (on 1st of month), Monthly (on 15th of month), Quarterly, Semi-Annually, Annually, and Once at the end of term.

Note: The Once at end of term option is only available if this account type has an Account Duration. Since Account Types with an account duration are always locked in terms of rate and frequency, this option is not available when selecting on this page.

The Based on Inception Date option makes the program compound or pay out interest based on the deposit account's inception date. Check this option only if Accrue Frequency is set to either Daily or Monthly.

The Accrue Interest Frequency option allows you to accrue interest at a different frequency than your Compound/Pay Out Frequency. 

1. Choose the Accrue Interest Frequency from the drop-down: Daily, Monthly (on 1st of month), Monthly (on 15th of month), Quarterly, Semi-Annually, Annually, and Once at the end of term.

Note: The Once at the end of term option is only available if this account type has an Account Duration. Since Account Types with an account duration are always locked in terms of rate and frequency, this option is not available when selecting on this page.

Note: The Accrue Interest Frequency setting allows you to post interest to the General Ledger on a regular basis for account types that Compound or Pay Out on a Quarterly, Semi-Annual, or Annual frequency. If your organization posts accrued interest, the Accrue Interest Frequency option is typically set to Daily or Monthly (1st) for all account types. Otherwise, the Accrue Frequency option is set to match your Frequency selection. In the example, a journal entry is created in the General Ledger for interest each month; however, the interest is added to the account only quarterly (1/1, 4/1, 7/1, and 10/1). If the account type is set to Pay Out, the posted interest (in this case, quarterly) is issued as a withdrawal check.

Tenants

If there are other individuals who have access to the account, you can add them to the Tenants area. 

1. Click the (not set) link or the Search icon to display the Person Search window. By default, the Name field searches for last names and organizations. 
2. To search for first and last names, enter your search in the "lastname, firstname" format. You can also search by City and State. 
3. Select the record to connect to the user and click the Select button. 
4. Alternatively, click the Close link to return to the previous page without selecting a user.

Note: Search for just a first name by starting your search with a comma (for example, ", James"). Display a complete list of individuals by searching for just a comma. Results default to Accounts Payable; select All Applications from the drop-down list to view all names.

Transactions Tab

This tab displays transactions processed on the account. All details are shown on the left, with columns for Date, Type, Check/Invoice#, Amount, and Note. Totals are shown on the right, including Deposits, Withdrawals, Withdrawal Penalties, Interest, Unposted Interest, Adjustments, and Ending Balance. The Date Accrue and Date Compound are also displayed.

Note: Unposted withdrawal transactions do not add to the Withdrawals total. If you have posted interest deposits and generated withdrawal transactions, the amount is reflected in the Interest total but not the Withdrawals total until you post the transactions from Manage Unposted Transactions.

Note: Unposted Interest is calculated from the last interest date through the first day of the month (unless the Accrue Frequency on the account is set to Daily or Monthly on the 15th).

1. Click the Trial Balance button to display a report for the account, showing the depositor, account information, beginning and ending balances, interest, and all detailed transactions.

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments help page for detailed information regarding the attachments feature.

Note Tab

Type a note for the account if desired.

Phones Tab

The Phones tab displays the phone numbers assigned to a depositor and provides options to modify them. The following options are available:

1. Click the link to add a new phone number.
2. Click the Edit icon to modify an existing phone number.
3. Click the Delete icon to remove a phone number from the system.
4. Click the Phone Type, Phone Number, or Extension header to sort the list of phone numbers by that header.

Add or Edit a Phone Number

The following fields are available when adding or editing a phone number:

1. Phone Type: Select the phone type from the drop-down list. Phone types can be modified on the Lookups page. To navigate there, click the Applications option in the Top menu, then select Utilities > Lookups. The order of the phone types can also be modified on the Lookups page.
2. Phone Number: Enter the phone number. The phone number is automatically formatted when your cursor leaves the Phone Number field. For example, if you enter "9015551234", the number is automatically formatted to display "[phone]".
3. ext.: Enter the phone number extension (optional).
4. Unlisted: This check box is informational. Selecting this option does not prevent the phone number from printing on reports.
5. SMS: This check box is informational.

Note: All phone numbers must have an Area Code. If a phone number is entered without an area code (7 digits), the default area code is added automatically. The default area code is specified on the Utilities > Organization page. To navigate there, click the Applications option in the Top menu, then select Utilities > Organization.

Click the button to save your changes and return to the Phones tab. Click the Close link to return to the Phones tab without saving your changes.

Emails Tab

The Emails tab displays the email addresses assigned to a depositor and provides options to modify them. The following options are available:

1. Click the link to add a new email address.
2. Click the Edit icon to modify an existing email address.
3. Click the Delete icon to remove an email address from the system.
4. Hover over the Note icon to display the text stored in the Note field.

Add or Edit an Email Address

The following fields are available when adding or editing an email address:

1. Email: Enter an email address. The email address must be formatted correctly using the "@" symbol and a period.
2. Note: Enter a note (optional). Entering a note causes the Note icon to display on the Emails tab.
3. Active: Only active email addresses are used for contacting the depositor and for reporting purposes.
4. Preferred: Only one email address can be designated as the preferred email address. The preferred email address displays at the top of the List of Emails grid. It is used by the system to contact the depositor and to report.

Note: If the Preferred email address is not marked Active, the system defaults to the next available active email address in the List of Emails grid.

Click the button to save your changes and return to the Emails tab. Click the Close link to return to the Emails tab without saving your changes.

Addresses Tab

The Addresses tab displays the addresses assigned to a depositor and provides options to modify them. The following options are available:

1. Click the link to add a new address.
2. Click the Edit icon to modify an existing address.
3. Click the Delete icon to remove an address from the system.
4. Click the Address Type or Address header to sort the list of addresses by that header.

Add or Edit an Address

The following fields are available when adding or editing an address:

1. Address Type: Select the address type from the drop-down list.
2. Address Line 1: Enter the first line of the address.
3. Address Line 2: Enter the second line of the address (optional).
4. Postal Code: Enter the postal code/ZIP code.
5. City: Enter the name of the city.
6. State: Select the state from the drop-down list using your mouse, or type the first letter of the state. You can continue pressing the first letter of the state to scroll through states that start with that letter.
7. Country: Select the country from the drop-down list.
8. Primary: Only one address can be designated as the primary address. The primary address displays on grids and is used by the system to contact the depositor and for reporting purposes.

Note: The Address Types and the Country drop-down options can be modified on the Lookups page. To navigate there, click the Applications option in the Top menu, then select Utilities > Lookups. The order of the address types and countries can also be modified on the Lookups page.

Click the button to save your changes and return to the Addresses tab. Click the Close link to return to the Addresses tab without saving your changes.

Demographics Tab

1. Enter the Birth Date, Social Security Number, Salutation, Gender, Employer, and Position in the fields provided.
2. If the account belongs to an organization, the following fields display: Date Created, Federal Tax ID Number, and Salutation.
3. The Doing Business As field only applies to 'Individual' type records. Any text in this field appears on checks, vouchers, and 1099s, preceded by the abbreviation 'dba'. The program also includes results from the Doing Business As field when performing vendor name searches throughout Accounts Payable.

Note: Vendors with a Doing Business As normally require Form 1099-NEC. You can specify the Default 1099 Status for future invoices on the Vendor Information tab within the vendor record in Accounts Payable.

Mail Merge

1. Click the Mail Merge button if you have a document ready to mail merge (see below). You can then select to Include Titles, Include First Names, and/or Include Salutations. 
2. Click any existing document link or use the Choose File button to upload another document. The program performs the mail merge and then allows you to download the merged document. 
3. Click the Delete icon by an existing document to be prompted to delete that document. 
4. You can also click the Create Mail Merge File button to download a "DepositsOnHandMergeFile.csv" file containing your merge fields and data.

Note: You can mail merge with any document (".doc" or ".docx" file) you have composed, along with the merge fields you want to use. The merge fields are in the following document: MergeFields.docx. Either create your document using the merge fields document, or copy and paste from that document into one of your own creations. Documents that you upload are retained for future use.

5. When finished, click the Update button to save your changes and return to the Account Information page, the Reset link to undo all changes since the last time the account was updated, or the Cancel link to discard all changes and return to the Account Information page.

Account Information > Close Account

1. The Close Account page allows you to view information about the account you are closing before posting. 
2. Edit the Posting Date if desired. 
3. Click the Finalize Post button to finalize closing the account and send the transaction to Manage Unposted Transactions (More Information) and the journal entry to General Ledger.

Note: The Post Directly to General Ledger without Editing option allows your journal entry to be posted all the way through to the General Ledger History, so that it can be viewed on reports and on the View Posted Journals page within General Ledger. This allows you to skip having to edit and post the journal entry on the Manage Unposted Journals page in General Ledger.

5. If you do not want to close the account, click the Cancel link to return to the Account Information page.

Updated June 08, 2026 16:04