Accounts

To add new, edit existing, or delete accounts, select Maintain | Accounts.

Add a New Account

To add a new account, click the Add New button. A blank form appears.

A valid entry only requires an Account Code and an Account Description.

Account Code can be up to twenty (20) characters in length and is an alpha numeric field.
Account Description can be up to forty (40) characters in length.

Enter a valid Account Code and Account Description. Click the Save Changes button to continue.

Additional flags include Inactive and Revoked.

Inactive – When checked, the selected account is set to inactive. It will not appear in any drop down lists on other screens.
Revoked - When checked, the selected account is set to revoked. It will still appear in drop down lists on other screens but no transactions can be processed against it.

To undo any changes click the Undo Changes button.

General

Ticket Type and Journal Ticket Type

When adding new accounts, the Ticket Type and Journal Ticket Type will automatically be set to use the ticket format set as the system default. Click the drop-down arrow to select a different ticket format file from the available list. The selected ticket format will be used for printed tickets.

Account Type

To minimize data entry, Interact contains one account table. Customer and Vendor accounts are added to the Account table. Use the Account Type to set the account as a Customer Only, Hauler Only, or Customer and Hauler.

Accounts can be defined at Customer Only, Hauler Only, or Customer and Hauler.

Customer Only- This account type indicates the customer will hire other vendors to haul for them. The account can only be selected from the Bill-To drop-down list in the Weigh form. A different account must be selected as the Hauler to start the transaction
Hauler Only – This account type protects the vendor from being charged for a product and receiving an invoice. They are hired by others to haul product for them. The account will appear in the Hauler list, but not in the Bill-To list in the Weigh form.
Customer and Hauler – This account type indicates the customer owns their own trucks and will haul for themselves and possibly others. This account will appear in both the Hauler and Bill-To lists in the Weigh form.

Transaction Defaults

When creating accounts, default items may be set for each category. Default categories are intended to simplify weigh form processing. Default selections can always be changed during the transaction. Click the drop-down arrow to display a list of available items to choose from in each category.

Price Table

Select the default price table that will be used to calculate charges for this account. Price table can be changed at any time during transaction processing but will be set to this value when the bill-to account is initially selected.

Tax Code

Select the default tax code that will be used to calculate taxes for this account. The Tax code can be changed at any time during transaction processing but will be set to this value when the bill-to account is initially selected.

Default Material

Select the default material code that will be used by this account. Like price table and tax code, material code can be changed at any time during transaction processing but will be set to this value when the bill-to account is initially selected.

Default Customer

This field is for hauler accounts only. Select the default bill-to account for this hauler. When a transaction is started using this hauler or a truck belonging to this hauler, the bill-to will be set to this account.

Use Freight From

A single freight rate table can be shared among multiple hauler accounts. Select the hauler account whose freight rate table will be used by this hauler. Click the following link to learn more about the Freight Table.

Category Defaults

A maximum of four (4) additional tables can be defined in Setup. These additional tables are used to help categorize transactions for additional reporting capabilities. Defaults for each active category can be selected. Like the other table defaults, these values can be changed at any time during transaction processing but will be set to this value when the bill-to account is initially selected. Click the following link to learn more about activating additional categories.

Unattended Note

When operating in Unattended mode, the default category cannot be changed during the transaction. To allow for prompting, leave the category set to -1 None. Other prompting options are available in Truck History and Orders/Jobs.

Addresses

Up to three (3) addresses can be stored with each account. The labels for these fields can be modified in the Setup | Configure - Accounts section.

Each Email field may contain up to 200 characters. Separate email addresses with a comma (no space after the comma i.e. email@company.com,email#2@company.com). Interact Server (IaS) can be used to email tickets, invoices, statements, and memorized reports using the email addresses in any of the three address fields.

Messages

Weigh Form - Enter a message in the field provided. When the Display Message box is checked the message will appear during a transaction when the account is selected in the Weigh Form.
Invoice - Enter a message in the field provided. When the Print Message box is checked the message will appear at the bottom of the printed invoice.
Statement - Enter a message in the field provided. When the Print Message box is checked the message will appear at the bottom of the printed statement.

Custom Fields

Custom fields can be used to store additional account information. This information can be printed on tickets or used when exporting data for other software application such as 3^rd party accounting systems.

Up to five (5) custom fields can be activated for the Customer account type and Hauler account type. If an account is set as a Customer and Hauler account type, up to ten (10) custom fields could be available.

To activate custom fields, select Setup | Configure - Accounts.

Editing and Existing Account

Changing the Account Code

To change the Account Code for an existing account, select the account from the list or use the search field. Make desired changes and click the Save Changes button. A window similar to the following appears.

Click the Change existing code button to change the code and save.
Click the Cancel button to not save changes and restore the original value
Click the Make a copy instead button to create a new record.

Changing the Account Description

To change the Account Description for an existing account, select the account from the list or use the search field. Make desired changes and click the Save Changes button. A window similar to the following appears.

Click the Change description button to save the changes and return to the Account Table.
Click the Cancel button to cancel all changes.

Delete an Account

To delete an Account, select the account from the list or use the search field and click the Delete Record button. A window similar to the following will appear.

Click Yes to delete the account.

Error

An Account cannot be deleted from the database if it is associated with a record in another table; such as the order/job table, transaction table, truck table etc.

If a transaction has not been created for the account, it may be possible to edit the other tables and remove or change the account or delete trucks from the account and try deleting it again.

If a transaction has already been created for the account, it is best to set the account Inactive.

Viewing

Use the Viewing drop-down to limit the records in the list.

Related Links

Account Setup

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