Maintaining Indices

CUSTADMIN access only

Index types are used within the system to provide additional reporting capabilities. They help to categorise each account within the system as well as being used by other functions, such as the search facility.

There are two types of indices, one used for nominals and one used for accounts. For more information, please see Overview Account Index Types and Overview Nominal Index Types.

Maintaining Indices consists of the following:

Creating a New Index

Creating a New Index Value

Editing an Existing Index

Creating a New Index

You may find it useful for reporting purposes to categorise or group nominals/accounts in a certain way. This can be achieved by adding a new index type.

1. Select Maintenance, then select Indices from the menu.
2. The Index Maintenance window is displayed. To add a new index, select ADD NEW, then select INDEX.
   You can save time having to create a new index by coping an existing index. On the Index Maintenance window, select the index you want to copy from the left-hand side list, select ADD NEW, then select INDEX (COPY).
3. A <New item> is displayed in the left-hand panel and automatically selected. Enter a code (limited to 12 characters) for the index in Name. In the following example, NOMCAT has been entered.
4. Next, enter the title for the nominal in Title. In the following example, Nominal Category has been entered.
   
5. To determine where the index is to be applied, select an option from the Type drop-down list. In the following example, All Nominals, has been selected.
   
   If Single Ledger is selected for Type, a ledger needs to be linked to the index. To select a ledger, select Drill (...) in Ledger, then double-select to select the required ledger from the Select a ledger list.
   
6. Each index can have a list of values to select from. To determine how many values can be selected for the index, select or deselect Allow multiple values.
   
7. Next, if the index is to be compulsory when creating an account or nominal, select Compulsory.
   
8. Select whether the index is to be an open or closed value set. A closed index means that an index value is selected from a defined list. An open index is typically only used by ACCSEARCH and NOMSEARCH where any index value can be entered. To determine whether the index values are open or closed, select or deselect Closed value set.
   
9. When you have entered all the required details for the index, select SAVE.
   

Creating a New Index Value

1. To create the values for a closed value set, on the Index Maintenance window, select the Index Values tab. To add a new value, select ADD NEW, then select VALUE.
   
2. A <New item> is displayed in the centre panel and automatically selected. Enter a code (limited to 12 characters) for the value in Value. In the following example, CAT1, has been entered.
3. Next, enter the title for the value in Title. In the following example, Category 1, has been entered.
4. When you have added all the required values, select SAVE.
   

Editing an Existing Index

1. Select Maintenance, then select Indices from the menu.
   
2. The Index Maintenance window is displayed. Select the required index you want to edit from the left-hand panel, then select EDIT.
   
3. If a field remains greyed out you are unable to change the details. Amend the fields or add the additional values required, then select SAVE.