Account Maintenance

Fund Accounting > General Ledger > Accounts > Account Maintenance

New
 

Add a Single Account: 

• Enter each part of the G/L account number (or click the Search icon to select).  The description will be displayed to the right of each part. If you are adding a new account segment, you may enter the new number and description here.  A new fund must first be added/maintained under Settings > Accounts > Funds. If the fund exists, individual account numbers may be added here.

• If you wish to change the description of a part/division of the account number, this description will apply to all account numbers. These descriptions are maintained under Settings > Accounts. 

• Description: This is the description that is assigned to the full account string. 

• The active checkbox must be checked to access this account.

• Alias: The name of this G/L account is usually derived from a prior system, if it needs to be retained as a reference.

• Object:  If using object tracking, the object number is assigned to this account.

• Report Descriptions: Alternate numbering structure for reporting purposes if the current charge of account structure cannot produce the report. For details, see Report Descriptions. 

• Custom Information: Enables you to set up custom fields within each vendor's profile to track details such as delivery times, payment terms, or any other specific vendor-related information important to your business. 

• Comments: Any type of comments pertaining to this account that might be helpful to staff. For example, a directive for the staff indicating examples of what is charged to this account. These Comments are displayed on the budget entry screen. The Global Account Edit can be used to add/change comments on multiple accounts.

Add Multiple Accounts: Menu options are available to easily add multiple accounts, either by selecting individual account parts, cloning a selection of accounts, or importing a list of G/L account numbers from a spreadsheet. For details, see Account Multiple Add, Clone Accounts, and Import Accounts.

Edit
 

Edit this account: 

• An existing account number cannot be changed. Use Merge Accounts instead to move the account to a new number.  

• To inactivate an account, simply uncheck the Active box. Inactivating an account will prevent any future entries to this account number, but it will retain all historical data in financial reports. Global Account Edit can be used to select multiple accounts to inactivate.

Delete
 

Delete an Account: Click to highlight an account number and click Delete. The system will not allow an account to be deleted if it has any associated activity. 

• Filter: A setting to temporarily display selected accounts only. See Filter Accounts/Object Ranges.
• Transactions: See Account Transactions.
• Actuals/Budgets: See Actuals/Budgets - Accounts.
• Audit: The system maintains an audit trail of all account additions and changes. Operation Insert indicates the account was added. Update indicates changes were made to the account, including old value, new value, and user date/time stamp.  
• Reports: Quick Print, Advanced Print, Export only visible rows to Excel, Export all rows to Excel.