Chart of Accounts Setup Codes

Contents

Introduction

Account Description

Bank Names

Cash Accounts

Summary Accounts

Budget Types

Category Codes

Group Codes

Account Descriptions  | ADD | EDIT | DELETE | REPORT |

Account Descriptions store the dimension values and the descriptions associated with each dimension. Before you can enter accounts into the Chart of Accounts, you must enter the dimension values and related descriptions that make up your account code. Dimensions are portions of the account that help break down where money is received and how it is spent.

 

Adding an Account Description

Menu Path: Financial Mngmnt / Account Mngmt / COdes / Account Desc

  1. On the Acct Codes screen, from the account dimension drop down list in the upper left, select the account dimension description type to be added. There are multiple options including Fund, Type and GL Account.

  2. Click the Add button. The Acct Code Entry screen opens.

  3. For all types except Fund, enter the Code, Fund, Description, and Long Description information.

For Fund, add the Fund Code, Description and Long Description information. In the MICR Fund field enter the County Treasurer’s three-digit fund number.

  1. Click the OK button to return to the Acct Codes screen.

Optionally, click the Create button to remain on the Acct Code Entry screen if it is necessary to add multiple account descriptions of the same type.

Editing an Account Description

Occasionally it may be necessary to change an Account Description.

Menu Path: Financial Mngmnt / Account Mngmt / COdes / Account Desc

  1. On the Acct Codes screen, from the account dimension drop down list in the upper left, select the account dimension description type to be changed. There are multiple options including Fund, Type and GL Account.

  2. From the Account Codes list, highlight the code to be changed.

  3. Click the Edit button. The Acct Code Entry screen opens.

  4. Update the available fields as necessary.

NOTE: The Code is not available for update. If available, based upon the account dimension selected, the Fund, Description, and Long Description of a selected code are the only fields that can be updated. On Fund, the Fund’s code is not available.

  1. Click the OK button to return to the Acct Codes screen.

Deleting an Account Description

Occasionally it may be necessary to delete an Account Description.

Menu Path: Financial Mngmnt / Account Mngmt / COdes / Account Desc

  1. On the Acct Codes screen, from the account dimension drop down list in the upper left, select the account dimension description type to be deleted. There are multiple options including Fund, Type and GL Account.

  2. From the Account Codes list, highlight the code to delete.

  3. Click the Delete button. The Delete Confirmation screen opens asking if you want to delete the selected account code.

  4. Click the Yes button.

NOTE: An account dimension cannot be deleted if it is being used. An error message displays if this is true.

  1. Click the OK button.

Dimension Account Description Report

You can run a report of dimension account descriptions.

Menu Path: Financial Mngmnt / Account Mngmt / COdes / Account Desc

  1. On the Acct Codes screen, from the account dimension drop down list in the upper left, select the type of account dimension description on which to report. There are multiple options including Fund, Type and GL Account.

  2. Click the Report button. The Range screen opens.

  3. As needed, enter a low and high Account Code. Account Codes within this range are included on the report provided they meet the other selection criteria.

  4. Click the Print button. The Output Destination screen opens.

The system prompts you to select a print option. You can select to print the reports to screen, to a printer, or to save the report for later viewing.

  1. Click the OK button.

  2. Click the Close button.

  3. Click the Close button to return to the Acct Codes screen.

Version 01.06.00.0 &endash; 010229 &endash; PL 022504

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