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Contents |
Menu Path: Financial Mngmnt / Chart of Accounts
Account numbers are used in the different modules in WESPaC Finance as well as WESPaC Human Resources. They may also be used in the Student Management system.
There are occasions when a new account number is needed to process a Requisition, Purchase Order, Accounts Payable Invoice or other process in WESPaC Financial Management or Human Resources applications.
On the Account Master Information screen, click the Add button. The Account Add screen opens.
Enter the Fund, Type, GL Account, and remaining dimension values for the account number you are adding.
If a dimension value is not defined, click the Lookup button to the right of the Dimension Value field.
The Acct Codes screen opens.
Add the new value as needed.
For more information on adding Account Codes, see WESPaC Financial Management &endash; Code Setup User’s Guide.
NOTE: The Labels (Fund, Type, etc) change depending upon the Fund and Type of the account you are adding. Use the Lookup button to access a list of valid dimension codes and their descriptions that are available for use.
Click the OK button. Another Account Add screen opens.
The account you are adding displays in the Account field.
In the Status frame, the Active option is selected. Change it to Inactive if the account is not to be used yet.
Enter the Budget dollars to be allocated to this account in the appropriate fiscal year. These fields display only if the Suppress Budget Entry on Acct Add is set to No.
It is not required that budget dollars be entered. However if verification of funds is being done, the account may not be able to be used until budget is available. This depends upon the level of verification that is being done and which module the account is being used.
If you are using Levels and Categories, select the Level and/or Category to which the new account belongs. Up to three Levels can be assigned to the account number. Only one Category can be assigned to the account number. For more information on Levels and Categories see WESPaC Financial Management &endash; Setup Codes User’s Guide.
To assign a Level:
Begin typing the code to be assigned to the account in the appropriate Level EEL number. Select the code from the list displayed.
Click on the appropriate Level button:
The Level List screen opens.
From the Level listing, highlight the code you want to use and click the Select button.
To assign a Category:
Begin typing the code to be assigned to the account number in the Category EEL. Select the code from the list displayed.
Click on the Category button.
TheCategory List screen opens.
From the Category Codes list, highlight the Category you want to use and click the Select button.
Optionally create an Account Quick Key.
An Account Quick Key is a unique 12 digit alpha/numeric code that can be entered during processing to quickly select and assign the account number to a transaction.
For example, if an account has a Quick Key associated with it, you could enter the code during entry of a distribution and the system would automatically enter the account number you want without having to enter in each dimension of the account.
Enter a unique code. IT MUST BE UNIQUE TO THE ACCOUNT.
Click the OK button.
A Crosswalk Account Problems Found warning screen may appear if the crosswalk dimension code was not found in the Crosswalk file.
Validation of the Crosswalk account is done. A message displays if the Crosswalk dimension code is not found. It is not required when adding to the Chart of Accounts, however, validation edits of the Washington crosswalk accounts will need to be performed before reporting to OSPI can be accomplished. For more information on manually establishing and performing maintenance of the crosswalk accounts, see WESPaC Financial Management &endash; Crosswalk User’s Guide.
The system validates that the individual dimensions are available in the Crosswalk Dimension Account file.
Click the OK button. You may have to click it more than once as the account number is added to the Chart of Account for each fiscal year available and as each matrix is validated.
The Account Master Information screen opens with the new account highlighted.
Version 01.06.00.0 &endash; 010225 &endash; PL 12/17/03