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Account Management Configuration is a district parameter set up area. These settings are usually established at the time of conversion and seldom changed thereafter.
The Account Management Budgetary Management Parameters allow you to set up some of the Account Management defaults used in the Financial Management system entry and reports.
In the General Options frame you view the current and next fiscal year, whether to validate account descriptions, designate the default fund transaction fund, as well as whether to allow budget entry at the time a new account is added to the Chart of Accounts. It also allows you to establish the titles for up to three Group Code labels.
The Account Description Display Options frame allows you determine from which dimension default descriptions will be generated. As reports are run, account descriptions can be printed. These settings determine what dimension you want to pull the description from if you do not change the default settings when you run the report. Settings for both Balance Sheet and Operating Statement based reports are set here.
The Current Fiscal Year and Next Fiscal Year fields are set by the system as the fiscal year closes.
NOTE: If the fiscal year is not correct and you have successfully completed the Fiscal Year End Process, contact WSIPC Member Services for assistance.
If the Validate Account Descriptions field is set to
Yes, each time a new account number is entered into the Chart of Accounts, the system checks to make sure that each Account Dimension is in the Account Descriptions file. If an Account Dimension record is not found, you are prompted to add it.
No, validation is not done. The account number will be entered into the Chart of Accounts file whether it is valid or not.
NOTE: User’s Security access to add accounts is necessary regardless of the setting here. This does validate the account is valid per OSPI.
As new account numbers are added to the Chart of Accounts, for accounts that are budgeted to, you have the option to assign budget dollars to the account at the time of entry. If the Suppress Budget Entry on Acct Add field is set to
Yes, as new account numbers are added to the Chart of Accounts, the current and next fiscal year Budget fields do not appear on the Account Add screen.
No, as new account numbers are added to the Chart of Accounts, the current and next fiscal year Budget fields appear on the Account Add screen, allowing you to assign budget dollars to the new account.
WARNING: This field is asking if you want to prevent the budget dollar fields from appearing on the screen.
The Default Fund field provides the system with a fund number in situations where the add account process cannot determine the description to use from the data provided. The system does not require a separate description record for each account description code. However in order to display a dimension description in situations where a detail account does not have an associated code for one of its dimensions for the specified fund, the system attempts to get a description for the code that is associated with the default fund. Unless a code is explicitly stated for the fund of the detail account, the system uses the description present for the default fund identified here.
For example, you have added new Fund 60
The new account is 60 A 200…….
The system has Fund 10 as the default fund and a process is using a detail account number which has Fund 20 and Object 3000; the system routine that fetches the description that the process displays for Object 3000 first tries to find it for Fund 20 and if not successful then for Fund 10.
When adding a new GL Account 200 for Fund 60. GL account 200 exists in Fund 10 but not Fund 60. Instead of having to add GL Account 200 for each fund where it is used, the description is "borrowed" from the GL 200 account description associated with Fund 10.
Group Code Labels are used to associate accounts with other related Accounts. The labels for the Group Codes are entered here. They are user defined.
There is a hierarchy associated with Group codes, so it is important that the label reflects this hierarchy. Level 1 is the highest, and Level 3 is the lowest in the hierarchy.
For example, Level 1 might be Superintendent, Level 2 Business Office, and Level 3 Cost Centers.
The actual Group codes are entered via the Account Management Setup Group Codes function. See WESPaC Financial Management - Setup Codes User’s Guide for more information.
Account Description Display Options
The Account Description Display Options frame allows you determine from which dimension default descriptions for reports is used.
As reports are run, account descriptions can print. These settings determine what dimension you want to pull the description from if you do not change the default settings when you run the report. Settings for both Balance Sheet and Operating Statement reports are set here.
From each of the Account Dim Desc drop down lists, select the default description for Balance Sheet and Operating Statement reports.
Currently the recommendation is
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Balance Sheet |
Operating Statement |
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Acct Dim Desc (1st) |
Fund |
Fund |
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Acct Dim Desc (2nd) |
GL Account |
GL Account |
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Acct Dim Desc (3rd) |
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PPSS/Prj/Club |
The remaining drop downs are blank. You may, at your discretion change these defaults.
Select the Display Description:
Short: The short description of the dimension description is used.
Long: The long description of the dimension description is used.
Version 01.06.00.0 – 010230 PL 050504