Chart of Accounts

3 Tabs

In the Chart of Accounts, there are numerous tabs available in the lower portion of the Account Master Information screen. The tabs available change based on the number account type. The same tabs are available in Browse or Detail. Each of the tabs displays specific information connected to the selected account number.

As activity is updated (posted), the activity’s information is available via these tabs. Activity entered via WESPaC Financial Management and Human Resources (Payroll information) can be viewed here.

1 FYtd (Fiscal Year to Date)

The FYtd (Fiscal Year to date) tab allows you to view summary information for the account number by fiscal year. Multiple fiscal year information is available.

For Asset, Liability and Equity account types, for each fiscal year, the Beginning Balance and Ending Balance, a summary of the Activity, Debit and Credit activity amounts, the total amount Encumbered and the Unencumbered Balance is available.

For Expenditure and Revenue account types, for each fiscal year, the Budget, a summary of the Activity, the total amount Encumbered, the Unused amount, Percentage Used, and Debit and Credit activity amounts are available.

The C/N/P column indicates whether the row is the "Current, Next, or Previous" year.

HINT: Double click the Fiscal Year row to move to the Monthly tab.

NOTE: Access to view the information is limited by both user’s security and any filters that have been established including Account Clearance.

The Monthly tab allows you to view summary information for the account number by month. Multiple months’ information is available.

For each month, a summary of the Debits, Credits, Net and the total amount Encumbered is available.

HINT: Double click the Year/Month row to move to the 3 Activity tab to view detail activity for the month selected.

NOTE: Access to view the information can be limited by both user’s security and any filters that have been established.

The Activity tab allows you to view the transaction detail that has been posted to the individual account number.

For the selected Activity, detailed information regarding the transaction’s Post Date, Src (Source), SubSrc (Sub Source), Batch number, Description 1 and 2, Debit and Credit amounts, FisYr (Fiscal Year), Name id of the user who entered the data, Updated date, and the Upd by (Updated by) ID of the person who updated the activity is available as well as the Trans Date (Transaction Date) of the update.

A Posting Date Lookup is available to select the date of the activity, if known.

By clicking in the Fiscal Year field you can move to a different Fiscal year’s detailed transaction activity.

To look at the activity in detail, highlight the Activity and click the View button.

HINT: Double clicking the Activity’s row also opens the view function.

The Detail History Transaction screen opens.

In the Detail Summary History Information frame, you can view the Source (where the activity took place. AP, PUR, JE, etc.), the Post Date, the Debit and Credit amounts, the Account to which the activity was updated, the Description, the Updated date, and By the user who updated the record.

At the bottom of the screen in the Detail Transaction Records frame, you can view the information entered from the Source Entry screen.

Highlight the Detail Transaction Records transaction you want to view and click the View button.

You cannot change the records here. Go to the application where the entry was made (that is, AP, Purchasing, and etc.).

NOTE: Access to view the information is limited by both user’s security and any filter that has been established.

The Purchase Orders tab allows you to view activity updated to the account when used on purchase order activities.

Information regarding the purchase order’s Status, Description, Amount, Vendor, Fiscal Year and Entry Date is available.

By using the Options buttons at the bottom of the screen, selection criteria may be limited to display only Open or Batch status purchase orders or to show all status purchase orders.

By clicking in the Fiscal Year field you can move to a different Fiscal year’s detailed purchase order transaction activity.

To look at the activity in detail, highlight the purchase order and click the View button.

The Purchase Order Master Information screen opens allowing you to view the purchase order.

You cannot change the purchase order here. Edit the purchase order from the Purchasing module.

NOTE: Access to view the information is limited by both user’s security and the filter that has been established.

The Accounts Payable tab allows you to view accounts payable invoice activity updated to the selected account.

Information regarding the Purchase Order (if any), Status, Description, Vendor, Check Type, Amount, Invoice Number, Fiscal Year, Post Date and Entry Date is available.

Selection criteria may be limited to show only Open or Batch status invoices or to show all invoices in all statuses.

By clicking in the Fiscal Year field you can move to a different Fiscal year’s detailed transaction activity.

To look at the activity in detail, highlight the row for which you want to view the details, and click the View button. The Invoice Entry screen opens allowing you to view the invoice.

You cannot change the invoice here. Edit the invoice from the Accounts Payable module.

NOTE: Access to view the information is limited by both user’s security and the filter that has been established.

The Setup tab allows you to establish, update and view information directly related to the account number.

The status (Active/Inactive), Group code, Category, Encumbrance Summary code, Expense Summary code and Account Quick Key assigned to the selected account is available.

To establish or change the information contained on this screen, click the Edit button.

See Editing the Chart of Accounts – Setup for more information.

NOTE: Access to view the information can be limited by both user’s security and the filter that has been established.

Warning: The information for this tab may take a few seconds to be brought in.

The Enc tab allows you to view the encumbrance history and the activities that affect it. For example, purchase orders and accounts payable invoices have an influence on encumbrances.

Information regarding encumbrances including Date, Fiscal Year, Source, Encumbrance amount, PO Number, Invoice Number, Description, and whether it is a Reversal record is displayed.

To move to a specific date, enter a date in the Update date lookup. This is the date on which the activity posted.

To look at the activity in detail, highlight a record, and click the View button. Depending upon the source transaction type highlighted; either the Purchase Order Master Information screen or the Invoice Entry screen opens.

The View button is not available for POCL (PO Closure) activity records. Use the Po’s tab to view the purchase order.

You cannot change the record here. Edit the record from the source of entry.

The Bud’s tab allows you to view budget information for the selected account. It is only available for Expenditure and Revenue account types.

Information includes Fiscal Year, whether the selected Fiscal Year is the Current year (red), Previous year (pink), or Next year (blue), the Original Budget, any Budget Carry Forward money, Transfers or Revisions to the budget, and the total Revised budget including transfers and/or revisions.

You can enter or change the Original Budget information for the selected account.

!!  WARNING  !!:

Use this function carefully, as this replaces the Original Budget. It does not create a Revised Budget entry. It is recommended if you need to change a budget, where an original budget already exists, make the changes via the Budget Management option in Account Management.

For more information on this process, see Edit Budget later in this documentation.

NOTE: Access to view the information is limited by both user’s security and the filter that has been established.

9 AD (Activity Detail)

The AD (Activity Detail) tab allows you to view summary or detailed account activity. It consists of two different screens. It is only available for Expenditure and Revenue account types.

The first screen displays the summary of the funds available by fiscal year.

To view more detailed information:

1. Highlight the Fiscal year row for which you want to view the detail.

2. Click the Detail button.

• The Detail Account Activity screen opens.

• The Detail Account Activity screen displays a series of values and calculations based on those values.

• A View button on Batch Activity, allows you to view Batch Activity, by fiscal year, that has not been updated to accounting.

• A maximum of three fiscal years can be displayed at one time. Use the buttons to move through the list. At the top of the screen, to the right of the Account field, are two buttons (<< & >>). As you click on them, the screen displays more or fewer fiscal year’s information.

3. Click the Close button to return to the Account Master Information screen.

X-Walk (Crosswalk)

The X-Walk tab allows you to view the SPI account assigned to the selected account number.

In funds with state definitions, the X-Walk is used for state reporting.

When an account number is added, the system attempts to create the crosswalk account.

Each individual dimension is validated and if it corresponds with a valid SPI dimension value, the crosswalk dimension value is created. If the dimension values do not correspond with an SPI dimension value, the value will be set as zero and the account will be treated as invalid for state reporting.

The combination of dimension values created, can be an invalid SPI combination. The combination can be updated or built by using the Crosswalk utilities in State Processing.

See WESPaC Financial Management State Processing – Crosswalk User’s Guide for more information.

In the example below, the districts account code (10 E 530 0115 27 5000 010) maps to the Crosswalk account (10-5-530-0100-27-5000)

NOTE: Access to view the information can be limited by both user’s security and the filter that has been established.

Version 01.06.00.0 – 010225 – PL 12/17/03