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Codes are used in both the Financial Management and Human Resources Systems. Some options appear in both systems and give access to the same account data.
There are two paths within the system that you can use to access Account Management codes. For the purpose of this material, use the Account Management menu path.
Codes that are established in Financial Management are:
Account Descriptions: The value and description associated with the Account Code. Before you can enter account numbers into the Chart of Accounts, you need to enter the descriptions for each dimension that will make up your account numbers. Dimensions are portions of the account number that help break out where money is received and how it is spent.
Banks identify the Banks that a district uses. This includes the name of the bank (e.g. Bank of America), the bank's address and phone number, and for Payroll use, any ACH Information necessary.
Cash Accounts are used primarily in Financial Management but can also be used in Human Resources. The option appears in both systems and gives access to the same account data.
Use this option to set up multiple bank cash accounts to represent all of your physical bank accounts or more than one bank cash account to reference one physical account if, for instance, you wish to track certain transactions within an account.
For example, you might set up separate budgetary and payroll cash accounts even though the money flows through the same account at the bank.
Summary Accounts are used when you update an operating statement account (revenue or expense); the system automatically updates the associated equity summary account.
Budget Types are user-defined categories for use with the operating budget type entry.
Category Codes are used to associate an Account with other related Accounts. When you print reports, you can select Account numbers by Category to look at related items.
Budget capacity for purchase orders and accounts payable can use the Category Code to verify funds are available Setup Codes with which to purchase and pay.
Group Code Levels are similar to Categories. The user has the option of using the group code levels and the Category field. There are no requirements for either field and there is no validation on the entry of either one of these codes. Group codes are user defined and are part of the setup process in System Administration. You have the option to set up one to three levels.
Version 01.06.00.0 &endash; 010229 &endash; PL 022504