Manage Accounts

Manage Accounts Form

Complete the following forms to edit accounts:

Search by Account #

o   All accounts matching the search criteria are displayed.

o   Blanks are treated as a question mark.

 

Upper Grid

This grid will load empty.  Once an account # (or part of an account code) is entered above, the grid will display a list of accounts.

 

Lower Section

General Tab

o The account must be an Asset and the Account Number must match its Cash offset. This field is not used for non-cash accounts.

Budget Info Panel (Right-Hand Side)

 

DUPLICATE BUTTON

NOTE:If an account has been inactivated by DPI, it will display informational text as noted below. The end date of the account will be set to a past date (account is considered expired). If the account is DPI inactive, you will not able to modify the account in any way.

o   If the location element of the new account = 000 and the object code is between 400-499 or if it’s marked as a Payroll Account, you will be asked if you want to create this account for multiple sites.

Object Code between 400-499

o If the Object Code is between 400-499, you will receive the following screen:

§  The left grid has a list of all your Sites from System Management. Check any Sites you wish to generate this new account code for. Site =000 in the original account will be replaced with the site number selected.

§  Under the left grid, there is the option of making the Base Account the parent account for all the new accounts created from the sites selected. The Base Account is the original account added with Site = 000. If you do not check this box, the new account and parent account will equal each other.

§  The right grid lists all of the User Groups from System Management. Select any user group you want to have access to the newly created accounts. It will only give a user access to the new account if they belong to the user group(s) selected AND have site access to the site used in the account.

Example: If you select the user group containing your bookkeepers, the individual users will only be given access to the new accounts belonging to the sites in which they currently have access for. So the bookkeeper at Site = 302 will only receive the accounts created for Site 302, even though you may have selected to create accounts for sites 302, 304, 310, & 312.

Payroll Account

o   If the account is marked as a Payroll Account, you will receive the following screen:

§  The left you have a list of all your Sites from System Management. Check any Sites you wish to generate this new account code for. Site =000 in the original account will be replaced with the site number selected.

§  Under the left grid, there is the option of making the Base Account the parent account for all the new accounts created from the sites selected. The Base Account is the original account added with Site = 000. If you do not check this box, the new account and parent account will equal each other.

§  The right grid displays the Matching Accounts and Accrual Offset Accounts that will begenerated when the new account is added. It defaults the templates for the Matching Accounts from Payroll: Deductions and the templates for the Accrual Offsets from the Fund Management: Administration: Control File. You CAN override the defaults as needed.

Example: If adding a Fund 3 account you may need to update the PRC =??? for the accrual account templates). You can also change any descriptions as needed.

Offset Accounts Tab

The Offset Accounts Tab displays the offset accounts to be used with standard journal entries for this account.

Summary Tab

The Summary tab displays a summary of each month’s activity for this account and the beginning and ending balances for the selected fiscal year.

History Tab

The History tab displays the history for this account for any fiscal year or date range.

o   Journal Codes abbreviations are:

§  AJ = Adjusting Journal Entry from Transactions

§  AP = Accounts Payable from Invoice Accrual

§  BB = Beginning Budget from Beginning Budget Setup

§ BG = Beginning Balance Adjustment from Beginning Balance Adjustments

§  BJ = Budget Adjustment from Transactions

§  CD = Cash Disbursement from Process Payments

§  CN = Child Nutrition

§  CR = Cash Receipts from Manage Deposits

§  EJ = Encumbrance Journal Entry from Transactions

§  ES = Escrow

§  PO = Purchase Order

§  PR = Payroll

§  RQ = Requisition

§  WH = Warehouse

Account GroupTab

The Account Group tab displays all the accounts that share the same Parent Account. These accounts are linked for budgeting.


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Fund Management, revised 03/2019