Difference between revisions of "Chart of Accounts"

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'''To create a new account, you must be a district user.'''
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'''This set of instructions is for creating a Chart of Accounts record for a new account.'''
  
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'''The Chart of Accounts program is found on the '''Action''' button at the top right of the Post Transaction window.'''
  
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'''A site 700 user with Finance RW security settings is the only type of user that can create a new account.'''
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'''User Management Permission'''
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* Category: Finance
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* Program: Post Transactions
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* Action: Chart of Accounts
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:* Chart of Accounts: A Perm options
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::* No Access: User cannot access or see Chart of Accounts
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::* Read Only: User can see items on the Chart of Accounts
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::* Insert/Update/Delete: User can see, add and delete items on the Chart of Accounts
  
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New Accounts are are created with the site defaulted to site 700 but can be changed if necessary. After the new site 700 record is created the school must add the new account to their Beginning Balance list. When the new account is created there will be an internal audit to verify whether or not the account number already exists as a specific school site account or as a site 700 accounts. The system will also give you a suggested available account number. You will not be able to save a new account if the chosen account number is already in use.'''
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[[File:fundsactionbutton.png]]
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[[File:chartofaccts.png]]
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#Open the '''Post Transaction''' program.
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#Complete the setup box as you would for posting a transaction.
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#Click the '''Action''' button at the top right of the posting transaction window.
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#Select '''Chart of Accounts'''  Note: If you sort this column, it will stay sorted that way even if you leave and come back.
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#The set of accounts that appears will be the records for the fiscal year based on the '''From Date''' on the posting transaction setup box.
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#Click the '''Account''' field on the top blank line of the Chart of Accounts.
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#The popup that appears is the list of those accounts that have your school or site 700 (district level) for the site code.
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#Click the '''New''' button at the bottom of the account list popup.
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#The popup goes away and the top blank account number field becomes an '''Active''' field.
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#Type the account number and description for the new account.
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#Verify that the Post Date is the same fiscal year as the other records on the screen.
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#Click the green '''Save''' cell at the right end of the line.
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#If the account number already exists '''any where''' in the district, the record will not save. A popup will appear with the next available account number. You will need to start the process over.
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#Repeat the process '''from step 6''' above using the suggested account number.
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'''NOTE''' If you are a school user, creating a new account creates the new Beginning Balance record with a zero balance. This record can be viewed and the balance updated via the Beginning Balance item found on the Action button of the posting transaction window.
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'''Editing the account name of an existing Chart of Accounts record'''
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#Open the Chart of Accounts program.
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#Click the Account Name field of the account that will be changed and the field becomes an active field.
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#Type the new account name and click the green save cell.
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#In order to see the new name when posting an entry to this newly named account, you will need to close the Post Transaction program and re-open it.
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----
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[[Funds|'''Funds''' Main Page]]
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----
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[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 13:02, 14 November 2023

This set of instructions is for creating a Chart of Accounts record for a new account.

The Chart of Accounts program is found on the Action button at the top right of the Post Transaction window.

User Management Permission

  • Category: Finance
  • Program: Post Transactions
  • Action: Chart of Accounts
  • Chart of Accounts: A Perm options
  • No Access: User cannot access or see Chart of Accounts
  • Read Only: User can see items on the Chart of Accounts
  • Insert/Update/Delete: User can see, add and delete items on the Chart of Accounts

Fundsactionbutton.png

Chartofaccts.png

  1. Open the Post Transaction program.
  2. Complete the setup box as you would for posting a transaction.
  3. Click the Action button at the top right of the posting transaction window.
  4. Select Chart of Accounts Note: If you sort this column, it will stay sorted that way even if you leave and come back.
  5. The set of accounts that appears will be the records for the fiscal year based on the From Date on the posting transaction setup box.
  6. Click the Account field on the top blank line of the Chart of Accounts.
  7. The popup that appears is the list of those accounts that have your school or site 700 (district level) for the site code.
  8. Click the New button at the bottom of the account list popup.
  9. The popup goes away and the top blank account number field becomes an Active field.
  10. Type the account number and description for the new account.
  11. Verify that the Post Date is the same fiscal year as the other records on the screen.
  12. Click the green Save cell at the right end of the line.
  13. If the account number already exists any where in the district, the record will not save. A popup will appear with the next available account number. You will need to start the process over.
  14. Repeat the process from step 6 above using the suggested account number.


NOTE If you are a school user, creating a new account creates the new Beginning Balance record with a zero balance. This record can be viewed and the balance updated via the Beginning Balance item found on the Action button of the posting transaction window.


Editing the account name of an existing Chart of Accounts record

  1. Open the Chart of Accounts program.
  2. Click the Account Name field of the account that will be changed and the field becomes an active field.
  3. Type the new account name and click the green save cell.
  4. In order to see the new name when posting an entry to this newly named account, you will need to close the Post Transaction program and re-open it.


Funds Main Page

JCampus Main Page

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