Difference between revisions of "Chart of Accounts"

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'''This set of instructions is for creating a Chart of Accounts record for a new account.'''
 
'''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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'''The Chart of Accounts program is found on the '''Action''' button at the top right of the Post Transaction window.'''
  
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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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'''Creating a new account by a school site user'''
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[[File:fundsactionbutton.png]]
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[[File:chartofaccts.png]]
  
 
#Open the '''Post Transaction''' program.
 
#Open the '''Post Transaction''' program.
 
#Complete the setup box as you would for posting a transaction.
 
#Complete the setup box as you would for posting a transaction.
 
#Click the '''Action''' button at the top right of the posting transaction window.
 
#Click the '''Action''' button at the top right of the posting transaction window.
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#Select '''Chart of Accounts'''
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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 fiscal year records based on the '''From Date''' on the posting transaction setup box.
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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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#Click the '''Account''' field on the top blank line of the Chart of Accounts.  
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#The popup that appears are those accounts that have your school site code and the site 700 (district level) site code.
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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 '''''Cancel''''' button at the bottom of the popup.
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#Click the '''New''' button at the bottom of the account list popup.
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#Click the '''Account''' field again and it becomes an '''''Active''''' field.
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#The popup goes away and the top blank account number field becomes an '''Active''' field.
 
#Type the account number and description for the new account.
 
#Type the account number and description for the new account.
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#Verify the Post Date which should be the fiscal year of the other records on the screen.
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#Verify that the Post Date is the same fiscal year as the other records on the screen.
 
#Click the green '''Save''' cell at the right end of the line.
 
#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. You will be given a suggestion of the next available account number.
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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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#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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'''NOTE''' At this time you have created the new account and you have also created the new Beginning Balance record. This record can be viewed via the Beginning Balance item found on the Action button of the posting transaction window.
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----
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[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 14:02, 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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