Create Chart of Accounts - FIN3100

Finance > Maintenance > Create Chart of Accounts

This page is used to create, update, or delete the list of valid accounts in a chart of accounts for the logged-on file ID. No amounts are entered and no additional records are created when a new account is added. Accounts can be deleted if there are no transactions. The Description and Active/Inactive fields can be changed.

Notes:

When creating the new funds for the next year, do not duplicate any funds that are inactive here. (An option is available in the Budget application when updating from the general ledger to use active only or active and inactive).
When adding an account, the account description can be set to the description for the object code if the description is left blank and the Refresh Description button is clicked. If the description for an existing account code record is deleted, the Refresh Description button can be used to populate it.
If the first digit of the object code is 6, the function code cannot be 00.
Alphanumeric code components can be used in subobject, educational span, and project detail components of the account code.

Reference the following documents for additional information:

❏ Under Retrieval Options, you can narrow the account codes displayed on the page by entering data in the following fields:

Field	Description
Account Code	Type all or some of an account code, or click in each field of the lookup to select the appropriate account code components from the Account Codes lookup. The selected account code component is populated in the corresponding Account Code field.
Active/Inactive	Click to select Active or Inactive from the drop down.
Description	Type the account description.

❏ Click Retrieve. A list of account codes matching your search criteria is displayed.

Add an account:

❏ Click +Add to add a row to the current page of account codes.

Account Code	PEIMS Reporting Element TWEDS Data Elements: FUND-CODE (E0316) (Code table: C145), FUNCTION-CODE (E0317) (Code table: C146), OBJECT-CODE (E0318) (Code table: C159), ORGANIZATION-CODE (E0319), PROGRAM-INTENT-CODE (E0320) (Code table: C147) Type the new account number, or click to select an account code component from the corresponding lookup. Click in each field of the lookup to select the appropriate account code components. Click Cancel to return to the Chart of Accounts page.
Description	Type the new account description.
Active/Inactive	Click to select Active or Inactive from the drop down.

❏ Click Refresh Description to update the Description field after entering an existing account code or after entering a new account code with a blank description. The description is populated from the Object Description field on the Finance > Tables > Account Codes > Object Code tab.

❏ Click Save.

Other functions and features:

Retrieve	The Retrieve button is also used to retrieve information from the last save. If you click Retrieve, any unsaved changes are lost.
Reset	Click to clear the fields under Retrieval Options.
Print	Click to print the report. Review the report.
	Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save.