CREATING A NEW LEDGER ACCOUNT
1. Select ‘Ledger Accounts’ from the ‘Primary Task’ box.
2. Click on the ‘New’ button to display a blank New Ledger Account Form. Now, fill in each field on the form as appropriate.
NOTE:
Fund – The ‘Fund Number’ must exist in the list of defined fund numbers.
Department – The ‘Department Number’ must exist in the list of defined department numbers.
Account – The ‘Account Number’ must exist in the list of defined account numbers.
Sub-Account - You will note that this field has an initial value of 000. should accept this number unless you already have a ledger account with the same fund, department, account, and sub-account number. It is recommended that you use the sub-account value to create a unique ledger account
Description – The description will default to the title from the account table for the account number you have chosen. If you would like to give the new ledger account a different title simply enter the information you desire.
3. Click ‘Save’ to finish.
VIEW A LIST OF LEDGER ACCOUNTS
You can easily review existing ledger accounts and their respective descriptions using the ‘Ledger Account List View’:
1. Select ‘Ledger Accounts’ from ‘Primary Tasks’ or press ‘F5’ on your keyboard.
NOTE: The default view for this screen is the List View, which displays any existing ledger
accounts.
2. Click on the ’Ledger Accounts Toggle Bar’ to reveal the detail view.
NOTE: Use the scroll bar to the right of the list to scroll through the list of existing ledger accounts. Double-click on any account to display the detail for that account.
LEDGER ACCOUNT QUICK SEARCH
Using the ‘Ledger Account Quick Search’ you can set the parameters to define which accounts appear in the display grid. Ledger accounts can be displayed based on Ledger Account Number, Fund Number, Department number, or any combination of these.
The ‘Advanced’ button offers additional filters to refine a search for specific components of your ledger account by range. This utility is most useful for displaying a group of records that fall within a specific range of values.
Ledger Account Number – This list will display an account number that matches your search criteria. Enter a valid ‘Ledger Account Number’ or click on the down arrow to display a drop-down list of valid ledger account numbers. Click on the desired ledger account number then click on the ‘Search’ button to reveal the matching ledger account.
Fund Number - This list will display all ledger accounts included in a specific fund. Enter a valid ‘Fund Number’ or click on the down arrow to display the drop-down list of valid fund numbers. Click on the desired fund number then click on the ‘Search’ button to reveal ledger accounts within a fund.
Department Number – This list will display all ledger accounts having a specific department number. Enter a valid ‘Department Number’ or click on the down arrow to display a drop-down list of valid department numbers. Click on the desired department number then click on the ‘Search’ button to reveal ledger accounts having a specific department number.
EDIT AN EXISTING LEDGER ACCOUNT
NOTE: Edits to any part of an ‘Ledger Account Number’ are not allowed; only the ledger account ‘Description’ and the field labeled ‘F65 Report Include on:’ can be changed.
1. Select ‘Ledger Accounts’ from ‘Primary Tasks’ or press ‘F5’ on your keyboard.
2. Click on the toggle bar to view a list view of all existing ledger accounts and their descriptions. Scroll up or down through the list and click on the ledger account to be modified.
3. Click on the ‘Edit’ button or double-click on the ledger account you wish to edit to display the detail information for the ledger account.
4. Enter the desired text in the “Description’ field and click on the ‘Save’ button to save the changes made.
DELETE A LEDGER ACCOUNT
NOTE: A ledger account may not be deleted if it has prior year or current year journal entries or budget activity.
1. Select ‘Ledger Accounts’ from ‘Primary Tasks’ or press ‘F5’ on your keyboard.
2. Click on the toggle bar to view a list of all existing ledger accounts and their descriptions. You may use the scroll bar to the right of the list to scroll through the list of existing ledger accounts.
3. Click on the ledger account to be deleted.
4. Right-click on the desired ledger account and the following pop-up menu will appear:
5. Click on ‘Delete Ledger Account.’ The software will test now to determine if any transactions or budget items have been applied using this account. If none exist, the account will be successfully deleted. If any activity is detected, a message will inform the user the account can-not be deleted.
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