Account Record

The account record stores all the information about the account you need to track and manage. When you access an account record, general information about the account appears at the top of the page. This includes the account number, type of account, and report classification.

To verify whether or not an account is a control account, view the account summary information on the top of the account record.

Note: From an account record, you can lock or delete an account, and add alerts.

Additional information about the account appears in the tiles on the record. You can open and close these tiles to view or hide the information. Each tile is described below.

Activity displays a summary of account activity information, including beginning and ending balances, debits, credits and net change. The full summary amount displays, regardless of the project security in place. When you view the period, all amounts that make up the summary number are displayed, however, the project ID and project description are masked.

Note: When viewing a fund balance account, another Beginning balance column appears representing the next fiscal year’s beginning balance.

You can filter the information using the Actual/encumbrance and Fiscal year filters.

Budget displays a summary of budget activity information, including actual and budgeted amounts for a specified time period. The full summary amount displays, regardless of the project security in place. When you view a period, all amounts that make up the summary number are displayed, however, the project ID and project description are masked.

The Favorable/(unfavorable) column displays the difference between actual and budget amounts. For example, if the actual amount of a revenue or gift account is over budget, this is favorable. An expense or transfer account over budget is unfavorable, beginning and ending balances, debits, credits and net change. You can filter the information using the Actual/encumbrance, Fiscal year and Budget scenario filters.

Note: The Budget scenario filter shows only budgets that exist for the selected fiscal year on the selected account. If there are no budgets that exist for the selected fiscal year on the selected account, the drop-down menu is disabled.

Custom fields displays any custom fields you've created for the account. Use custom fields to add additional information to a record, and to further filter records when you search. For information on how to add custom fields, see Custom Fields.

History displays the date the account was created and by whom. It also displays the date of any changes made to the account and who made the changes. You can filter this information using the date drop-down selections.

Transaction defaults displays default transaction codes. The transaction codes that appear are set up in Configuration in the database view. The options for each transaction code are pulled from table entries. The defaults for each transaction code is based on the fund setting. To edit these transaction codes, select Edit.

Notes displays the notes you've created for the account. To add notes, select Add. For more information, see Notes.

To edit an account, access and open the account from the Accounts list. From the account record, select Edit on the action bar and make your changes. For example, you might want to change the account description, report classifications, or transaction defaults. You can also delete and lock accounts from the account action bar.

To add an alert to an account, access and open the account from the Accounts list. From the account action bar, select Add an alert. For more information about alerts, see Alerts.

To lock an account, access and open the account from the Accounts list. From the account record action bar, select Lock account.When you lock an account, the account is locked from any data entry. To unlock the account, you must access the edit an account page and clear Prevent data entry for this account.

To delete an account, access and open the account from the Accounts list. From the account record action bar, select Delete.