From the General Ledger screen, select the Maintenance menu and then Account Groups.
At the Account Groups screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter a unique ID for the account group in the Account Group ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the description, leave the ID field blank; once the record is saved, the ID will be assigned.
Enter a description for the account group in the Account Group Description field. The description can be up to 40 characters long.
For Wyoming school districts only, the Project Number field will be enabled. If the account group is being added to generate the appropriate Fund Code (or Project Number) on the Wyoming Annual Report, enter the correct code as defined by the state in the Project Number field. The code can be alphanumeric and up to 25 characters long.
If desired, complete the Mask Options section as follows:
Select the Use Masks for Account Groups field to have the system automatically select and include the account numbers for the account group based on one or more masks. A checkmark will appear in the box if the field is selected. Leave this field unselected in order to select specific (individual) account numbers to include in the account group.
Note: If the Use Masks for Account Groups field is selected, the account numbers selected for an account group are automatically updated any time a change is made, such as adding a new account number in the Chart of Accounts option that matches a defined mask.
The Include Inactive Accounts field is enabled if the Use Masks for Account Groups field is selected. If applicable, select the Include Inactive Accounts field to have the system select and include inactive account numbers matching the defined masks for the account group, in addition to active account numbers. A checkmark will appear in the box if the field is selected. Leave this field unselected in order to have only active account numbers matching the defined masks selected for the account group.
The Mask Options List is enabled if the Use Masks for Account Groups field is selected. If applicable, complete the Mask Options List with the mask(s) of the account numbers to select and include for the account group.
In the blank line (indicated with an asterisk), enter the description for the account type of the account numbers (Balance Sheet, Expenditure, or Revenue) to select for the account group in the Structure Type Description field, or click the down-arrow button to select the correct one.
The account structure as defined within your database for the specified account type will appear in the Account Type Mask field with Xs as placeholders for each reference piece of the account number. To only select ranges of account numbers for the account group, such as only the revenues in a certain fund, edit the mask in the Account Type Mask field as desired. When entering a mask, be sure to follow the account structure defined for your organization, key spaces between the account dimensions, and use Xs for placeholders.
Note: If a mask for an account type contains all Xs, all of the accounts for that account type will be selected for the account group; for example, if the mask for the revenue account type contains all Xs, all the revenue accounts in all funds will be selected for the account group.
If applicable, repeat these steps until all the masks have been entered.
Tip: To remove a mask, click the Delete button located to the left of the desired mask; when prompted to delete the line, click Yes.
The Chart of Account Numbers List is enabled if the Use Masks for Account Groups field is not selected. If applicable, specify which account numbers to assign to the account group by clicking the box for the Selected column to the left of each desired account number. A checkmark will appear in the box if the account number is selected. To select all the account numbers listed on the screen, click the Select All button located above the Chart of Account Numbers List. If desired, change the filters to modify the account numbers displayed here.
Note: The Chart of Account Numbers List is disabled if the Use Masks for Account Groups field is selected, and the account numbers that are automatically included in the account group as based on the defined masks will be selected and cannot be changed.
Click the Save button.