From the General Ledger screen, select the Maintenance menu and then Chart of Accounts.
At the Chart of Accounts 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.
Click the General tab to complete the general information for the new account number.
Enter the ID for the appropriate account type of the new account number in the Account Type ID field, or click the down-arrow button to select the correct one.
Note: Once the account number is saved and has been used, this field cannot be changed for revenue and expenditure accounts; however, for balance sheet accounts, it can be changed to a different balance sheet account type (type 1-7).
The account structure defined within your database (in the Change Account Structure option) for the specified account type will appear in the Chart of Account Number field with Xs as placeholders for each account piece of the account number.
All the reference pieces included in the account structure will appear in the References List located at the bottom of the screen. To define each piece of the new account number, click the down-arrow button in the Reference Number field for each reference piece shown (or click in the field and press the Ctrl+F keys to access the search feature) and then select the desired piece number (or add a new one, if needed). For example, to define the fund for the new account number, click the down-arrow button in the Reference Number field for Fund and then double-click the desired fund number. Complete this step for each reference piece for the new account number.
Note: If there is an optional piece (indicated with a checkmark in the Optional field (column)) at the end of your account structure and it is not used in the new account number, delete the Xs from the Chart of Account Number field before saving the new account number.
Select the Active field to stipulate the account number is currently active and used in the School Accounting System. A checkmark will appear in the box if the field is selected. When adding a new account number, the Active field is selected by default.
Enter the description for the new account number in the Chart of Account Description field. The description can be up to 100 characters long. A default description will appear, but can be changed.
If the new account number is a revenue or expenditure, the Yearly Post Account field will be enabled. Enter the correct fund balance account number in the Yearly Post Account field for which to post (close) the entries from the new revenue or expenditure account at the end of the fiscal year, or immediately if the fund is defined as an Activity Fund. Leave the field blank to default to the account number entered in the Fund Balance Account field within the Fund File for the appropriate fund, if applicable.
Note: Once the account number is saved, this field cannot be edited; if needed, to change the Yearly Post Account for an existing revenue or expenditure account, complete the Change Yearly Post Accounts option.
Tip: A new account number can also be added by keying the desired number in the Chart of Account Number field and then completing the remaining fields.
Click the Save button.
Click the Account Groups button to add the new account number to an existing account group, if desired.
All the existing account groups appear in the Account Groups List. To add the new account number to an account group, click the box for the Selected column to the left of each desired Account Group ID. A checkmark will appear in the box if the account group is selected.
Note: If an account group is set up with the Use Masks for Account Groups field selected, the account group will be disabled within the Account Groups List and will automatically be selected if the account number matches a defined mask for the account group.
Click the Save button.