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Step 2: Process an Account Document
INTRO 1 2
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What to do |
How to do it |
| A. |
Start the Account Document |
- Select the Account document from the GL/COA Maintenance documents.
- Enter a tracking number in the Tracking Num field (optional, but this text appears on Decision Support reports).
- Enter a Description in the header area (this text will appear on Decision Support reports and can be used in a document search).
The description should be in one of the following formats:
- [ NEW / ADDITIONAL ] agency name [ GRANT / CONTRACT ] FOR [ NEW FUND / EXISTING FUND OP xxxxx ]. If you are creating a new extramural account, use a default OP fund.
- NEW GIFT FUND FOR donor name.
- [ ADDITIONAL ACCOUNT / ALLOCATION ] FOR EXISTING GIFT, OP FUND xxxxx.
If modifying an account, specify the modifications being made.
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| B. |
Enter the New Account Code |
- Enter your COA and tab to the next field.
- Enter your new 7-character account, and tab out of the field.
If the account identifier you have entered is available, you will receive the following message screen: Do you want to create a new account?
If the account identifier you entered is not available, you will receive the following message screen: Do you want to modify account XXXXXXX?
Do not proceed unless this is your account.
- Click Yes to proceed with the document. If this is not a new account, and it does not belong to you, click No to enter a different account code.
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| C. |
Finish the Front Screen |
- Enter the OP Loc/Acct/Fund for the new account. Double-click on the OP Acct and Fund fields for a lookup.
- Insert the appropriate information for your new account into the following fields. For detailed information, consult the Account document Online Reference Manual.
Account Name
Account Purpose
Organization
Eff(ective) Date
Account Manager
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Default Delegate (optional)
Account Reviewer (optional)
Account Associate (optional)
Principal Investigator (optional)
Plant Claim Number (optional)
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Note: Do not enter an expiration date or continuation account when creating a new account. An expiration date or continuation account should only be established at the time an account is expiring.
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| D. |
Complete the Document |
- Click the MORE button to access the Account Responsibility screen.
- The Fringe Benefits Ind(icator) on the Account Responsibility screen defaults to Yes and should not be changed.
- Complete any pertinent fields on this screen. For detailed information, consult the Online Reference Manual.
- The ICR fields will be populated if you are templating from another account. You may
accept the values from the original account or clear the fields. Accounting will verify all
entries in these fields.
- The Reports to COA/Account fields and Control COA/Account fields are for departmental use
and are optional. If a chart is indicated in either COA field, a corresponding account must
also be entered or the document will not route.
- The fields pertaining to Account Award are also for departmental use. If applicable, enter an effective award date range on the account.
- Accounting & Financial Services recommends that you accept the default values for the
Budget Recording Level, Sufficient Funds Check, and the related indicators.
- Click OK to return to the main screen of the document.
- Click OK to complete and approve the document. Your document will then route to the account manager and any existing review hierarchies for approval.
- Review the Tips & Tricks section of the Account document online reference manual for additional considerations when setting up a new account.
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