Maintain Chart of Accounts Add Code Form
Access the Maintain Chart of Accounts Add Code by clicking the Add Code button on the Maintain Chart of Accounts Form.
Form Fields
These are the form fields in the Maintain Chart of Accounts Add Code form.
Note: Refer to the field text to the right of the form for additional form information.
Not all form fields are available for all Segment types.
Account Segment
Segment: When adding a code, select the account segment from the drop-down list.
Code: When adding a code, enter the code in the field.
Account Information
Account Type: Select the account type form the drop-down list.
Status: Select the account code status from the drop-down list: A - Active, I - Inactive, D - Discontinued.
Note: Data entry is prohibited only to codes that are set to a discontinued status.
Currency: Enter the currency type.
Note: You cannot change or enter a currency type unless the multi-currency module is owned. By default this field is not selectable.
Title: Enter the account code title.
Short Title: Enter an account code short title. The short title defaults to the first fifteen characters of the title, or you can create your own fifteen character title.
Account Details
Designation Code: Select the account code designation from the drop-down list, for example: N/A - Not Assigned or CCE - Cash and Equivalents. See the Chart of Account Code Designations page for more details.
Form 990 Line Number: Select the account code Form 990 Line Number from the drop-down list, for example: N/A - Not Assigned or 1 Pt l - Contributions, gifts, grants, and similar amounts received. See the Form 990 Line Numbers page for more details.
Last Check Number: Enter the last check number before the reorder point.
Check Reorder Point: Enter the check reorder point.
Required Account Assignments: Required account assignments can be assigned to any GL account code except for the following account types:
- Net Assets/Equity—NAE
- Revenues—REV
- Expenses/Expenditure—EXP
If you are setting up a GL code that is an Interfund Transfers - IFT account type, it is highly recommended that all available segments be assigned as required accounts.
User Defined Fields
Created by an administrator, user defined fields (UDF) have specific characteristics such as field type, character length, and default values specific to the field. All fields that display in this section are specific to your organization.
Grant Administration
When creating or editing a Grant segment, the Grant Administration, Grant Terms, and Grantor Information sections will display.
Stage: Select the stage that is appropriate for this grant. Use Pre-award (PR) during the application process; Post-award (PO) after a grant has been awarded; and Close-out (CL) when a grant has been completed.
Recipient Award Number: Enter the grant award number assigned to your grant by the grantor.
Recipient Award Type: Enter your own unique award type. This is an internal classification that you create to assist in sorting and grouping on reports.
Project Director: Enter the name of the person in your organization that is responsible for implementing the grant.
Notification Date: Enter or select the date that your organization was informed that you were being awarded this grant.
Grant Period Start Date/Grant Period End Date: Enter the terms of the grant; the start and end dates.
Extended Date: If applicable, enter the date (beyond the grant period) to which the grantor has agreed to extend, so that your organization can complete the grant.
Projected Award Amount: Enter the full funding amount available for this grant.
Payment Method: Enter the —A (Advanced Payment) or R (Reimbursement)—your organization will receive funds from the grantor.
Cost Sharing Percentage: Enter the percentage of cost expected from your organization by the grantor. It is common for the grantee to match some portion of the contribution made by the grantor.
Indirect Cost Rate: Enter the percentage of reimbursement for indirect costs (such as administrative personnel or office rental) acquired by your organization.
Next Reporting Date: Enter the next date that a performance report is due to the grantor.
Last Reporting Date: Enter the last date that a performance report was submitted to the grantor.
Audit Required: Select this check box if the grant requires that you have an independent audit performed.
Grant Sponsor: Enter the name of the entity issuing the grant.
Grant Grantor ID: Enter the ID assigned to this grant by the grantor.
Grant Official: Enter the contact person; that is, the person that administers the business aspects of the grant.
Position: Enter the Grant Official's job title.
Grantor Address, City, State/Province, Zipcode, Country, Phone, Fax, Email: Enter the street address, city, state or province, postal code, and country for the official. Also enter a telephone number, fax number, and email address.
Program Official: Enter the grantor's representative with specialized knowledge in the area relating to the grant. This person ensures that your organization is implementing the grant properly and achieving the intended results.
Customer ID: Select any customer ID associated with this grant. This is used with the AR Reporting module.
Model Account
Select the model account you would like to use: Select the model account from the drop-down list.
Assign Account To: Select the assign to account from the list of account types.
Buttons
Cancel: Click to cancel your Chart of Account record changes and return to the Maintain Chart of Accounts form.
Save: Click save when you are finished making your changes.