Account Maintenance Tab

The fields on this tab define the various account attributes which are used in the application of business rules for transactions using the account, reporting options, approval routing, etc.

Description: WorEDCE

Account Maintenance tab definition

Title

Description

Chart Code

Required. Enter the code or search for it from the Chart lookup Description: searchicon.

Account Number

Required. Enter the unique number to identify a pool of funds assigned to a specific institution entity for a specific function.

Description: pencil-small    You may restrict the account prefix by the use of the parameter. For example, you may configure to reject account numbers beginning with '3' or with '00.

Account Name

Required. Enter the familiar title of a specific account

Organization Code

 

Required. Enter the number for the owner of the account, or search for it from the Organization lookup Description: searchicon.

Campus Code

Required. Select the physical campus on which the account is located from the Campus list, or search for it from the lookup Description: searchicon.

Account Effective Date

Required. Enter the date when the account became effective.

Description: pencil-small    An account may be used on financial transactions before its effective date.

Account Expiration Date

Optional. Enter the date when the account expires. Business rules on transactions may prevent the use of expired accounts, or provide warnings when an expired account is being used.

Must be equal to or greater than the current date and cannot be before the Account Effective Date. If it is not blank, the continuation Chart of Accounts code and continuation account number are required.

Account Postal Code

Required. Enter the postal code assigned by the US Postal Service for the city where the account is managed, or search for it from the Postal Code lookup Description: searchicon.

Account City Name

Required. Enter the city where the account is managed.

Account State Code

Required. Enter the code for the state where the account is managed, or search for it from the State lookup Description: searchicon.

Account Street Address

Required. Enter the street address where the account is managed.

Account Off Campus Indicator

Optional. Select the check box if the account activities occur off-campus; clear the check box if they do not.

Closed?

Optional. Select the check box if the account is closed; clear the check box if it is open.

Closing an account is more permanent than expiring - no transactions can use a closed account and a closed account can only be re-opened by a system supervisor.

Account Type Code

Required. Select from the Account Type list or search for it from the lookup Description: searchicon Examples used to categorize accounts for reporting purposes might include 'Fee Remissions Accounts' or 'Equipment Accounts.'

Sub-Fund Group Code

Required. Enter the code which relates an account to a fund, or search for it from the Sub-Fund Group lookup Description: searchicon. Examples are continuing education accounts, scholarships and fellowships, and general funds.

Account Fringe Benefit

Optional. Select the check box if this account accepts fringe benefits or clear the check box if it does not. If the check box is not selected, a fringe benefits chart and fringe benefits account must be supplied to indicate where these charges should be posted. If it is not selected, then fringe benefit Chart of Accounts code and fringe benefit account number are required and the fringe benefit account number must have been set up with the account fringe benefit code selected.

Fringe Benefits Chart of Accounts Code

Optional. Select the chart code for the fringe benefits account from the Chart list or search for it from the lookup Description: searchicon.

Fringe Benefit Account Number

Optional. Enter the account that accepts fringe benefit charges from the Account list, or search for it from the lookup Description: searchicon.

Higher Education Function Code

Required. Enter the code if known to classify the purpose of the account, or search for it from the Higher Education Function Code lookup Description: searchicon. The code indicates whether the activities associated with an account are for purposes such as instruction or research.

Account Restricted Status Code

Required. Select the account restricted status code from the Account Restricted Status list. This code indicates whether funds in the account are:

T = Temporarily restricted
R = Restricted
U = Unrestricted

If it is 'T,' then an account restricted status date is required. If the sub-fund associated with the account has a restricted status code, then that number pre-fills the field, in which case it is not editable. If the code on the sub-fund is blank, the Restricted Status Code field on the Account document must be completed.

Account Restricted Status Date

Optional. Enter the date if the accounts restricted status code above is 'T.' This date signifies when the funds are targeted to become unrestricted.

Endowment Chart of Accounts Code

Optional. Select the Chart of Account code from the Chart list for the account designated to receive income generated from an endowment account or for the guarantee account for an underwrite for Contracts and Grants accounts.

Endowment Account Number

Optional. Enter the account designated to receive income generated from an endowment account or the guarantee account for an underwrite for Contracts and Grants accounts, or search for it from the Account lookup Description: searchicon.

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Account Responsibility Tab