Add Elements to a Structure

In AptaFund, an element represents a piece of an account code. For example, in the account code 111-2222-33-4444, each set of numbers — 111, 2222, 33, and 4444 — represents an element. The elements represent categories — such as fund, program, function, object, or unit.

Elements describe the format for each piece of an account code that can be created for a structure.

After you've defined a structure, you can navigate from the Structure Maintenance window to the Element Value Maintenance window by checking the box for an element and selecting Edit Element Values from the More menu. The selected element and any of its previously defined element values will be displayed.

Add elements to a structure

1. Select Structure Maintenance from the Chart of Accounts menu, and the Structure Maintenance window opens.

2. Click the Add button at the top of the Elements tab, and the Add/Edit Element window opens.

3. Complete the fields as described.

• Name: Enter the name of the element — for example, Fund, Function, Object, etc. Names can't contain spaces, but may contain underscores. Note: Element names can't be changed once the element is saved.

• Description: Optional.

• Input Mask: The position of the characters within the Input Mask field, and the length of the entire string determine the format for all element values. Use the following characters as placeholders:

• The pound sign (#) for a single numeric digit.

• The at sign (@) for a single alphabetic character.

• The asterisk (*) for a single alphanumeric character.

• Static: Select Yes if transactions must balance within the element. Remember: The fund element is automatically set to static because all transactions must be balanced within a fund in AptaFund. To create a balanced transaction, the account codes used must contain matching element values in each of the static elements. The controlling element must be set to No since its value changes to create balancing accounts. Click here for more information on static elements.

4. Click Save. The record is saved, and you're returned to the Structure Maintenance window.

5. Repeat steps 2-4 to add more elements.

Continue with Set the Fund & Controlling  Elements

Return to Create an Account Structure

Return to Structure Maintenance Overview