Enter Account Formats

You'll enter the account formats after you've set the fund & controlling elements AND before you accept the structure definition.

1. While in the Structure Maintenance window with the new, undefined structure selected from the Structure pull-down list, click on the Account Formats tab. You'll see that the element you set as the fund element is already displayed as the first element in the account formats.

2. Click the for the Expenditure account format, and the Account Format popup opens.

3. Select the Element Name for the element that's to be next in the account format.

4. Check the Allowed to be Optional for certain funds box, if applicable. Note: This box isn't enabled if the element is a controlling element because the controlling element is always required.

5. Check the Use Element Value's description in Account descriptions, if desired. Note: This box is automatically checked and not editable if the element is a controlling element.

• When checked, account codes created in the Chart of Accounts will inherit the element descriptions. By default, the account code's description will default to the controlling element value's description, and if other elements have this box checked, their names will be appended to the controlling element description. For example, if the controlling element value description is Certified Salaries and you also check this box for a site element, you would see the site element value description as part of the account code description — Certified Salaries - Apta High School, Certified Salaries - Apta Junior High School, etc.

• If you want to be able to edit this description in the account code itself, select Yes for the Account Code Description Override value in System Configuration.

6. Click OK. The record is saved, and you're returned to the Account Formats tab with the element added to the account format.

7. Repeat steps 2 - 6 as needed to add elements to the Expenditure account format.

8. Click the for the Revenue account format.

9. Repeat steps 3 - 6 to add elements to the Revenue account format.

10. Click the for the Balance Sheet account format.

11. Repeat steps 3 - 6 to add elements to the Balance Sheet account format.

You may edit account formats until you've accepted the structure definition.

When you're completely satisfied with the account structure, you're ready to accept the account structure definition.

Return to Set the Fund & Controlling Elements

Return to Structure Maintenance Overview