Setting Up Accounting

Managing Accounting Events

Each delivered accounting event represents a specific type of agency transaction for which accounting entries are required. An accounting event specifies the source transaction table and the conditional fields that the Generate Accounting process uses to determine which accounting rule to apply.

You can view, enable, and disable accounting events on the Accounting Event page.

View Accounting Events

Select Accounting Setup > Accounting Event.
Click a row on the Accounting Event page to review the details for an accounting event.
You can enable and disable the accounting event using the Enabled switch.

Setting Up Accounting Rules

Accounting rules define how accounting journal entries are created for a specific type of agency transaction.

An accounting rule contains the debit and credit distributions lines that are generated including the accounting segment values that are used and the percentage of the accounting transaction amount that is distributed to each line. Only one rule may be applied to a given accounting transaction unless you specify an accounting rule group.

You add, modify, and delete accounting rules on the Accounting Rule page.

Adding Accounting Rules

Select Accounting Setup > Accounting Rule.
On the Accounting Rule page, click Add.

On the Accounting Rule page, enter values for the following fields:

Page Element	Description
Accounting Event	Enter the accounting event to associate with this accounting rule. The event identifies the agency transaction to which the rule applies. It also determines the fields that are available when you define the criteria that are used to select the accounting transactions that the rule processes.
Accounting Rule	Enter a unique ID for the accounting rule.
Accounting Rule Group	Optionally, enter the group that the accounting rule belongs to. When this rule is applied to an accounting transaction, any other rules referencing this group will also be applied. When multiple accounting rules are assigned to the same group, transactions meeting the selection criteria are processed by each rule in the group.
Description	Enter a description of the accounting rule.
Start Date and End Date	Enter the date range during which the accounting rule can be used.
All Dates	Click to access the History Data page where you can update existing effective dated rows, and add new ones.
Validate	Click to validate the entered data and ensure that the rule is valid for processing.

Add distribution lines and criteria.

Note: You must have values defined for all required accounting rule fields before you can add distribution lines and criteria.
Click Save.

Adding Distribution Lines

On the Accounting Rule Details page, click Add on the Distribution Lines tab.

On the Distribution Lines page, enter values for the following fields:

Page Element	Description
Line Number	Enter a number for the distribution line to determine the order in which it is processed.
Debit or Credit	Specify whether this line is a debit or a credit. Note: You must define at least one debit line and one credit line for each fund.
Account, Division, Department, Fund, Function, and Program	Enter values for the six segments (fields) that are appropriate for the line. These segments classify a transaction for financial and operational reporting purposes. Note: Account and Fund are required.
Percent	Specify the percentage of the accounting transaction amount that is distributed to this line. The total debit and credit percentages must equal 100 percent for the rule. In addition, the total debit percentages must equal the total credit percentages for each fund.
Rounding Adjustment	Use this switch to identify one debit line as a rounding adjustment line. The application uses this line to balance the distributed debit total to the accounting transaction amount, if necessary. In addition, use this switch to identify one credit line as a rounding adjustment line for each fund. The application uses this line to balance each fund's credit total to its debit total, if necessary. Note: You can enable this switch for only one debit line and one credit line for an accounting rule.

Click Save.

Adding Criteria

You define field criteria to determine the accounting transactions to which this rule applies. The fields that are available to select as criteria are determined by the accounting event that is associated with the rule.

On the Accounting Rule Details page, access the Criteria tab and click Add.

On the Criteria page, enter values for the following fields to create a criterion:

Page Element	Description
Field Name	Select the field on which you are basing this criterion.
Logical Operator	Specify whether the field must be equal or not equal to a specific value.
Field Value	Enter the field value on which the criterion is based.

For example, if you create a criterion with the TRANSACTION_TYPE field being equal to BUILDING, this accounting rule will apply only to building transactions.

Click Save.

Modifying Accounting Rules

Select Accounting Setup > Accounting Rule.
Click a row on the Accounting Rule page.
On the Accounting Rule Details page you can:
- Update the accounting rule field values.
  
  Note: You cannot update the Accounting Event or End Date fields.
- Delete the accounting rule. You will be prompted to confirm the permanent deletion.
- Add, modify, or delete distribution lines and criteria.
Click Save.

Modifying Distribution Lines

Select Accounting Setup > Accounting Rule.
Click a row on the Accounting Rule page.
Click a row in the Distribution Lines tab on the Accounting Rule page.
On the Distribution Lines page you can:
- Update the distribution line field values.
  
  Note: You cannot update the Line Number field.
- Delete the distribution line. You will be prompted to confirm the permanent deletion.
Click Save.

Modifying Criteria

Select Accounting Setup > Accounting Rule.
Click a row on the Accounting Rule page.
Click a row in the Criteria tab on the Accounting Rule page.
On the Criteria page you can:
- Update the logical operator and field value.
- Delete the criterion. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Distribution Lines

Select Accounting Setup > Accounting Rule.
Click a row on the Accounting Rule page.
Click Edit for the Distribution Lines tab on the Accounting Rule page.
Select the check boxes next to all of the distribution lines that you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Deleting Criteria

Select Accounting Setup > Accounting Rule.
Click a row on the Accounting Rule page.
Click Edit for the Criteria tab on the Accounting Rule page.
Select the check boxes next to all of the criteria that you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Accounts

An account identifies the type of economic activity represented by an accounting transaction. Examples of accounts are Permit Revenue or Advertising Expense.

Account is one of the six segments (fields) that may be specified for each accounting rule distribution line to classify the transaction for financial and operational reporting purposes.

Note: You must specify an account value on every distribution line.

You add, modify, and delete accounts on the Account page.

Adding an Account

Select Accounting Setup > Account.
On the Account page, click Add.

On the Account Details page, enter values for the following fields:

Page Element	Description
Account	Enter a unique identifier for the account.
Description	Enter a description of the account.
Account Type	Select a type for the account. Valid values are: Assets Liability Equity Expenses Revenue
From Date and To Date	Enter the date range for which the account is valid.

Click Save.

Modifying an Account

Select Accounting Setup > Account.
Click a row on the Account page.
On the Account Details page you can:
- Update the account field values.
  
  Note: You cannot edit the Account field.
- Delete the account. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Accounts

Select Accounting Setup > Account.
Click Edit.
Select the check boxes next to the accounts you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Departments

A department identifies the financial entity or management unit that is responsible for an accounting transaction. Examples of departments are Building Department or Police.

Department is one of the six segments (fields) that may be specified for each accounting rule distribution line to classify the transaction for financial and operational reporting purposes.

You add, modify, and delete departments on the Department page.

Adding a Department

Select Accounting Setup > Department.
On the Department page, click Add.

On the Department Details page, enter values for the following fields:

Page Element	Description
Department	Enter a unique identifier for the department.
Description	Enter a description of the department.
From Date and To Date	Enter the date range for which the department is valid.

Click Save.

Modifying a Department

Select Accounting Setup > Department.
Click a row on the Department page.
On the Department Details page you can:
- Update the department field values.
  
  Note: You cannot edit the Department field.
- Delete the department. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Departments

Select Accounting Setup > Department.
Click Edit.
Select the check boxes next to the departments you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Divisions

A division represents a sub-grouping within a department for an accounting transaction.

Division is one of the six segments (fields) that may be specified for each accounting rule distribution line to classify the transaction for financial and operational reporting purposes.

You add, modify, and delete divisions on the Division page.

Adding a Division

Select Accounting Setup > Division.
On the Division page, click Add.

On the Division Details page, enter values for the following fields:

Page Element	Description
Division	Enter a unique identifier for the division.
Description	Enter a description of the division.
From Date and To Date	Enter the date range for which the division is valid.

Click Save.

Modifying a Division

Select Accounting Setup > Division.
Click a row on the Division page.
On the Division Details page you can:
- Update the division field values.
  
  Note: You cannot edit the Division field.
- Delete the division. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Divisions

Select Accounting Setup > Division.
Click Edit.
Select the check boxes next to the divisions you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Programs

A program identifies a set of activities performed by an agency to accomplish a specific goal associated with an accounting transaction line. Examples of programs are Downtown Revitalization or Pet Licensing.

Program is one of the six segments (fields) that may be specified for each accounting rule distribution line to classify the transaction for financial and operational reporting purposes.

You add, modify, and delete programs on the Program page.

Adding a Program

Select Accounting Setup > Program.
On the Program page, click Add.

On the Program Details page, enter values for the following fields:

Page Element	Description
Program	Enter a unique identifier for the program.
Description	Enter a description of the program.
From Date and To Date	Enter the date range for which the program is valid.

Click Save.

Modifying a Program

Select Accounting Setup > Program.
Click a row on the Program page.
On the Program Details page you can:
- Update the program field values.
  
  Note: You cannot edit the Program field.
- Delete the program. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Programs

Select Accounting Setup > Program.
Click Edit.
Select the check boxes next to the programs you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Funds

A fund identifies the source of the amount specified on an accounting transaction line. Examples of funds are General Fund or a Library Fund.

Fund is one of the six segments (fields) that may be specified for each accounting rule distribution line to classify the transaction for financial and operational reporting purposes.

Note: You must specify a fund value on every distribution line.

You add, modify, and delete funds on the Fund page.

Adding a Fund

Select Accounting Setup > Fund.
On the Fund page, click Add.

On the Fund Details page, enter values for the following fields:

Page Element	Description
Fund	Enter a unique identifier for the fund.
Description	Enter a description of the fund.
From Date and To Date	Enter the date range for which the fund is valid.

Click Save.

Modifying a Fund

Select Accounting Setup > Fund.
Click a row on the Fund page.
On the Fund Details page you can:
- Update the fund field values.
  
  Note: You cannot edit the Fund field.
- Delete the fund. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Funds

Select Accounting Setup > Fund.
Click Edit.
Select the check boxes next to the funds you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Functions

A function identifies a public service for which an agency is responsible and is associated with an accounting transaction line. Examples of functions are Public Safety or Utilities.

Function is one of the six segments (fields) that may be specified for each accounting rule distribution line to classify the transaction for financial and operational reporting purposes.

You add, modify, and delete functions on the Function page.

Adding a Function

Select Accounting Setup > Function.
On the Function page, click Add.

On the Function Details page, enter values for the following fields:

Page Element	Description
Function	Enter a unique identifier for the function.
Description	Enter a description of the function.
From Date and To Date	Enter the date range for which the function is valid.

Click Save.

Modifying a Function

Select Accounting Setup > Function.
Click a row on the Function page.
On the Function Details page you can:
- Update the function field values.
  
  Note: You cannot edit the Function field.
- Delete the function. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Functions

Select Accounting Setup > Function.
Click Edit.
Select the check boxes next to the functions you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Ledgers

A ledger stores financial balances for an agency. Each accounting journal is associated with a single ledger.

You add, modify, and delete ledgers on the Ledger page.

Adding a Ledger

Select Accounting Setup > Ledger.
On the Ledger page, click Add.

On the Ledger Details page, enter values for the following fields:

Page Element	Description
Ledger	Enter a unique identifier for the ledger.
Description	Enter a description of the ledger.

(Optional) Turn the Enabled switch off to make the row unavailable as a value on other pages.
New rows are active, by default.
Click Save.

Modifying a Ledger

Select Accounting Setup > Ledger.
Click a row on the Ledger page.
On the Ledger Details page you can:
- Update the ledger description.
- Enable for disable the ledger.
- Delete the ledger. You will be prompted to confirm the permanent deletion.
Click Save.

Deleting Ledgers

Select Accounting Setup > Ledger.
Click Edit.
Select the check boxes next to the ledgers you want to delete.
Click Delete. You will be prompted to confirm the permanent deletion.

Setting Up Monthly Accounting Calendars

Monthly accounting calendars are required for journal generation.

Each accounting transaction contains an accounting date that determines the monthly accounting period to which the application posts the transaction. To generate a journal for an accounting transaction, you must first open the associated monthly accounting period.

You create and open accounting periods on the Monthly Accounting Calendar page.

Creating Accounting Periods

Select Accounting Setup > Monthly Calendar.
On the Monthly Accounting Calendar page, click Create Periods.
On the Create Periods modal page, enter the calendar year for which you want to create accounting periods.
Click Create Periods to create an accounting period for each month of the calendar year you entered. The grid on the Monthly Accounting Calendar page displays all of the created accounting periods.

Note: All newly created accounting periods are closed until you open them.

Opening Accounting Periods

Select Accounting Setup > Monthly Calendar.
On the Monthly Accounting Calendar page, click Open Periods.
In the From Period and To Period fields, enter the range of accounting periods that you want to open.
Click Open Periods to change the status of the selected range of accounting periods from Closed to Open. The grid on the Monthly Accounting Calendar page displays the status for accounting periods.