Use the Add GL Accounts window to add GL accounts by:
· Creating new accounts based on existing ones
Use this option to create a set of GL accounts for a new department, program, or initiative that is similar to another existing department, program, or initiative within your organization. You can modify the component to make it unique.
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Your organization has a men's soccer team and is now starting a women's soccer team. You can quickly create the new women's team revenue and expense accounts based on the men's team and update the component and description to make it unique to the women's team. |
· Adding an existing account across one or more departments, cost centers, or programs
Use this option to add existing account(s) across the whole chart of accounts for a department or cost center.
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To track travel expenses more closely, you can break your travel expenses out into specific object codes such as airfare and per diem and add them across all departments. |
· Entering account information manually
Use this option to quickly enter account information manually or paste account information in from Excel.
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A faculty member provided your organization with general account estimates for a new initiative in an Excel spreadsheet. You can quickly create the new accounts by copying the information from Excel and pasting it into J1 Desktop. |
Create New Accounts by Copying Existing Ones
Step 1: Determine How Accounts are to be Added
1. Access the Add GL Accounts window.
2. Select the Copy a new set of accounts from an existing set option.
3. From the Select component level to copy drop-down list, select the existing account component level to be copied. Depending upon how your account number structure is set up on the General Configuration window, options might be Component 1 - Fund, Component 2 - Department, Component 3 - Cost Center, and Component 4 - Object.
4. From the Select component to copy drop-down list, select the specific component to be copied. The options available depend on the component level selected in Step 3. For example, if you selected a Department component, you might select Athletic Department in this step.
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To quickly search for a component, start typing in the account number, if known. |
5. Click the Go to Step 2 button. The Step 2 Define New Component Set tab appears.
Step 2: Define the New Component Set
6. From the New component code drop-down list, select the component for the accounts being created.
7. In the New component description field, enter a brief definition for the accounts being created.
8. Click the Display New Accounts button. The new accounts to be created are displayed.
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To
view additional component details, click the Plus
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9. To proceed to the next step, click the Go to Step 3 button. The Step 3 Update Account Details tab appears where you can update general account information for all the accounts being created. To return to the Step 1 tab, click the Back button.
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If you return to the Step 1 tab, any updates made on the Step 2 tab are lost. |
Step 3: Update Account Details
10. In the Start date and End date fields, enter or select the dates when the accounts are added to the general ledger if applicable.
|
To
select a date, click the Calendar
|
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These dates are included in the GL Master table, but currently they can only be used for reporting purposes. |
11. From the Fund Balance Number drop-down list, select an existing fund balance account with which this account will be associated.
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A fund balance must be selected for expense and income accounts. |
12. Use the Description options to update the individual account descriptions as needed. The Description field automatically displays the component definition you entered in Step 7.
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This can be useful for creating meaningful account names particularly for accounts that will be available for budgeting and purchasing purposes. |
o To add a description to the beginning of the existing accounts' description, enter it in the Description field and select the Append to Beginning option.
o To add a description to the end of the existing accounts' description, enter it in the Description field and select the Append to End option.
13. Click the Update Details to Accounts button. Any updates are applied.
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To undo the updates, click the Undo All Updates button. |
14. To proceed to the next step, click the Go to Step 4 button. The Step 4 Review and Add to Chart of Account(s) tab appears where you can do a final review of the accounts to be added, make any necessary account updates, and once final, add the accounts to your chart of accounts. To return to the Step 2 tab, click the Back button.
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If you return to the Step 2 tab, any updates made on the Step 3 tab are lost. |
Step 4: Review and Add to Chart of Accounts
15. To make general updates to specific accounts, click the Edit information link and using the available options, make the appropriate updates.
16. To add an account:
a. Right-click and select Add Row. A new row appears.
b. In the Account Number field, enter a unique account number for the account being added.
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You can only add an account number using components that already exist in J1 Desktop. |
c. In the Description field, enter a brief definition for the account being created.
d. From the Account Type drop-down list, select the type of account being added.
e. From the Fixed Asset Account Type drop-down list, select the account's status as a fixed asset account.
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Values in this drop-down list are dependent upon the selected Account Type. |
f. In the Start Date and End Date fields, enter or select the dates when the accounts are added to the general ledger.
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These dates are included in the GL Master table, but currently they are only used for reporting purposes. |
g. From the Fund Balance Number drop-down list, select an existing fund balance account with which this account will be associated.
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A fund balance must be selected for expense, income, auxiliary, and not active accounts. |
h. From the Available for Budgeting drop-down list, select Y Available for Budgeting or N Not available for Budgeting.
i. From the Available for Purchasing drop-down list, select Y Available for Purchasing or N Not available for Purchasing.
j. If
applicable, from the State Account
Code drop-down list, select the state account code for this
account. This drop-down appears only for those licensed for Arkansas
State Reporting. You can click the lookup 
icon
to view or modify codes in the State
Account Code Definition window.
17. To delete an account:
a. Click
Edit information. A Delete 
icon
appears next to each account.
b. Click the Delete icon next to the account you want to delete. The account is deleted.
c. Click the Turn off Edit link. The Delete icons are no longer available.
OR
a. Select the account to be deleted.
b. Right-click and select Delete Row. The account is deleted.
18. To export the accounts to Excel:
a. Click the Export to Excel icon. The Export to Excel progress bar appears.
b. Once the export is complete, the exported file opens in Excel.
19. Before adding the accounts, review them to verify accuracy. If an account is invalid it appears in red with an explanation.
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You cannot proceed with adding the accounts until all accounts are valid. |
20. To return to the Step 3 tab, click the Back button. To proceed to the next step, click the Add to Chart of Accounts button. The Save to Chart of Accounts window appears.
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If you return to the Step 3 tab, any updates made on the Step 4 tab are lost. |
21. To export the new accounts to Excel when you save them to the chart of accounts, select the Export new accounts to an Excel spreadsheet upon save checkbox and click the Save & Go To Additional Add GL Account Steps button. To proceed to the next step without exporting to Excel, click the Save & Go To Additional Add GL Account Steps button. The Step 5 Apply Security to New Accounts(s) tab appears where you can review and update the security settings for the accounts.
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To update anything you have just added to the chart of accounts, with the exception of account numbers, you can return to the Step 4 Review and Edit Chart of Accounts tab and click the Edit Chart of Accounts link. |
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On
the Step 5 Apply Security
to New Account(s) tab, the Assigned · Has a component associated with a user group. The assigned user groups appear in the Group column, and the associated users appear in the Users column. The user groups have access to the account, and component security permissions cannot be updated on this tab. · Has an alternate security officer assigned. The assigned alternate security code appears in the Group column, and the associated alternate security officer appears in the Users column. The alternate security officer has access to the account, and the alternate security access can be updated or removed as needed. · Has both a component associated with a user group and an alternate security officer assigned The Unassigned |
Step 5: Apply Security to the New Account(s) (Optional Procedure)
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An account can have both component and alternate security permissions assigned. Component security can be added if there are no component security permissions assigned. Alternate security can be added, updated, or removed regardless of whether component or alternate security permissions exist. |
22. To review existing
security user(s) and group(s) with
account access (
), click
the link in the Group
column
to view user group(s) with account access and the link in the
Users
column
to view the users with account access.
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If the account has component security assigned, the component group(s) and user(s) appear in the Group and Users columns. To review the alternate security access on the account, click Add Access by Alternate Security. |
23. To grant a user group access to the account(s) by component (if component security is not already assigned):
a. Select the appropriate account checkbox(es) and click the Add Access by Component button. The Add Access by Component Security window appears.
b. From the Account Component drop-down list, select the level of access to be granted to a select user group for this component.
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Security for new account component combinations is automatically established; however, you can control and update who has access by updating the users assigned to the user group with account access. |
c. From the Component Security Group drop-down list, select the user group to be granted access to the selected accounts' components. The user(s) assigned to the group automatically appear in the Users column.
d. To view the user(s) assigned to the selected user group, click the link.
e. Click the Apply button. The Add Access by Component Security window closes and the Add GL Accounts window reappears.
24. To add a user group access to the account(s) by alternate security:
a. Select the appropriate account checkbox(es) and click the Add Access by Alternate Security button. The Add Access by Alternate Security window appears.
b. From the Alternate Security Code drop-down list, select the security officer responsible for this particular account.
c. If the security code you need isn't available, you can add a new alternate security code. To add a new alternate security code:
i. Click the Add new Alt. Security Code link. The Define Alternate Account Security Groups window appears.
ii. From the right-click or Options menu, select Add Row. A new row appears.
iii. In the Alt. Security Code field, enter a unique code to identify the officer to be responsible for the account(s).
iv. In the Alternate Security Officer Name field, enter the name of the officer to be responsible for the account(s).
v. Click the Save icon and close the Define Alternate Account Security Groups window. The Add Access by Alternate Security window reappears. The newly added alternate security code is available from the Alternate Security Code drop-down list. Select the new alternate security officer.
d. To update account security information (if you have the proper permissions) while reviewing or updating alternate security settings:
i. Click the Add new Alt. Security Code link. The Define Alternate Account Security Groups window appears.
ii. Click the Setup Account Security link. The Setup Account Security window appears where you can review and update security by alternate security code.
iii. When you are done reviewing or updating security settings, click the Save icon to save changes and close the Setup Account Security window. The Define Alternate Account Security Groups window reappears.
iv. Close the Define Alternate Account Security Groups window. The Add Access by Alternate Security window reappears.
e. Click the Apply button. The Add Access by Alternate Security window closes and the Add GL Accounts window reappears.
25. To update or apply additional security settings by component or account security officer, click the Setup Account Security link. The Setup Account Security window appears.
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If you do not have the appropriate account security permissions, this option may not be available. |
26. To update user groups or user group permissions, click the Group Definition link. The Group Definition window appears where you can add a new user to a group, remove a user from a group, or create a new group specifically for the new account(s).
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If you do not have the appropriate user group permissions, this option may not be available. |
27. To export the accounts to Excel:
a. Click the Export to Excel icon. The Export to Excel progress bar appears.
b. Once the export is complete, the exported file opens in Excel.
28. To return to the Step 4 tab, click the Back button. To proceed and make the new account(s) available for budgeting purposes, click the Go to Step 6 button. The Step 6 Add New Account(s) to Budget tab appears.
Step 6: Add New Account(s) to Budget (Optional Steps)
29. Select the checkbox(es) of the accounts to be added to a specific budget worksheet.
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You can add different account(s) to different budget worksheets. |
30. Click the Add Accounts(s) to Budget button. The Add GL Account(s) to Budget window appears.
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To quickly review the account(s) being added to the budget worksheet, click the accounts selected link. |
31. From the Select Budget drop-down list, select the budget to which you are adding the account(s).
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To review the budget worksheet hierarchy, click the View Worksheet Hierarchy link. The Worksheet Line Item Hierarchy window appears. |
32. From the Select Worksheet drop-down list, select the specific budget worksheet to which you are adding the account(s).
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To review the budget worksheet hierarchy, click the link that appears. The Worksheet Line Item Hierarchy window appears. |
33. Click the Apply button. The accounts appear in the GL Account(s) to be Added section.
34. To remove an account
from selection, click the Remove icon. The account will not be added to the budget worksheet.
35. Click the Add Account(s) to Budget button. The accounts are added to the budget worksheet, the Add GL Account(s) to Budget window closes, and the Add GL Accounts window reappears.
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To review the newly added budget information, click on the link in the Budget Worksheet Line Item column. The Worksheet Line Item Hierarchy window appears. |
To add account(s) to another budget worksheet, repeat Steps 28 - 34.
36. To remove account(s) from a budget worksheet:
a. Select the checkbox(es) of the accounts to be removed.
b. Click the Remove GL Account(s) from Budget button. The Remove GL Account(s) from Budget window appears.
c. To
delete selected accounts from the removal list, click the Remove
icon. The account will not be removed from the
budget worksheet.
d. To removed selected accounts from selected budget worksheets, click the Remove GL Account(s) button. The accounts are removed from the budget worksheets, the Remove GL Account(s) from Budget window closes and the Add GL Accounts window reappears.
37. To update a budget worksheet, click the Setup & Manage Budget link. The Setup and Manage Budget window appears.
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If you do not have the appropriate budget permissions, this option may not be available. |
38. To return to the Step 5 tab, click the Back button. To proceed and make the new account(s) available for reporting purposes, click the Go to Step 7 button. The Step 7: Reporting Setup for Account(s) tab appears.
Step 7: Add New Account(s) to Report (Optional Procedure)
39. Select the check box(es) of the accounts to be added to a report line item.
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You can add different account(s) to different report line items or more than one report line item. |
40. Click the Add GL Account(s) to Report Line Item button. The Add GL Account(s) to Report Line Item window appears.
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To quickly review the account(s) being added to the report, click the accounts selected link. |
41. Search for the report line item(s) to which you want to add the account(s).
· To search by report line item, from the Search by Report Line Item search options, enter a line item Description and/or Code.
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To narrow your search, enter a description and code. |
· To search by report, enter the full or partial name of the report in the Search By Report column.
42. Click the Search button. Any line items that meet your search criteria appear.
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To view multiple reports associated to a report line item, click the link in the Report column. To view multiple GL accounts associated to a report line item, click the link in the Related GL Account(s) column. |
43. Select the checkbox(es) of the report line item(s) to which you want to associate the account(s).
44. Click the Apply button. The account(s) to be added to the report line item(s) appear in the GL Account(s) to be added to a report section.
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Accounts are automatically included in any reports associated with the line item to which they have been added. If an account is added to a line item that is not included in any reports, the account does not appear in any reports. |
45. To remove a selected
account that will be added to a report line item, click the Remove icon.
The account is not added to the report line item. To remove all selected
accounts from selected report line items, click the Clear
Results button.
46. To associate the account(s) with additional report line item(s), repeat steps 42 - 45.
47. To proceed and add the account(s) to the report line item(s), click the Add GL Account(s) to Report Line Item button. The Add GL Account(s) to Report Line Item window closes and the Add GL Accounts window reappears.
48. To review a newly added report line item description, code, type, and report associated with an account, click the link in the Report Line Item Description\Type\Report column. The Report Line Item Information window appears displaying this information for each report line item associated with the account.
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You can also place your cursor over the link in the Report Line Item Description\Type\Report column to see the name(s) of the associated report(s) in the hover text. |
49. To remove account(s) from a report line item:
a. Select the checkbox(es) of the accounts to be removed.
b. Click the Remove GL Account(s) from Report Line Item button. The Remove GL Account(s) from Report Line Item window appears.
c. To
delete selected accounts from the removal list, click the Remove
icon. The account will not be removed from the
report line item.
d. To remove selected accounts from selected report line items, click the Remove GL Account(s) from Report Line Item button. The account(s) are removed from the report line item(s). The Remove GL Account(s) from Report Line Item window closes and the Add GL Accounts window reappears.
50. To export the account(s) and report line item(s) to Excel:
a. Click the Export to Excel icon. The Export to Excel progress bar appears.
b. Once the export is complete, the exported file opens in Excel.
51. To create, update, or delete report line items, click the Manage Report Line Items link. The Manage Report Line Items window appears.
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If you do not have the appropriate permissions, this option may not be available. |
52. To define report cells including which accounts are included, click the Define Report Cells Manually link. The Define Report Cells Manually window appears where you can review and update existing report cells or create new ones.
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If you do not have the appropriate permissions, this option may not be available. |
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Report details shown on the Add GL Accounts window come from the Excel financial reporting functionality, so report cell changes are not reflected here. |
53. To return to the Step 6 tab, click the Back button. To complete the process of adding the GL account(s), click the Close button. The close confirmation window appears.
54. Click the OK button. The accounts are added.
Add an Existing Account Across Departments/Cost Centers/Chart of Accounts
Step 1: Determine How Accounts are to be Added
1. Access the Add GL Accounts window.
2. Select the Add existing account(s) to one or more department(s)/cost center(s) in your account structure option.
3. Click the Go to Step 2 button. The Step 2 Select the Component and Account(s) tab appears where you can search for existing accounts you want to add to other components of your account structure.
Step 2: Select the Component and Account(s)
4. From the Select Component drop-down list, select the existing account component to which you are adding an account. Depending upon how your account number structure is set up on the General Configuration window, options might be Component 1 - Fund, Component 2 - Department, Component 3 - Cost Center, and Component 4 - Object.
5. Search for the account(s) to which you want to add to another component of your account structure
a. To search for account(s) to by account number:
o In the Account Number field, enter part of the account number or the entire account number and click the Search button.
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To look up an account component, right-click and select the appropriate Account Component. The Account Component window appears where you can search and select the appropriate component. |
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To search the full GL account list, right-click and select Account Number List. The GL Master Account Codes window appears where you can search and select an account. |
b. To search for account(s) by description:
o In the Description field, enter the appropriate account description and click the Search button.
6. From the GL Account Search Results section, select the checkbox(es) of the accounts to be added.
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To quickly select all of the accounts, click the Select All link. |
7. Click the Add button. The account(s) to be added appear in the GL Accounts to Add to Component section.
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If
the account number already exists in the chart of accounts,
the Existing Account
|
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To remove an account from the GL Accounts to Add to Component section, select the account checkbox and click the Remove button. |
8. Click the Go to Step 3 button. The Step 3 Select Component Range tab appears where you can specify the component range to which the account(s) are to be added. To return to the Step 1 tab, click the Back button.
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If you return to the Step 1 tab, any updates made on the Step 2 tab are lost. |
Step 3: Determine the Component Range
9. From the available component options, Fund, Department, and/or Cost Center and related Thru component drop-down lists, select the components' code range to which the accounts are being added.
10. Click the Preview accounts in these new components below button. The new accounts to be created are displayed.
|
If
the account number already exists in the chart of accounts,
the Existing Account
|
11. To remove an account:
a. Select the checkbox(es) of the accounts to not be added.
b. Click the Remove selected button. The account is removed.
12. Click the Go to Step 4 button. The Step 4 Update Accounts Details tab appears where you can update general account information for all the accounts being created. To return to the Step 2 tab, click the Back button.
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If you return to the Step 2 tab, any updates made on the Step 3 tab are lost. |
Step 4: Update Account Details
13. In the Start date and End date fields, enter or select the dates when the accounts are to be added to the general ledger if applicable.
|
To
select a date, click the Calendar
|
|
These dates are included in the GL Master table, but currently they are only used for reporting purposes. |
14. From the Fund Balance Number drop-down lists, select an existing fund balance account with which this account will be associated.
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A fund balance must be selected for expense, income, auxiliary, and not active accounts. |
15. Use the Description options to update the individual account descriptions as needed. The Description field automatically displays the component definition you entered in Step 2.
|
This can useful for creating meaningful account names particularly for accounts that will be available for budgeting and purchasing purposes. |
o To add a component description to the beginning of the accounts' description, select the Append Component Description to Beginning option and select the component description to be added from the Description drop-down list.
o To add a component description to the end of the accounts' description, select the Append Component Description to End option and select the component description to be added from the Description drop-down list.
o To add a description to the beginning of the existing accounts' description, select the Append to Beginning option and enter the additional description information in the Description field.
o To add a description to the end of the existing accounts' description, select the Append to End option and enter the additional description information in the Description field.
16. Click the Update Details to Accounts button. Any updates are applied.
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To undo the updates, click the Undo All Updates button. |
17. Click the Go to Step 5 button. The Step 5 Review and Add to Chart of Accounts tab appears where you can do a final review of the accounts to be added, make any necessary account updates, and once final, add the accounts to your chart of accounts. To return to the Step 3 tab, click the Back button.
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If you return to the Step 3 tab, any updates made on the Step 4 tab are lost. |
Step 5: Review and Add to Chart of Accounts
18. To make general updates to specific accounts being added, click the Edit information link and using the available options, make the appropriate updates.
19. To add an account:
a. Right-click and select Add Row. A new row appears.
b. In the Account Number field, enter a unique account number for the account being added.
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You can only add an account number using components that already exist in J1 Desktop. |
c. In the Description field, enter a brief definition for the account being created.
d. From the Account Type drop-down list, select the type of account being added.
e. From the Fixed Asset Account Type drop-down list, select the account's status as a fixed asset account.
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Values in this drop-down list are dependent upon the selected Account Type. |
f. In the Start Date and End Date fields, enter or select the dates when the accounts are added to the general ledger.
|
These dates are included in the GL Master table, but currently they are only used for reporting purposes. |
g. From the Fund Balance Number drop-down list, select an existing fund balance account with which this account will be associated.
|
A fund balance must be selected for expense, income, auxiliary, and not active accounts. |
h. From the Available for Budgeting drop-down list, select Y Available for Budgeting or N Not available for Budgeting.
i. From the Available for Purchasing drop-down list, select Y Available for Purchasing or N Not available for Purchasing.
j. If
applicable, from the State Account
Code drop-down list, select the state account code for this
account. This drop-down appears only for those licensed for Arkansas
State Reporting. You can click the lookup icon
to view or modify codes in the State
Account Code Definition window.
20. To delete an account:
a. Click
Edit information. A Delete icon
appears next to each account.
b. Click the Delete icon next to the account you want to delete. The account is deleted.
c. Click the Turn off Edit link. The Delete icons are no longer available.
OR
a. Select the account to be deleted.
b. Right-click and select Delete Row. The account is deleted.
21. To export the accounts to Excel:
a. Click the Export to Excel icon. The Export Status window appears.
b. Once the export is complete, the exported file opens in Excel.
22. To copy account(s) from Excel and paste them into J1 Desktop:
|
If the number of Excel account rows is greater than the number of account rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing account row(s), add a new row before pasting. |
a. Access the Excel spreadsheet that contains the accounts you want to copy and paste into J1 Desktop.
b. Select the account cells you want to copy.
|
To select multiple rows, press the Ctrl key and click each row. |
c. Right-click and select Copy or press the Ctrl + C keys.
d. In the J1 Desktop grid, click where you want to paste.
e. Press the Ctrl + V keys. The account(s) are pasted into J1 Desktop.
23. Before adding the accounts, review them to verify accuracy. If an account is invalid, it appears in red with an explanation.
|
You cannot proceed to add the accounts until all accounts are valid. |
24. To proceed with adding the accounts, click the Add to Chart of Accounts button. The Save to Chart of Accounts window appears. To return to the Step 4 tab, click the Back button.
|
If you return to the Step 4 tab, any updates made on the Step 5 tab are lost. |
25. To export the new accounts to Excel when you save them to the chart of accounts, select the Export new accounts to an Excel spreadsheet upon save checkbox and click the Save & Go To Additional Add GL Account Steps button. To proceed to the next step without exporting to Excel, click the Save & Go To Additional Add GL Account Steps button. The Step 6 Apply Security to New Accounts(s) tab appears where you can review and update the security settings for the accounts.
|
To update anything you have just added to the chart of accounts, with the exception of account numbers, you can return to the Step 5 Review and Edit Chart of Accounts tab and click the Edit Chart of Accounts link. |
|
On
the Step 6 Apply
Security to New Accounts(s) tab, the Assigned · Has a component associated with a user group. The assigned user groups appear in the Group column, and the associated users appear in the Users column. The user groups have access to the account, and component security permissions cannot be updated on this tab. · Has an alternate security officer assigned. The assigned alternate security code appears in the Group column, and the associated alternate security officer appears in the Users column. The alternate security officer has access to the account, and the alternate security access can be updated or removed as needed. · Has both a component associated with a user group and an alternate security officer assigned The Unassigned |
Step 6: Apply Security to the New Account(s) (Optional Procedure)
|
An account can have both component and alternate security permissions assigned. Component security can be added if there are no component security permissions assigned. Alternate security can be added, updated, or removed regardless of whether component or alternate security permissions exist. |
26. To review existing
security user(s) and group(s) with
account access (), click
the link in the Group
column
to view user group(s) with account access and the link in the
Users
column
to view the users with account access.
|
If the account has component security assigned, the component group(s) and user(s) appear in the Group and Users columns. To review the alternate security access on the account, click Add Access by Alternate Security. |
27. To grant a user group access to the account(s) by component (if component security is not already assigned):
a. Select the appropriate account checkbox(es) and click the Add Access by Component button. The Add Access by Component Security window appears.
b. From the Account Component drop-down list, select the level of access to be granted to a select user group for this component.
|
Security for new account component combinations is automatically established; however, you can control and update who has access by updating the users assigned to the user group with account access. |
c. From the Component Security Group drop-down list, select the user group to be granted access to the selected accounts' components. The user(s) assigned to the group automatically appear in the Users column.
d. To view the user(s) assigned to the selected user group, click the link.
e. Click the Apply button. The Add Access by Component Security window closes and the Add GL Accounts window reappears.
28. To add a user group access to the account(s) by alternate security:
a. Select the appropriate account checkbox(es) and click the Add Access by Alternate Security button. The Add Access by Alternate Security window appears.
b. From the Alternate Security Code drop-down list, select the security officer responsible for a particular account.
c. If the security code you need isn't available, you can add a new alternate security code. To add a new alternate security code:
i. Click the Add new Alt. Security Code link. The Define Alternate Account Security Groups window appears.
ii. From the right-click or Options menu, select Add Row. A new row appears.
iii. In the Alt. Security Code field, enter a unique code to identify the officer to be responsible for the account(s).
iv. In the Alternate Security Officer Name field, enter the name of the officer to be responsible for the account(s).
v. Click the Save icon and close the Define Alternate Account Security Groups window. The Add Access by Alternate Security window reappears. The newly added alternate security code is available from the Alternate Security Code drop-down list. Select the new alternate security officer.
d. To update account security information (if you have the proper permissions) while reviewing or updating alternate security settings:
i. Click the Add new Alt. Security Code link. The Define Alternate Account Security Groups window appears.
ii. Click the Setup Account Security link. The Setup Account Security window appears where you can review and update security by alternate security code.
iii. When you are done reviewing or updating security settings, click the Save icon to save changes and close the Setup Account Security window. The Define Alternate Account Security Groups window reappears.
iv. Close the Define Alternate Account Security Groups window. The Add Access by Alternate Security window reappears.
e. Click the Apply button. The Add Access by Alternate Security window closes and the Add GL Accounts window reappears.
29. To update or apply additional security settings by component or account security officer, click the Setup Account Security link. The Setup Account Security window appears.
|
If you do not have the appropriate account security permissions, this option may not be available. |
30. To update user groups or user group permissions, click the Group Definition link. The Group Definition window appears where you can add a new user to a group, remove a user from a group, or create a new group specifically for the new account(s).
|
If you do not have the appropriate user group permissions, this option may not be available. |
31. To export the accounts to Excel:
a. Click the Export to Excel icon. The Export to Excel progress bar appears.
b. Once the export is complete, the exported file opens in Excel.
32. To return to the Step 5 tab, click the Back button. To proceed and make the new account(s) available for budgeting purposes, click the Go to Step 7 button. The Step 7 Add New Account(s) to Budget tab appears.
Step 7: Add New Account(s) to Budget (Optional Procedure)
33. Select the check box(es) of the accounts to be added to a specific budget worksheet.
|
You can add different account(s) to different budget worksheets. |
34. Click the Add Accounts(s) to Budget button. The Add GL Account(s) to Budget window appears.
|
To quickly review the account(s) being added to the budget worksheet, click the accounts selected link. |
35. From the Select Budget drop-down list, select the budget to which you are adding the account(s).
|
To review the budget worksheet hierarchy, click the View Worksheet hierarchy link. The Worksheet Line Item Hierarchy window appears. |
36. From the Select Worksheet drop-down list, select the specific budget worksheet to which you are adding the account(s).
|
To review the budget worksheet hierarchy, click the link that appears. The Worksheet Line Item Hierarchy window appears. |
37. Click the Apply button. The accounts appear in the GL Account(s) to be Added section.
38. To remove an account
from selection, click the Remove
icon. The account will not be added to the budget
worksheet.
39. Click the Add Account(s) to Budget button. The accounts are added to the budget worksheet, the Add GL Account(s) to Budget window closes, and the Add GL Accounts window reappears.
|
To review the newly added budget information, click on the link in the Budget Worksheet Line Item column. The Worksheet Line Item Hierarchy window appears. |
40. To add account(s) to another budget worksheet, repeat Steps 32 - 38.
41. To remove account(s) from a budget worksheet:
a. Select the checkbox(es) of the accounts to be removed.
b. Click the Remove GL Account(s) from Budget button. The Remove GL Account(s) from Budget window appears.
c. To
delete selected accounts from the removal list, click the Remove
icon. The account will not be removed from the
budget worksheet.
d. To removed selected accounts from selected budget worksheets, click the Remove GL Account(s) button. The accounts are removed from the budget worksheets, the Remove GL Account(s) from Budget window closes and the Add GL Accounts window reappears.
42. To update a budget worksheet, click the Setup & Manage Budgets link. The Setup and Manage Budgets window appears.
|
If you do not have the appropriate budget permissions, this option may not be available. |
43. To return to the Step 6 tab, click the Back button. To proceed and make the new account(s) available for reporting purposes, click the Go to Step 8 button. The Step 8 Reporting Setup for Account(s) tab appears.
Step 8: Reporting Setup for Account(s) (Optional Procedure)
44. Select the check box(es) of the accounts to be added to a report line item.
|
You can add different account(s) to different report line items or more than one report line item. |
45. Click the Add GL Account(s) to Report Line Item button. The Add GL Account(s) to Report Line Item window appears.
|
To quickly review the account(s) being added to the report, click the accounts selected link. |
46. Search for the report line item(s) to which you want to add the account(s).
a. To search by report line item, from the Search by Report Line Item search options, enter a line item Description and/or Code.
|
To narrow your search, enter a description and code. |
b. To search by report, enter the full or partial name of the report in the Search By Report column.
47. Click the Search button. Any line items that meet your search criteria appear.
|
To view multiple reports associated to a report line item, click the link in the Report column. To view multiple GL accounts associated to a report line item, click the link in the Related GL Account(s) column. |
48. Select the checkbox(es) of the report line item(s) to which you want to associate the account(s).
49. Click the Apply button. The account(s) to be added to the report line item(s) appear in the GL Account(s) to be added to a report section.
|
Accounts are automatically included in any reports associated with the line item to which they have been added. If an account is added to a line item that is not included in any reports, the account does not appear in any reports. |
50. To remove a selected
account that will be added to a report line item, click the Remove icon.
The account is not added to the report line item. To remove all selected
accounts from selected report line items, click the Clear
Results button.
51. To associate the account(s) with additional report line item(s), repeat steps 46 - 49.
52. To proceed and add the account(s) to the report line item(s), click the Add GL Account(s) to Report Line Item button. The Add GL Account(s) to Report Line Item window closes and the Add GL Accounts window reappears.
53. To review a newly added report line item description, code, type, and report associated with an account, click the link in the Report Line Item Description\Type\Report column. The Report Line Item Information window appears displaying this information for each report line item associated with the account.
|
You can also place your cursor over the link in the Report Line Item Description\Type\Report column to see the name(s) of the associated report(s) in the hover text. |
54. To remove account(s) from a report line item:
a. Select the checkbox(es) of the accounts to be removed.
b. Click the Remove GL Account(s) from Report Line Item button. The Remove GL Account(s) from Report Line Item window appears.
c. To
delete selected accounts from the removal list, click the Remove
icon. The account will not be removed from the
report line item.
d. To remove selected accounts from selected report line items, click the Remove GL Account(s) from Report Line Item button. The account(s) are removed from the report line item(s). The Remove GL Account(s) from Report Line Item window closes and the Add GL Accounts window reappears.
55. To export the account(s) and report line item(s) to Excel:
a. Click the Export to Excel icon. The Export to Excel progress bar appears.
b. Once the export is complete, the exported file opens in Excel.
56. To create, update, or delete report line items, click the Manage Report Line Items link. The Manage Report Line Items window appears.
|
If you do not have the appropriate permissions, this option may not be available. |
57. To define report cells including which accounts are included, click the Define Report Cells Manually link. The Define Report Cells Manually window appears where you can review and update existing report cells or create new ones.
|
If you do not have the appropriate permissions, this option may not be available. |
|
Report details shown on the Add GL Accounts window come from the Excel financial reporting functionality, so report cell changes are not reflected here. |
58. To return to the Step 7 tab, click the Back button. To complete the process of adding the GL account(s), click the Close button. The close confirmation window appears.
59. Click the OK button. The accounts are added.
Step 1: Determine How Accounts are to be Added
1. Access the Add GL Accounts window.
2. Select the Manually add GL account(s) option.
3. Click the Go to Step 2 button. The Step 2 Review and Add to Chart of Accounts tab appears where you can enter accounts.
Step 2: Review and Add to Chart of Accounts
4. In the Account Number field, enter a unique account number for the account being added.
|
You can only add an account number using components that already exist in J1 Desktop. |
5. In the Description field, enter a brief description of the account being created.
6. From the Account Type drop-down list, select the type of account being added.
7. From the Fixed Asset Account Type drop-down list, select the account's status as a fixed asset account.
|
Values in this drop-down list are dependent upon the selected Account Type. |
8. In the Start Date and End Date fields, enter when the account is to be added to the general ledger.
|
These dates are included in the GL Master table, but currently they are only used for reporting purposes. |
9. From the Fund Balance Number drop-down list, select the fund balance account with which this account will be associated.
10. From the Available for Budgeting drop-down list, select Y Available for Budgeting or N Not available for Budgeting.
11. From the Available for Purchasing drop-down list, select Y Available for Purchasing or N Not available for Purchasing.
12. If
applicable, from the State Account
Code drop-down list, select the state account code for this
account. This drop-down appears only for those licensed for state
reporting. You can click the lookup icon to
view or modify codes in the State
Account Code Definition window.
13. For
Oklahoma state reporting only, select a State
Revenue Code from the drop-down list. You can click the lookup
icon to view or modify codes in the State
Revenue Code Definition window.
14. To add another account, select Add Row from the right-click or Options menu. A new row appears. Repeat steps 4 - 10.
15. To delete an account:
a. Click
the Delete
icon next to the account you want to delete. The account is deleted.
OR
a. Select the account to be deleted.
b. Right-click and select Delete Row. The account is deleted.
16. To export the accounts to Excel:
a. Click the Export to Excel icon. The Export Status window appears.
b. Once the export is complete, the exported file opens in Excel.
17. To copy account(s) from Excel and paste them into J1 Desktop:
|
If the number of Excel account rows is greater than the number of account rows in the grid, the additional rows are automatically added to the grid. To keep from pasting over existing account row(s), add a new row before pasting. |
a. Access the Excel spreadsheet that contains the accounts you want to copy and paste into J1 Desktop.
b. Select the account cells you want to copy.
|
To select multiple rows, press the Ctrl key and click each row. |
c. Right-click and select Copy or press the Ctrl + C keys.
d. In the J1 Desktop grid, click where you want to paste.
e. Press the Ctrl + V keys. The account(s) are pasted into J1 Desktop.
18. Before adding the accounts, review them to verify accuracy. If an account is invalid, it appears in red with an explanation.
|
You cannot proceed to add the accounts until all accounts are valid. |
19. Click the Add to Chart of Accounts button. The Save to Chart of Accounts window appears.
20. To export the new accounts to Excel when you save them to the chart of accounts, select the Export new accounts to an Excel spreadsheet upon save checkbox and click the Save & Go To Additional Add GL Account Steps button. To proceed to the next step without exporting to Excel, click the Save & Go To Additional Add GL Account Steps button. The Step 3 Apply Security to New Accounts(s) tab appears where you can review and update the security settings for the accounts.
|
To update anything you have just added to the chart of accounts, with the exception of account numbers, you can return to the Step 2 Review and Edit Chart of Accounts tab and click the Edit Chart of Accounts link. |
|
On
the Step 3 Apply Security
to New Accounts(s) tab, the Assigned · Has a component associated with a user group. The assigned user groups appear in the Group column, and the associated users appear in the Users column. The user groups have access to the account, and component security permissions cannot be updated on this tab. · Has an alternate security officer assigned. The assigned alternate security code appears in the Group column, and the associated alternate security officer appears in the Users column. The alternate security officer has access to the account, and the alternate security access can be updated or removed as needed. · Has both a component associated with a user group and an alternate security officer assigned The Unassigned |
Step 3: Apply Security to the New Account(s) (Optional Procedure)
|
An account can have both component and alternate security permissions assigned. Component security can be added if there are no component security permissions assigned. Alternate security can be added, updated, or removed regardless of whether component or alternate security permissions exist. |
21. To review existing
security user(s) and group(s) with
account access (), click
the link in the Group
column
to view user group(s) with account access and the link in the
Users
column
to view the users with account access.
|
If the account has component security assigned, the component group(s) and user(s) appear in the Group and Users columns. To review the alternate security access on the account, click Add Access by Alternate Security. |
22. To grant a user group access to the account(s) by component (if component security is not already assigned):
a. Select the appropriate account checkbox(es) and click the Add Access by Component button. The Add Access by Component Security window appears.
b. From the Account Component drop-down list, select the level of access to be granted to a select user group for this component.
|
Security for new account component combinations is automatically established; however, you can control and update who has access by updating the users assigned to the user group with account access. |
c. From the Component Security Group drop-down list, select the user group to be granted access to the selected accounts' components. The user(s) assigned to the group automatically appear in the Users column.
d. To view the user(s) assigned to the selected user group, click the link.
e. Click the Apply button. The Add Access by Component Security window closes and the Add GL Accounts window reappears.
23. To add a user group access to the account(s) by alternate security:
a. Select the appropriate account checkbox(es) and click the Add Access by Alternate Security button. The Add Access by Alternate Security window appears.
b. From the Alternate Security Code drop-down list, select the security officer responsible for a particular account.
c. If the security code you need isn't available, you can add a new alternate security code. To add a new alternate security code:
i. Click the Add new Alt. Security Code link. The Define Alternate Account Security Groups window appears.
ii. From the right-click or Options menu, select Add Row. A new row appears.
iii. In the Alt. Security Code field, enter a unique code to identify the officer to be responsible for the account(s).
iv. In the Alternate Security Officer Name field, enter the name of the officer to be responsible for the account(s).
v. Click the Save icon and close the Define Alternate Account Security Groups window. The Add Access by Alternate Security window reappears. The newly added alternate security code is available from the Alternate Security Code drop-down list.
d. To update account security information (if you have the proper permissions) while reviewing or updating alternate security settings:
i. Click the Add new Alt. Security Code link. The Define Alternate Account Security Groups window appears.
ii. Click the Setup Account Security link. The Setup Account Security window appears where you can review and update security by alternate security code.
iii. When you are done reviewing or updating security settings, click the Save icon to save changes and close the Setup Account Security window. The Define Alternate Account Security Groups window reappears.
iv. Close the Define Alternate Account Security Groups window. The Add Access by Alternate Security window reappears.
e. Click the Apply button. The Add Access by Alternate Security window closes and the Add GL Accounts window reappears.
24. To update or apply additional security settings by component or account security officer, click the Setup Account Security link. The Setup Account Security window appears.
|
If you do not have the appropriate account security permissions, this option may not be available. |
25. To update user groups or user group permissions, click the Group Definition link. The Group Definition window appears where you can add a new user to a group, remove a user from a group, or create a new group specifically for the new account(s).
|
If you do not have the appropriate user group permissions, this option may not be available. |
26. To export the accounts to Excel:
a. Click the Export to Excel icon. The Export to Excel progress bar appears.
b. Once the export is complete, the exported file opens in Excel.
27. To return to the Step 2 tab, click the Back button. To proceed and make the new account(s) available for budgeting purposes, click the Go to Step 4 button. The Step 4 Add New Account(s) to Budget tab appears.
Step 4: Add New Account(s) to Budget (Optional Procedure)
28. Select the check box(es) of the accounts to be added to a specific budget worksheet.
|
You can add different account(s) to different budget worksheets. |
29. Click the Add Accounts(s) to Budget button. The Add GL Account(s) to Budget window appears.
|
To quickly review the account(s) being added to the budget worksheet, click the accounts selected link. |
30. From the Select Budget drop-down list, select the budget to which you are adding the account(s).
|
To review the budget worksheet hierarchy, click the View Worksheet Hierarchy link. The Worksheet Line Item Hierarchy window appears. |
31. From the Select Worksheet drop-down list, select the specific budget worksheet to which you are adding the account(s).
|
To review the budget worksheet hierarchy, click the link that appears. The Worksheet Line Item Hierarchy window appears. |
32. Click the Apply button. The accounts appear in the GL Account(s) to be Added section.
33. To remove an account
from selection, click the Remove
icon. The account will not be added to the budget
worksheet.
34. Click the Add Account(s) to Budget button. The accounts are added to the budget worksheet, the Add GL Account(s) to Budget window closes, and the Add GL Accounts window reappears.
|
To review the newly added budget information, click on the link in the Budget Worksheet Line Item column. The Worksheet Line Item Hierarchy window appears. |
35. To add account(s) to another budget worksheet, repeat Steps 24 - 30.
36. To remove account(s) from a budget worksheet:
a. Select the checkbox(es) of the accounts to be removed.
b. Click the Remove Account(s) from Budget button. The Remove GL Account(s) from Budget window appears.
c. To
delete selected accounts from the removal list, click the Remove
icon. The account will not be removed from the
budget worksheet.
d. To removed selected accounts from selected budget worksheets, click the Remove GL Account(s) button. The accounts are removed from the budget worksheets, the Remove GL Account(s) from Budget window closes and the Add GL Accounts window reappears.
37. To update a budget worksheet, click the Setup & Manage Budgets link. The Setup and Manage Budgets window appears.
|
If you do not have the appropriate budget permissions, this option may not be available. |
38. To return to the Step 3 tab, click the Back button. To proceed and make the new account(s) available for reporting purposes, click the Go to Step 5 button. The Step 5 Reporting Setup for Account(s) tab appears.
Step 5: Reporting Setup for Account(s) (Optional Procedure)
39. Select the check box(es) of the accounts to be added to a report line item.
|
You can add different account(s) to different report line items or more than one report line item. |
40. Click the Add GL Account(s) to Report Line Item button. The Add GL Account(s) to Report Line Item window appears.
|
To quickly review the account(s) being added to the report, click the accounts selected link. |
41. Search for the report line item(s) to which you want to add the account(s).
a. To search by report line item, from the Search by Report Line Item search options, enter a line item Description and/or Code.
|
To narrow your search, enter a description and code. |
b. To search by report, enter the full or partial name of the report in the Search By Report column.
42. Click the Search button. Any line items that meet your search criteria appear.
|
To view multiple reports associated to a report line item, click the link in the Report column. To view multiple GL accounts associated to a report line item, click the link in the Related GL Account(s) column. |
43. Select the checkbox(es) of the line item(s) to which you want to associate the account(s).
44. Click the Apply button. The account(s) to be added to report line item(s) appear in the GL Account(s) to be added to a report section.
|
Accounts are automatically included in any reports associated with the line item to which they have been added. If an account is added to a line item that is not included in any reports, the account does not appear in any reports. |
45. To remove a selected
account that will be added to a report line item, click the Remove icon.
The account is not added to the report line item. To remove all selected
accounts from selected report line items, click the Clear
Results button.
46. To associate the account(s) with additional report line item(s), repeat steps 38 - 41.
47. To proceed and add the account(s) to the report line item(s), click the Add GL Account(s) to Report Line Item button. The Add GL Account(s) to Report Line Item window closes and the Add GL Accounts window reappears.
48. To review a newly added report line item description, code, type, and report associated with an account, click the link in the Report Line Item Description\Type\Report column. The Report Line Item Information window appears displaying this information for each report line item associated with the account.
|
You can also place your cursor over the link in the Report Line Item Description\Type\Report column to see the name(s) of the associated report(s) in the hover text. |
49. To remove account(s) from a report line item:
a. Select the checkbox(es) of the accounts to be removed.
b. Click the Remove GL Account(s) from Report Line Item button. The Remove GL Account(s) from Report Line Item window appears.
c. To
delete selected accounts from the removal list, click the Remove
icon. The account will not be removed from the
report line item.
d. To remove selected accounts from selected report line items, click the Remove GL Account(s) from Report Line Item button. The account(s) are removed from the report line item(s). The Remove GL Account(s) from Report Line Item window closes and the Add GL Accounts window reappears.
50. To export the account(s) and report line item(s) to Excel:
a. Click the Export to Excel icon. The Export to Excel progress bar appears.
b. Once the export is complete, the exported file opens in Excel.
51. To create, update, or delete report line items, click the Manage Report Line Items link. The Manage Report Line Items window appears.
|
If you do not have the appropriate permissions, this option may not be available. |
52. To define report cells including which accounts are included, click the Define Report Cells Manually link. The Define Report Cells Manually window appears where you can review and update existing report cells or create new ones.
|
If you do not have the appropriate permissions, this option may not be available. |
|
Report details shown on the Add GL Accounts window come from the Excel financial reporting functionality, so report cell changes are not reflected here. |
53. To return to the Step 4 tab, click the Back button. To complete the process of adding the GL account(s), click the Close button. The close confirmation window appears.
54. Click the OK button. The accounts are added.
icon. To view less component
detail, click the 
icon.
icon.
icon appears if an account
does not have a component associated with a user group and
does not have alternate security assigned. Use this tab to
assign user group access by component or alternate security
officer.
icon appears. You must remove the duplicate account and make
the account number unique.