GL Account Details
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
The GL Account Details page is the core for account information. From here, you can easily access account information and use the tabs to perform more detailed tasks.
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GL Account Detail Tabs
Each GL Account with have details in the following four tabs:
Use this tab to select, review, update, and delete (when applicable) general information about G/L accounts.
Field Name | Description | |
|---|---|---|
GL Account Type | Use the drop-down list to select the type of account. Required. | |
GL Account Description | Autofilled with the description for the selected account number. | |
Fixed Asset Account Type | This drop-down list is populated based upon the Account Type selected. | |
Alternate Account Security Code | Use this drop-down list to select a code to identify the security officer(s) responsible for a particular account. | |
Start Date | Select a date from the calendar that indicates when the account is active. | |
End Date | Select a date from the calendar that indicates when the account is inactive. | |
Fund Status | Use this drop-down list to define an account as Unrestricted, Temporarily Restricted, or Permanently Restricted. Required. NoteWhen a fund's status is Unrestricted, the fund is available for withdrawal. Temporarily Restricted funds are currently unavailable, but will become available in the future. However, Permanently Restricted funds are unavailable and cannot be used. | |
Available for Budgeting | Use this toggle to allow the G/L account to be used for budgeting purposes. | |
Available for Purchasing | Use this toggle to allow the G/L account to be used for purchasing purposes. | |
Fund Balance Account Number | Displays the account number for the associated fund. | |
Old Account Number | If this account had a different number before your system was converted the previous number will be listed here. | |
Summarize Details | This toggle determines if the summaries of transaction details are displayed/printed. TipThe default for this setting can be updated on the General Ledger Settings page. | |
990 Identifier | This section defines the Part, Line Number, and Column of the IRS Form 990 on which the General Ledger account number should be reported. | |
Use this tab to review the budget and related worksheets as well as enter proposed preliminary amounts prior to distributing worksheets to budget officers and update existing amounts after worksheets have been submitted.
Note
The columns for this section will change depending on the period of the account activity. Historical years will only show activity and encumbrance.
Column Title | Description |
|---|---|
Month | Displays the 12 calendar months for the selected budget years. Fiscal Year and Beginning Month are defined on the General Ledger Settings page. |
(Current/Future Years) Posted Activity | Includes all current transactions posted to the General Ledger. The balances represent all transactions with a status code of C (current) indicating they are free of errors and have been posted. |
(Current/Future Years) Unposted Activity | Includes any amounts that have not yet been posted to the General Ledger. The balances reflect all transactions with a status code of U (unposted) indicating they are free of errors and have not been posted. |
(Current/Future Years) Suspended Activity | This amount includes the total amount of all transactions that have been withheld from the batch posting process due to an error, but does not impact the account's balance. |
(Current/Future Years) Inactive Activity | Displays the total balances for inactive accounts as of the current date and for the fiscal year. |
(Historical Years) Activity | Displays the monthly balance for every month within the past five fiscal years. |
(Historical Years) Encumbrance Activity | Tracks the history of encumbrance balances for every month within the past five fiscal years. |
Use this tab to review, assign, remove, and change budget officers assigned to budget worksheet roles which determine user responsibilities and permissions. You can click on the number in the Active Users column to view the individuals assigned to a specific role. If you want to manage users, you can click the name of a user
Use this tab to review current and historical budget information related to the selected GL account. You can view GL accounts associated with a line item, transaction, batch, adjustment and actual details, and available budget summaries.
Column | Description |
|---|---|
Budget Name | Displays the name of the budget in which the account is included. |
Budget Period | Displays the period of the budget in which the account is included. |
Budget Status | Displays the status of the budget in which the account is included. |
Worksheet Name | Displays the name of the worksheet in which the account is included. |
Worksheet Status | Displays the status of the worksheet in which the budget is included. |
Line Item Code | Displays any existing line item codes associated with the selected account number. |
Line Item Description | Displays the line item code definition. |
Approved/Proposed Budget | Displays the initial amount entered in the budget. |
Approved Adjustments | Displays any transfer or modification amount applied to the budget. |
Adjusted Budget | Displays the current operating budget amount. This includes approved adjustments. |
Actuals | Displays the actual amount incurred during the budget period. |
Variance | Displays the difference between planned budgeted amount and what was actually expended for a selected time period. |
An encumbrance is an amount that has not yet been applied to the designated account but has been anticipated and is used to establish budgets, variances, and future projections.
Financial reports are now available in the General Ledger Accounting > Reports. If you do not see the Report options, you may not have permission to access them. If you need assistance, contact your campus support team.