More information

Account Code Combination Buttons

Setting Up Valid Combinations Example

General Ledger Checklists

General Ledger FAQs

Account Code Combinations

Access this form using Maintain>Account Code Combinations.

Use this form to add, edit, or delete valid or invalid account code combinations depending on what is selected by the Administrator using Organization>Organization Preferences. If you have not indicated that the current organization can have account code combinations, you cannot access this form.

Account code combinations are used to define which combinations of segment codes are valid or invalid. For example, a grant may provide funding for some types of expenditures but not others. You can use account code combinations to ensure that invalid expenditures do not get charged to that grant.

To enter account code combinations, simply select the code combinations in the Valid/Invalid Account Code Combinations table. Every row you enter becomes a valid or invalid account code combination. When you click Save, the system stores the account code combinations. From that point on, the system checks transaction and distribution code entry against the account code combinations you set up, and you cannot enter invalid account code combinations.

The system checks for valid or invalid account code combinations when you enter transactions (Transactions menu) and distribution codes (Maintain>Distribution Codes).

  • Valid combinations are groups of account codes that can be entered in the same line item. When you set up valid account code combinations, all combinations not entered are not allowed.
  • Invalid combinations indicate account codes that cannot be entered in the same line item. When you set up invalid account code combinations, all combinations not entered are allowed.

 

Filters: The filter is for display purposes only; it simply allows you to limit which account code combinations are displayed in the Account Code Combinations table.

  • Available Segments, Selected Segments: Select a segment in the Available Segments column, and click the Mover ( > ) to move it to the Selected Segments column.
  • Compares To: Select an operator from the drop-down list. The operator compares the value in the Selected Segments column with the values in Criteria 1 and Criteria 2 to determine which combinations display on the Account Code Combinations form.
  • Criteria 1: Enter a value to compare with the item in the Selected Segments column. When using Like or Not Like, you can use "%" to represent any number of characters.
  • Criteria 2: Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.

Valid/Invalid Account Code Combinations Table: Use this table to add, edit, or delete valid or invalid account code combinations.

  • Status: This box defaults to Add when you are creating a new account code combination. Depending on other factors, one of the following codes can appear:

    • Status

    Description

    Add

    The line is a new combination to be added.

    Modify

    The line is an existing combination to which changes have been made.

    Duplicate

    The line is an existing combination, which is deleted when you click Save.

    Delete

    The line is a duplicate of an existing combination and cannot be added. You must review duplicate combinations and either modify or discard them.
  • Segment Codes: Enter the account code combination codes for the segments displayed. Only the segments specified to use account code combinations (Organization>Organization Preferences) are available here. You can scroll right and left to access segments. If you click Display Titles , the code titles display on the bottom left of the form.
  • Use Reports>Lists>Account Code Combinations to print the data entered on this form.
  • When filtering data, select Operators to determine which data to display. Also, view a list of Filter Examples that are useful throughout the system and examples of How to Use Wildcards characters with Like and Not Like.
  • In the table, you can sort the data based on any column. Simply double-click on a column heading to sort according to that column.
  • The sorting functionality is only for table display and does not affect printing. Print uses the data from the database and is therefore not reflective of how the items were sorted.
  • The account segments that are available on this form are specified by the Administrator using Organization>Organization Preferences.
  • The account code combinations enter by the Administrator here are checked by the system during transaction entry. If you do not want the system to check for proper account code combinations temporarily and do not want to delete your account code combinations, have the Administrator can turn off this feature using Organization>Organization Preferences.