Add Accounts

From General Ledger, Accounts, you can add new accounts. Accounts are used to group financial transactions posted from Journal entry or other programs like Accounts Payable. Accounts show increases, decreases, and an ending balance that provide a means for creating financial statements.

Tip: If you are looking to add a new cash account, see Bank Accounts.

  1. From the Accounts list page, select Add.

  2. Enter an account number and description. All segments must have valid values based on the account structure set up in General ledger, Settings, Account setup and Account codes.

    Tip: For information about an account's structure, including how to add segments and adjust segment lengths, see Account Structure. For details about adding account codes, see Account Codes.

  3. To lock the account from any data entry, select Prevent data entry for this account.

  4. Next enter the Report classifications fields. You can view and edit Statement of cash flows and Working capital schedule only if in General Ledger Settings, Fund Business Rules, the Do not allow editing of class restrictions on funds is not selected.

    • Class - Defaults from the account code or fund specified by the account number.

    • Statement of cash flows - Defaults from account code specified on account number.

    • Working capital schedule - Defaults from account code specified on account number.

  5. To add Custom fields to this account, select Add custom field. Use custom fields to add additional information to the account, and to further filter accounts when you search. For information on how to add custom fields, see Custom Fields.

  6. Next enter the Transaction defaults fields. The transaction codes that appear are set up in General Ledger, Settings, Transaction codes. The options for each transaction code are pulled from table entries. To edit the table entries, navigate to Control panel, Fields and tables, and select Tables. Then, search for and edit the Transaction Codes tables.

    The defaults for each transaction code is based on the fund setting.

  7. Select Save.

Use Add multiple accounts to quickly create a group of accounts.

Tip: You cannot add more than 10,000 accounts at one time. If you need to add more than 10,000 accounts, you must group them into smaller batches.

  1. From the Accounts list page, select Add multiple accounts.

  2. Under Include,select Add filter. You select whether you want to group the new accounts by funds, account codes, or departments. Once you select your grouping, enter the range.

  3. Optionally, under Custom fields, you can select to add a custom field to the new accounts. You use custom fields to add additional information to the account, and to further filter accounts when you search. For information on how to add custom fields, see Custom Fields.

  4. Under Default transaction custom fields, enter any values, dates, and comments you want associated with the custom fields.

  5. Select Preview to review the list of accounts being created.

  6. Select Save to create the accounts.