QUESTION: 

How do I create a District Wide Chart of Accounts? 

 

RESPONSE: 

  • The District Wide Account Setup screen is used to set up a standardized chart of accounts to be used by all schools.  
  • Enter all accounts you would want available for all schools within the district.   
  • School specific accounts are added at the school level after the Schools are created.  

 

NOTE:   Once the chart of accounts is completed, changing the Description, Account Type, or Account Group through the District Wide Account Setup screen for existing accounts WILL NOT change the accounts at the individual schools.  These edits will have to be done through each school’s Datafiles > Account screen.  

 

PROCESS: 

From    Admin  > District Wide Account Setup

 

 

To create a new District Wide Account:  

  1. Enter the GL Acct (####.###) –
    • Assign an Account Number that follows the account format that was created on the District > District Information screen.  
  2. Enter the account name as the Description.  
  3. Select the Acct Status from the drop-down list.
    • The status of all accounts available for use should be Active.
    • Only an account that has a zero ($ 0.00) current balance and has had no activity during the current fiscal year can be made Inactive.
    • Accounts made Inactive on this screen will also be made Inactive at each school that fits the criteria above.
  4. Select the Acct Type from the drop-down list.   
    • If “Show Only Standard Account Types” is selected on the Admin > District > Account Settings screen, the following standard account types will be available.
      Asset
      Cash, savings/investment accounts, petty cash and receivables
      Fund Balance
      Account that reflects the equity amount of balance of a fund
      Net
      Accounts allowing both revenue and expense transactions
      Restricted Fund
      Account balances are "restricted" for specific purpose collected
    • If “Show Only Standard Account Types” is NOT selected on the Admin > District > Account Settings screen, the four account types shown above plus these additional account types will be available. 
Expense
Accounts from which expenditures are made
RevenueAccounts to which receipts are posted
HeaderAccounts to which "revenue" and "expense" account balances roll up providing the balance of a fund.  This type should only be used with corresponding Revenue and Expense accounts. 
Restricted ExpenseThis account type is not functional at this time. 
LiabilityThis account type is not functional at this time.
Restricted NetThis account type is not functional at this time.



5.  Select an optional Account Print Group from the drop-down list.  

      

6.  Click to place a check mark in the Clear at Year End box, if applicable. 

  • This field defaults as unchecked or “No”, meaning that the balance of the account will not clear during the year-end process. 
  • If you are interested in clearing certain account balances at year-end, you must designate an account or multiple accounts as Fund Balance accounts.  
  • A list of Fund Balance accounts to choose from will be available for each account selected to clear at year end. 
  • During the year-end process, the balance of any accounts checked to clear will automatically be transferred to the designated Fund Balance account. 

      

7.  Select the School Level(s) for this Account. 

  • Click the check box beside each School Level that should receive this account. 
  • Or, click “Select All” to add this account to all school levels.  

       

8.  Click on the Save New button to save the account.   



After creating the District-Wide Chart of Accounts, you can print a list of accounts by navigating to

Admin Functions > Consolidated Reporting > Account > District Wide Accounts

You will want to verify the accuracy of the chart of accounts before continuing with the setup functions.

 

To edit a saved account:  

  1. Click on the Account in the list
  2. Make the desired edits
  3. Click on the Update button.

 

Accounts for Individual Schools:   

  •  If there are accounts to be used by only an individual school or schools, but not the entire level (ex:  sub-accounts, etc.), do not add it at this time.  
  • When the district setup is complete, individual school accounts may be added through the schools’ individual Datafiles, Accounts screen.   
  • For accounts that need to be added to more than one school, but not to the entire level, the account may be added through the Admin > District Wide Account Setup screen after the School has been setup.  Instead of selecting a School Level, click on the Schools radio button to display the list of schools and make the appropriate selections.