Expense Account: Modify

To modify an account or to view its current status, go to the Financial > Setup > Budget Accounts > List screen and select the type of Account you are looking for:

When you locate the Account you with to modify, click the corresponding Edit button to bring up the "Modify Account" screen.  The actual fields displayed are dependent on the "Type of Account" you are modifying.  There are instructions below for modifying each type of account - Expense, Revenue and Balance Sheet.

Modifying Expense Accounts

The "Modify Account" screen for Expense accounts shows the Account dimensions and parameters at the top and current Expense status at the bottom.  If an account has activity posted to it, you can NOT modify select fields. 

Most fields can be updated:

• Account Number - is populated by the selections in the dimensions drop-downs.  If you make a change here, you must make the equal change in the appropriate drop-down below.
• Description - Description for the account.  This field is mandatory
• This account is used for salaries checkbox - This is checked to indicate the account is used for salaries.  This box must be checked for this account number to be used in payroll operations.
• Suppress this account from the Board Secretary Report and Insufficient Funds report checkbox - If you do not want this account number to be included in your  Board Secretary or Insufficient Funds reports, check this box.  
• Default Casual Other Earning - This is usually left blank, but can be used if just one certain casual other earning will be the only earning using this account number.
• Line Number - Every expense account that is included in the Board Secretary Report must have this line number filled in.  Use the drop-down in this field to populate the proper BSR line number.  The line numbers come from the State Chart of Accounts, and can be found on the Financial > Setup > Budget Accounts > Budget Lines screen.  The BSR will error when you try to run it if there are any accounts missing this line number.
• Fund - use the drop-down to select the Fund. This is the "1st dimension" of each Account number.
• Program - use the drop-down to select the Program. This is the "2nd dimension" of each Account number.
• Function - use the drop-down to select the Function - This is the "3rd dimension"  of each Account number.
• Object - use the drop-down to select the Object - This is the "4th dimension" of each Account number.
• Location - use the drop-down to select the Location - This is the "5th dimension" of each Account number.
• Extra Dimensions:  Any dimension below "Location" is specified by the district via the "Custom Dimensions" feature.  For example, as shown here, "Department" and "Other".

When your changes have been made, click Save Changes to save your updates to the Account.

Account Groups Informational Card:  This displays all Account Groups that contain this account number.

Budget Build Worksheets Informational Card:  This displays all Budget Build Worksheets that contain this account number.

Expense Values Card:  This shows a summary of the account's balances.  You can click on the blue "audit" icons to obtain more information on the balances.