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FAQ: How do I add a new account number?

To add a new account number to the Chart of Accounts option in General Ledger, complete the following:

  • Select the Maintenance menu from the General Ledger screen, and then Chart of Accounts.
  • On the General tab, complete one of the following options:

Option 1:

  • Enter or select the ID for the account type of the new account number in the Account Type ID field.
  • The account structure defined in your database for the specified account type will appear in the Chart of Account Number field with Xs as placeholders for each account piece of the account number, while the References List will show all the reference pieces included in the account structure.
  • In the References List, select the number for each reference piece to use for the new account number by entering the number in the Reference Number field, or clicking the down-arrow button for the Reference Number field and selecting the correct number.
  • As the numbers for the reference pieces are specified, the Xs in the Chart of Account Number field are updated accordingly.  (Note:  If there is an optional piece at the end of your account structure that will not be used in the new account number, delete the Xs at the end of the account number in the Chart of Account Number field.)

OR

Option 2:

  • Key the new account number in the Chart of Account Number field.
  • Enter or select the ID for the account type of the new account number in the Account Type ID field.
  • The References List will display all the reference pieces (and numbers) included in the new account number.
  • If an error icon displays to the right of the Reference Number field for a reference piece, the particular number is not defined and must be added by clicking the down-arrow button for the Reference Number field and selecting Add New; then add the new reference piece and save in order to continue adding the new account number.

Once the new account number to add has been specified (by using one of the two options noted above), complete the remaining fields:

  • Enter the description for the new account number in the Chart of Account Description field (a default description will appear but can changed).
  • If the new account number is a revenue or expenditure, enter the correct fund balance account number in the Yearly Post Account field for which to post (close) the entries from the new account at the end of the fiscal year (or post to immediately if the fund is defined as an Activity Fund).  Leave the field blank to default to the account number entered in the Fund Balance Account field within the Fund File for the appropriate fund, if applicable.
  • Click the Save button.