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Training Tidbit: SD Account Structure

Did you know that you are able to utilize all the following pieces in your account structure for expense accounts and revenue accounts if desired?

Expense Account Structure

  • Fund
  • Function
  • Operational Unit
  • Object
  • Sub Object
 Revenue Account Structure

  • Fund
  • Revenue
  • Operational Unit

For the expense account structure, the Fund, Function, and Object pieces are required to be used in your structure, while the Operational Unit and Sub Object pieces are optional ones for your school district to utilize if desired. For the revenue account structure, the Fund and Revenue pieces are required to be used, while the Operational Unit is optional.

The optional pieces can be used to meet the specific tracking needs within your school district. For an example regarding the expense account structure, you may utilize one or both of the optional pieces to aid in tracking money for federal funds. To be more specific, you may need to track a certain activity, set aside, and/or attendance center for a particular federal program; if so, then utilize the Operational Unit and/or Sub Object as needed.

Using data with an expense account structure of Fund-Function-Operational Unit-Object-Sub Object, to help track expenses for the function area of 1273, you could utilize the Operational Unit (third piece) for the attendance center and the Sub Object (last piece) for set asides, such as the professional development indicator (i.e. 10 1273 ### XXX ###, with ### showing the placeholders for the Operational Unit and Sub Object and XXX representing the applicable object code(s)).

Note: The account structure you use at your school district is defined within the Change Account Structure option (accessed from GL, Maintenance menu, Chart of Accounts, Options menu). Most likely, the account structure defined at your school district already incorporates all the pieces noted above; so your account structure would not need to be changed to begin utilizing the optional pieces. If needed, you can verify or change your account structure by using the Change Account Structure option. For step-by-step instructions on using this option, see the “Change Account Structure: Changing” topic in the Help File.