Fund Accounting Translation Item
Use this Action Bar item in the Fund Accounting Profile page to define the full account format for formatting ledger records used in financial transactions. This is required if the Full Account Format option is selected under the System Options tab.
A full account format represents the placement and character length of organizational and account codes in your ledger records. With the Translation item, you can define the format based on your requirements.
- You are allowed up to 45 characters for the full account format, including dashes or periods between each individual reporting unit.
- If you do not use a full account format for entering Expenditure, Revenue, and General Ledger records, then you do not need to use the Translation item.
Menu Path
From the System Administration menu, select Administration or All. From the Profiles menu, select Fund Accounting Profile. From the action bar, select Translation.
Setting Up a Full Account Format
- Select the ledger type from the ledger drop-down list.
- Refer to following sections to set up the full account format.
Fields
Following are descriptions for the page's fields:
Field | Description |
|---|---|
Number of Organization Levels | Number of levels in your reporting structure for financial transactions. Do not include the lowest reporting level. For example, if you use six levels in the Organization Chart, budget and financial transactions are likely recorded at Level 6. In this case, you would select 5 as your Number of Organization Levels when setting up the full account mask. |
Organization Levels Section
Use this section to determine the position and character length allotted in the full account format for each level in your Organization Chart. The section displays the title for each level based on your selection in the Number of Organization Levels field. The titles are taken from the Fund Accounting Profile's Titles tab.
The section provides a Start and End field for each reporting level. Keep the following points in mind when defining the full account format for Organization Chart levels:
- Make sure that a level's End position does not overlap the next level's Start position.
- Between segments of the full account format, skip a number to account for the dash or period the system uses to separate each level.
- Enter Start and End positions of zero (0) for any levels you do not need.
Field | Description |
|---|---|
Start | Starting position of the Organization Chart reporting level in the full account mask. To determine this value, add two (2) to the previous level's End position, which accounts for the dash and the level's first character. For the first reporting level, enter 1. |
End | Ending position of the Organization Chart reporting level in the full account mask. To determine this value, add the number of characters in the level to the End position of the previous level, plus one (1) for the dash or period separating the levels. Do not include the dash that follows the level. For the first reporting level, use the number of characters in the level. |
Account Level Section
Use this section to define the start and end positions of the account code in the full account format.
If you are using account components, this section allows you to define the titles for the account components and the positioning for these components within the full account structure.
Field | Description |
|---|---|
| Title | Enter a title for the account code. |
Start | Starting position of the account code in the full account format. To determine this value, add two (2) to the previous code's End position. This accounts for the code's first character and the dash. If the account code begins the full account mask, enter 1 in the Start field. |
End | Ending position of the account code. To determine this value, add the number of characters in the level to the End position of the previous level, plus one (1) for the dash separating the levels. If the account code begins the full account format, enter the number of characters in the code, and do not count the dash that follows it. |
Format Section
Field | Description |
|---|---|
| Delimiter | The delimiter to be used between the segments of the full account format. You can choose a dash or period. |
| Format | This field displays the full account format with the delimiter you select. Format of the full account mask with X's representing the positions in each reporting level and dashes or periods separating the levels. The segments are based on the Start and End positions entered, while the dashes or periods represent the positions omitted. Example: A format has five organization levels with 1-3, 5-8, 10-10, 12-15, and 17-19 as Start and End positions and an account object with 21-25 as Start and End positions. With these settings the account mask would be: XXX-XXXX-X-XXXX-XXX-XXXXX Note that the missing numbers in the Start-End entries (4, 9, 11, 16, and 20) correspond to the positions of the format's dashes. |
| Placeholder Text | Enter the placeholder text that will appear in all screens where the user needs to input the full account format. |
| Help Message | Enter a help message to be displayed on mouse over in all screens where the user needs to input the full account format. |
The following chart shows a sample full account format:
Code | Account | Code | Start | End |
|---|---|---|---|---|
Fund Type | 1 | 2 | 1 | 2 |
Function | 3 | 2 | 8 | 9 |
Cost Center | 4 | 4 | 11 | 14 |
Program | 5 | 2 | 16 | 17 |
Account | 2 | 3 | 4 | 6 |
In this arrangement, the Fund forms the first part of the full account mask, and it takes up two characters. The second part is the Account code, followed by Function, Cost Center, and Program. Dashes are used between the codes, as defined by the Start and End positions.