Full Account Structure - Configuration Overview

The following section provides a high-level overview of the Full Account Structure configuration process.

1. Planning

2. Configure Level Titles

3. Set Up Account (Object) Codes and Titles

4. Set Up Other Segment Codes (Account Components)

5. Create and Maintain Budget Units

6. Configure the Translation table

7. Enable Full Account Format

8. Use FAS in Budget and Transactions

9. Verify and Document

Step 1: Planning

1. Decide how many levels you will use (e.g., Fund only; Fund–Function–Object; Fund–Function–Object–Location–Program).

2. Define what each level represents (e.g., Level 1 = Function, Level 2 = Object, Level 3 = Location).

3. Choose segment lengths and format (e.g., Fund = 3 chars, Function = 4, Object = 3) so the full key_orgn stays within 16 characters.

4. Check state or grant requirements (e.g., required code lengths, naming) and plan codes to match or crosswalk.

5. Document your decisions in a short FAS design document or worksheet.

Step 2: Configure Level Titles

Menu path: From the System Administration menu, select Administration. From the Profiles menu, select Fund Accounting Profile. Select the Titles tab.

Purpose: Set the labels that appear for each segment throughout Fund Accounting (e.g., “Function,” “Object,” “Location”).

Result: All FAS pages and reports will display these labels for each level.

Step 3: Set Up Account (Object) Codes and Titles

Menu paths:

• Account Components: From the Fund Accounting menu, select Reference Tables and then Account List. On the Account List page, select Account Components.

• Account List: From the Fund Accounting menu, select Reference Tables and then Account List.

Purpose: Define the object/account codes (e.g., Salaries, Benefits, Supplies) and their titles. These are the “account” part of the full account (key_orgn + account).

Result: Object/account codes and titles are available for use in the Organization Chart and in transactions.

Step 4: Set Up Other Segment Codes (Account Components)

Menu path: From the Fund Accounting menu, select Reference Tables and then Account List. On the Account List page, select Account Components.

Purpose: Define the valid codes and titles for every other level you use (Fund, Function, Location, Program, Project, etc.).

Result: All segment codes needed to build the key organization values are defined.

Step 5: Create and Maintain Budget Units

Menu path: From the Fund Accounting menu, select Reference Tables. From the Reference Tables menu, select Organization Chart.

Purpose: Create each valid key organization (budget unit) and set options (budget checking, cash checking, project link, etc.).

Result: Only these key organization values can be used for budget entry, requisitions, invoices, payroll distributions, and reporting.

Step 6: Configure the Translation table

Menu path: From the System Administration menu, select Administration. From the Profiles menu, select Fund Accounting Profile. Select the Translation tab.

Purpose: Define how a single full-account string is parsed into the key organization and account by specifying the number of organization levels, the start and end positions for each segment (fund, function, object, location, program, etc.), the account segment positions, the delimiter (dash or period), placeholder text, and help message for each ledger type (Expenditure, Revenue, G/L).

Result: The system can accept, display, split, and validate full account strings as one field on transaction pages (requisitions, purchase orders, invoices, checks, receipts, etc.). When a user enters a full account, the system uses the Translation table to separate it into the correct key organization and account components. Additionally, the system validates the Translation table when Full Account Format is enabled; if it is missing or incorrectly configured, Full Account Format will not be saved.

Step 7: Enable Full Account Format

Menu path: From the System Administration menu, select Administration. From the Profiles menu, select Fund Accounting Profile. Select the System Options tab. Select Full Account Format.

When to select the Full Account Format option

Select Full Account Format when all of the following are true:

• You use a multi-segment organization structure (not Use Fund Only). If you clear the Use Fund Only option, the system requires that Full Account Format be selected; you cannot clear Full Account Format if Use Fund Only is selected.

• The Translation table is set up for your year. The Translation table defines how a single full-account string is parsed into key_orgn and account (start/end positions for each segment). When you enable Full Account Format, the system validates that the translation profile is configured correctly; if the validation fails, the option is not saved.

• You want users to enter the full account as a single field (a single string that the system splits into organization + account) on requisitions, purchase orders, invoices, checks, receipts, and other transaction pages. When enabled, those pages display and accept the full account format.

• Your site is allowed to use the feature. The option is only available if your site’s state has a record in the state_fullacct table (state-level control). If the option is disabled, the feature is not enabled for your state.

When to leave the Full Account Format option cleared

• You use Use Fund Only and enter organization and account separately (e.g., select the key organization from one field and account from another).

• The Translation table is not yet configured for the full-account format.

• You are still building FAS and have not completed the Account Components and Organization Chart configuration.

Order during FAS configuration

Select the Full Account Format option after configuring:

• Level titles.

• Account Components and Account List.

• Organization Chart.

• The Translation table (trans_acct) for the full account mask you use.

When you select the Full Account Format option and select Accept, the system validates the translation setup and, if enabled, may update full account tables. Once on, do not attempt to clear it if Use Fund Only is cleared; the system will not allow the change.

Common Configuration Scenarios

The following table lists the common FAS configuration scenarios.

Step 8: Use FAS in Budget and Transactions

Pages: Budget entry, Requisitions, Purchase Orders, Accounts Payable, Payroll (HRM) distributions, etc.

Purpose: Confirm that budgets and transactions use only valid key_orgn and account combinations.

Result: FAS is in use and has been validated through real workflows.

Step 9: Verify and Document

Purpose: Ensure configuration is complete and supportable.

Actions:

1. Verify

   • Every key organization used in budget or transactions exists on the Organization Chart.

   • Every account code used is in the Account List, where the system validates it.

   • Level titles on the Titles tab of the Fund Accounting Profile page match what users see and what you documented.

2. Document

   • Update your code reference (fund, function, object, location, program, project codes and titles).

   • Note any state or grant mapping (e.g., which codes map to state reporting).

   • Document who may add or change organizations and account codes (change control).

3. Train

   • Train staff who enter transactions to select the correct key organization and account.

   • Point them to the code reference and the Account Components and Organization Chart pages.

Result: FAS is verified, documented, and ready for ongoing use.