Summary

The Account Groups Maintenance window is used to create and maintain account groups. Once an account group is set up, it can be used to control budget exceptions during the invoicing process in Accounts Payable and Purchase Orders. Organizations that utilize account groups can set up AP and PO workflows to allow overspending at one level of the account while using custom validation rules to prevent overspending when a higher level, aggregated budget is being exceeded.

Step by Step

1     Open the Account Groups Maintenance window (GL> Maintenance> Account Groups).

• The Account Groups Maintenance window will display all existing account groups.
• Use the arrow keys on the keyboard to select an account groups and the fields in the Maintenance section will populate with the information on the selected account group.
• Highlight an account group and click the Delete icon or press DELETE to delete the selected account group. If an account type is attached to a general ledger account it cannot be deleted.
• Click the Create icon or press INSERT to create a new account group. This will add a new line to the window and the fields in the Maintenance section of the window will be blank.

2     Create an Account Group.

• Enter a unique Code for the account group. The account group code can be up to 20 alphanumeric characters long.
  • The code cannot be edited once the account group is saved.
• Enter a Description. The account group description can be up to 64 alphanumeric characters long.
• Select a Grouping for the account group from the drop-down menu. This will determine which section of the GL account is used to group the included accounts.
  • Account groups can be grouped by Fund, Department, Division or Account. If your organization does not use one of these account sections, it will not display in the drop-down menu.
  • For example, an organization can create an account group at the Department level and then associate that account group with a GL budget validation rule in the Purchase Orders module. When that account is included in a purchase order, and that validation rule is evaluated, the system will look at the aggregate budget of the account group at the department level rather than just the budget of the specific account. This feature allows organizations to tailor their budget oversight process to their desired level of granularity.
• Click the Save icon when complete.