Account Indices
Keeping track of all the individual account segment values can be a daunting task, so many installations create a set of shortcuts called account indexes. An account index is a saved set of account segment values that are commonly used together. Users can then expedite populating the account strings that classify revenues and expenditures by selecting an account index instead of manually entering the required numeric segment values.
For example, an administrator could create an account index named Administrative Maintenance and associate the following segments with it: fund = 1000, organization = 34433, account = 55598, and program = 19990. When a user needs to classify an expense as an administrative maintenance expense, he could populate the account string automatically by selecting this index instead of remembering and entering each segment value.
An account index can contain values for all of the segments in an account. However, an account index can still be used even if the account string to populate contains only one or two of the segments in the index. It uses the required values and ignores the rest.
To open the Account Indices page:
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Open the Administration Menu page.
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Under the NPFA ADMIN heading, click Account Indices.
To create a new account index:
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In the Account field, select the account you want to associate the index with.
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Click the Add Index link.
The Add Index dialog box opens.
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In the Name field enter a name for the account index.
This is the name that users will see.
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In the External ID field, enter any external ID you want to store.
This value is often used when interfacing with a third-party system.
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In the Description field, enter a description of the index.
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Specify two dates in the Effective Date/Expiration Date fields to define the time period when this account index is valid.
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In the Active field, select Yes to make this account index active.
Inactive values remain in the system, but are not displayed to users.
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Click ADD.
The account index is added to the specified account. An additional pane appears allowing you to define the appropriate account segment values for the index.
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In the Segment-to-Value Associations pane, select the segment values you want associated with this index in the Value field.
You do not have to specify values for all segments, only the ones that apply to this index. If the segment value you want to add is not included in the drop-down menu, you can click the Edit link to open the Account Segments page and add a segment value.
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Click UPDATE.
Accounts indices can be modified. For example, if you want to change the time frame for which the index is in use, you can modify the expiration date. To edit an account index:
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In the Account field, select the account the index is associated with.
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In the Indices field, select the index you want to edit.
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Click the Edit Index link.
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Modify any of the following values:
- Name – the name of the account index
- External ID – an external ID used by a third-party system
- Description – the description of the account index
- Effective Date/Expiration Date – the time frame for which this account index is valid
- Active – Yes indicates that the account is active (displayed to the user)
- Click UPDATE.
Account indices can be deleted if they are no longer needed or were entered in error. You cannot delete an account index that has been used to populate an account string.
If an account index has been used but is no longer needed, you can edit it and make it Inactive to prevent it from being displayed to users.
To delete an account index:
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In the Account field, select the account the index is associated with.
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In the Indices field, select the account index you want to delete.
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Click the Edit Index link.
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Click the Delete link in the top right corner of the dialog box.
If the Delete link is not displayed, this account segment is in use and cannot be deleted.
A dialog box opens asking you to confirm your choice.
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Click OK.
Create an Account Index