Account Segments

The Account Segments page allows an administrator to define the Fund Accounting segments that will be used to classify revenues and expenditures. Typically, expenses are allocated to an account built from a concatenated set of account segments (for example, fund.organization.account). For example, if maintenance needs to be performed on a university building, the charge might be billed to Fund 100, Organization 23456, account 88779, and Program 3345 or to account 100.23456.88779.3345. Account segments can be reused and recombined to create the accounts you need.

When defining account segments, each segment is given a name and then multiple segment values are created for each individual instance of the segment. For example, you might define an account segment named Grants and then create separate alphanumeric segment values for the individual grants your organization expects to receive.

Once the account segments have been created, Account Indices can be created which define named shortcuts to a commonly used set of concatenated segment values. In addition, Account Groups can be created which define the set of segments tied to a billing entity.

To open the Account Segments page:

  1. Open the Administration Menu page.

  2. Under the NPFA ADMIN heading, click Account Segments.

ClosedAdd an Account Segment

To add an account segment:

  1. Click the Add Segment link.

    The Add Segment dialog box opens.

  2. In the Name field, enter a name or a description of the segment.

  3. In the Case Restriction field, select whether the values entered for this segment should be restricted by case.

    Select None if both uppercase and lowercase letters can be included in segment values, or select Uppercase or Lowercase to restrict the values entered.

  4. Skip the Include In Validation field. This feature is not currently implemented and will be more fully defined in a future release.

  5. In the Active field, select Yes to make this account segment active.

    Inactive values remain in the system, but are not displayed to users.

  6. In the Character Limit field, enter the maximum number of characters that can be used in account segment values.

  7. In the Tab Order field, enter a numeric value.

    The Tab Order indicates the position, in menus, where this value will be listed. Lower numbered values are displayed toward the top of the list. Values will the same tab order will be sorted alphabetically.

  8. In the External ID field, enter an External ID to integrate with an external system.

  9. Click ADD.

ClosedAdd Account Segment Values

Once an account segment has been added, individual account segment values can be defined. For example, for a student-aid segment you might define separate segment values for Pell grants, SMART grants, and Federal Work-Study grants.

To add a segment value:

  1. Click the Add Segment Value link.

    The Add Segment Value dialog box opens.

  2. In the Value field, enter the alphanumeric value for the segment.

    This is the value that will be used to identify the particular instance of the segment. For example, Pell grants might be defined as 32091 and SMART grants as 32092. Any case restrictions specified when defining the segment will apply.

  3. In the Functional Category field, select a value if you want to associate a particular space functional category with this segment. Only functional categories where the Account Required flag = Yes are displayed. Specifying a functional category value can help you track grants.

  4. In the User field, select a value if you want to associate a particular user with this segment. Only users where the Allocated Individual flag = Yes are displayed. Specifying a user can help you track grants.

  5. In the Description field, enter a description of the account segment.

  6. Skip the Include In Validation field. This feature is not currently implemented and will be more fully defined in a future release.

  7. In the Active field, select Yes to make this account segment value active.

    Inactive values remain in the system, but are not displayed to users.

  8. Specify two dates in the Valid From/To fields to define the time period when this account segment value is valid.

  9. In the External ID field, enter an External ID to integrate with an external system.

  10. Click ADD.

ClosedEdit an Account Segment

Accounts segments can be modified. For example, if you want to change the length of the segment, you can modify the character limit. To edit an account segment:

  1. In the Account Segment field, select an account segment to edit.

  2. Click the Edit Segment link.

    The Edit Segment dialog box opens.

  3. Modify any of the following values:

    • Name – the name/label of the account segment
    • Case Restriction – indicates whether segment values are restricted by case
    • Include in Validation – this field is reserved for future implementation
    • Active– Yes indicates that the account segment is active (displayed to the user)
    • Character Limit – the maximum number of characters that can be included in segment values
    • Tab Order – the position in which the account segment will be displayed in drop-down menus
    • External ID – an external ID used by a third-party system
  4. Click UPDATE.

ClosedEdit an Account Segment Value

Account segments values can be modified. For example, if you want to change the description of the segment, you can modify the description. To edit an account segment:

  1. In the Account Segment field, select the account segment containing the account segment value to edit.

  2. Click the Edit link to the right of the segment value you want to edit.

    The Edit Segment Value dialog box opens.

  3. Modify any of the following values:

    • Value – the account segment value
    • Description – the description of the account segment
    • Functional Category – a space functional category associated with the segment for grant tracking
    • User – a user associated with the segment for grant tracking
    • Include in Validation – this field is reserved for future implementation
    • Active – Yes indicates that the account segment is active (displayed to the user)
    • Valid From/To – the time frame for which this account segment value is valid
    • External ID – an external ID used by a third-party system

  4. Click UPDATE.

ClosedDelete an Account Segment

Account segments can be deleted if they are no longer needed or were entered in error. You cannot delete an account segment if any account segment values have been associated with it; you must first delete all of the segment values. You cannot delete an account segment that has been used. Therefore, if any charges have been billed to an account containing the segment or if the segment is part of an index, you cannot delete it.

If an account segment 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 segment:

  1. In the Account Segment field, select the account segment you want to delete.

  2. Click the Edit Segment link.

    The Edit Segment dialog box opens.

  3. 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.

  4. Click OK.

ClosedDelete an Account Segment Value

Account segment values can be deleted if they are no longer needed or were entered in error. You cannot delete an account segment value that has been used. Therefore, if any charges have been billed to an account containing the segment value or if the segment value is part of an index, you cannot delete it.

If an account segment value 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 segment value:

  1. In the Account Segment field, select the account segment containing the segment value you want to delete.

  2. Click the Edit link to the right of the account segment value.

    The Edit Segment Value dialog box opens.

  3. Click the Delete link in the top right corner of the dialog box.

    If the Delete link is not displayed, this account segment value is in use and cannot be deleted.

    A dialog box opens asking you to confirm your choice.

  4. Click OK.

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