Chart of Accounts

The NPFA Chart of Accounts page is used to create the accounts that an organization will use to track how money is spent or received. To create an account, you name it, define the maximum number of segments that can be included, and then select the specific segments to include.

Only users with the Access Chart of Accounts security right can create accounts.

Many organizations will have only one chart of accounts defined. However, some organizations may define separate charts of accounts if there are both non-profit and for-profit entities in the organization.

To open the Chart of Accounts page:

  1. Open the Administration Menu page.

  2. Under the NPFA ADMIN heading, click Chart of Accounts.

ClosedAdd an Account

To add an account:

  1. Click the Add Account link.

    The Add Account dialog box opens.

  2. In the Name field, enter a name for the Account.

  3. In the Maximum Number of Segments field, enter the maximum number of account segments that can be associated with the account.

    If no value is entered, no segments can be associated with the account, therefore, this is a required field. The number of segments you enter can be derived from the account setup used by the third-party accounting tool used to track your organization's finances.

  4. In the Active field, select Yes to make this chart of accounts active.

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

  5. Specify two dates in the Valid From/To fields to define the time period when this chart of accounts is valid.

  6. Click ADD.

ClosedEdit an Account

Accounts can be modified. For example, if you want to change the value that users see, you can modify the account name. To edit an account:

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

  2. Click the Edit Account Info link.

    The Edit Account dialog box opens.

  3. Modify any of the following values:

    • Name – the name of the account
    • Maximum Number of Segments – the maximum number of segments that can be included
    • Active – Yes indicates that the account is active (displayed to the user)
    • Valid From/To – the time frame for which this account is valid
  4. Click UPDATE.

ClosedAssociate a Segment with the Account

Once you have created an account, you can associate all of the required account segments with it. For more information, see Account Segments. If you are creating Account Indices, you must add all of the account segments that will be used in an index to the account.

To associate a segment to the account:

  1. Click the Add Segment link.

  2. In the Account Segments field, select a segment to associate to the account.

    Once you select a segment to add, all of the defined segment values appear to help you verify that you have selected an appropriate segment.

  3. Click ADD.

    The segment is added to the account.

Once a segment is added, you can click the following links:

  • Edit – Clicking this link opens the Account Segments page, allowing you to edit the segment or define segment values.

  • Remove – Clicking this link removes the segment association with this account. It does not delete the segment from the system. A dialog box opens asking you to confirm your choice.

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