WA Accounting

Purpose

Use this procedure to set up the format of the account number string required for your external system.

You can either add segments to or delete them from the account number string.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > Edit Account Number Configuration
• If you need the system to enforce the length of segments so that users cannot enter more than the specified number of characters in a segment, you must set the Enforce Account Number Formatting option to True.  This is set in PACS.ADMIN
  • Tools > System Configuration > Financial Management System category > Enforce Account Number Formatting.  Segment length will then be enforced if you select the Require All Segments check box described below.

Procedure

1. In PACS.ADMIN, choose Tools > Account Number Configuration.

   

2. In the Account Number Configuration dialog box, to add a segment to the account number string, click Add.    Then do the following:
   • In the Length cell, enter the number of characters required for the segment, up to 25 characters.
   • In the Description cell, enter a description for the segment.
3. In the Separator field, if required, enter the symbol to be inserted between segments.
4. For Require All Segments

• • If you need the system to enforce the number of required segments, select the check box for Require All Segments  and the System Configuration in PACS Admin must be set as noted in the Prerequistes section.
  • If you do not select this check box, then the configuration specified in this dialog box is used only as a template for data entry so that users do not need to enter all the segments.
• 5. Default Offset Account Number and the Default Account Type fields are visible only if the system has been set to Enable Miscellaneous Receipting.  This option is set under Tools > System Configuration > Financial Management System category > Enable Misc Receipting

The account number that defaults in the Chart of Accounts dialog box. To locate the Chart of Account dialog box, choose Activities > Accounting > Chart of Accounts. The Type field displays the Type of Account. Click OK.

Note If you need to delete a segment from the account number string, click Delete.   If distributions have already been performed and the account number deletion of the segments from the account number string should not be performed.

Purpose

Use this procedure to configure the format of the account number.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > Access Chart of Accounts
• Account number configuration has been set up. For more information, see Configuring Account Numbers

Procedure

1. In PACS 9.0, choose Activities > Accounting > Chart of Accounts.
2. In the Chart of Accounts dialog box, click Add. 
3. In the Account Number Configuration dialog box, enter values for each segment in the Segment – Account Number grid. (The resulting full Account Number is displayed below the grid.)
4. Configure the following options as required:
   • Description

     Description of the account.

   • Type

     The type of account, such as accounts payable or cash.

   • Active

     Set the account to an active status.

5. To use miscellaneous receipting features, select Set Default Offset Account, then enter the account number.

   

6. Click Apply to save changes. Click OK to save changes and close the dialog box.

Purpose

Use this procedure to specify the import parameters for the external Financial Management System (FMS) and then import the accounts from the system.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > Access Chart of Accounts
• Account number configuration has been set up so that accounts can be validated upon import. For more information, see Configuring Account Numbers.

Procedure

1. In PACS 9.0, choose Activities > Accounting > Chart of Accounts.
2. To display deactivated accounts, select Show Deactivated Accounts.
3. In the Chart of Accounts dialog box, click Import.

   

4. In the Import Accounts dialog box, complete the following options as required:

   

   • View

     The Oracle view to use in loading.

   • Load

     Click this button to validate the FMS connection information and then load the data.

   • Account Type Field

     The column from the Oracle view to populate the account type field.

   • Description Field

     The column from the Oracle view to populate the description field.

5. To map the PACS account number segment to a field from the FMS view, in the Segment Mapping table, for each # Segment, select an FMS Field to map to it.

   

6. The Account Type Mapping table maps the PACS accounting types with accounting types from Oracle. For each Type, select an FMS Type to map it to.

   

7. Click Next.
8. In the Import and Deactivate List dialog box, review the accounts that will be imported into PACS as well as those that will be deactivated as part of the import. Imported accounts are those that do not currently exist in PACS and will therefore be imported. Deactivated accounts are those that exist in PACS but do not exist in your external accounting system and will therefore be deactivated.
9. Click Finish.

Purpose

Use this procedure to display a listing of transactions for a specific account.

Procedures

1. In PACS 9.0, choose Activities > Accounting > Chart of Accounts.
2. To display deactivated accounts, select Show Deactivated Accounts.
3. In the Chart of Accounts dialog box, click Register.
4. In the Register Account dialog box, review the accounts displayed.
5. If you would like to limit the display to a date range, enter the date range in the Begin Date and End Date fields. Then click Update.

Purpose

Use this procedure to disburse funds to the internal accounts and export the disbursements to the external AP system.

Prerequisites

• The external accounting system has been specified in PACS.ADMIN (Tools > System Configuration > Financial Management System category > Financial Management System node > External Accounting System), which determines the export format.

  

Procedure

1. In PACS 9.0, choose Activities > Accounting > Disbursements.
2. In the Disbursements dialog box, review the following:

   

   • ID

     The ID of the distribution run.

   • Date

     The date of the distribution.

   • User

     User who performed the action.

   • As Of Date

     The date used to calculate the balance.

   • Disbursement Amount

     The sum of the disbursement amount values in the detail rows.

   • Export User

     The PACS 9.0 user who executed the distribution export.

   • Export Date

     The date the disbursement was exported, if it was exported.

3. Use the following option as required:
   • To export the disbursements to the external system, click Export.

Purpose

Use this procedure to add new refund disbursements, export a refund disbursement, or review all refund disbursements.

The listing of disbursements includes the refund disbursement ID, the date, the user who executed the disbursement, and the amount that was disbursed. The name of the receiver of the refund is available for review in the disbursement details.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > View/Create/Export Disbursements
• You can delete refund disbursements that have not yet been exported. If you need to do so, the following user right must be assigned to your ID:
  • Accounting Functions > View/Create/Export Disbursements > Delete Unexported Disbursements
• The external accounting system has been specified in PACS.ADMIN (Tools > System Configuration > Financial Management System category > Financial Management System node > External Accounting System), which determines the export format.

  

Procedure

1. In PACS 9.0, choose Activities > Accounting > Refund Disbursements.
2. In the Refund Disbursements dialog box, review the following:

   

   • ID

     The ID of the distribution run.

   • Date

     The date of the distribution.

   • User

     User who performed the action.

   • Refund Amount

     The amount of the refund or the amount of the refund disbursements.

   • Export User

     The PACS 9.0 user who executed the distribution export.

   • Export Date

     The date the disbursement was exported, if it was exported.

3. Add export info
4. Click Close.

Purpose

Use this procedure to add new distributions and manage existing ones. With this feature you can review the source of information for each individual distribution.

Prerequisites

• To use the options in this procedure, one or more of the following user rights must be assigned to your ID under the Accounting Functions node:
  • Run General Distribution Process
  • Validate a Distribution Run
  • Export a Distribution Run
  • Re-export a Distribution Run
• The external accounting system has been specified in PACS.ADMIN (Tools > System Configuration > Financial Management System category > Financial Management System node > External Accounting System), which determines the export format.

  

• If the Verify Export button should not be displayed in the Distributions dialog box (Activities > Accounting > Distributions), and if distributions should not be verified for the month during close processing,set the Require Exported Distribution Verification setting to False in PACS.ADMIN (Tools > System Configuration > Financial Management System category > GL Accounting System node).

  

Procedure

1. In PACS 9.0, choose Activities > Accounting > Distributions.
2. In the Distributions dialog box, review the following:

   

   • ID

     The ID of the distribution run.

   • Type

     The type indicates which type of account the funds are being distributed to, for example asset, equity, and liability.

   • Date

     The date of the distribution.

   • Date Ranges

     Transactions that occurred within the From and To date range selected are displayed.

   • Distribute User

     User who performed the action.

   • Validated

     Yes, if the distribution run has been validated; No, if the distribution run has not been validated.

   • Validate User

     The user who executed the validate distribution process.

   • Validate Date

     The date the validate distribution process was run.

   • Exported

     Yes, if the distribution run was exported; No, if the distribution run was not exported.

   • Export User

     The PACS 9.0 user who executed the distribution export.

   • Export Date

     The date the disbursement was exported, if it was exported.

   • Undo User

     The PACS user who undid the distribution run.

   • Undo Date

     The date the distribution was undone.

   • Verify Export Status

     The status of the distribution once verify export was run.

   • Verify Export User

     The PACS user who executed the verify export process.

   • Verify Export Date

     The date verify export was run on the distribution.

3. Use the following options as required:
   • To validate the distributions, click Validate.
   • To export the distributions to a Financial Management System, click Export.
   • To validate the export process, click Verify Export.

Purpose

Use this procedure to enable the occasional transfer funds from one receivable account to another.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > Access Transfer Funds

Procedure

1. In PACS 9.0, choose one of the following:
   • Activities > Accounting > Transfer Funds > Tax Districts.
   • Activities > Accounting > Transfer Funds > Special Assessments.
2. In the Transfer Funds dialog box, complete the following options as required:
   • From Year

     The year from which to start.

     For an accounting funds transfer, this is the year from which funds are rolled over.

   • To Year

     The year to copy to.

     For an accounting transfer, this is the year that funds are rolled over to.

   • Transaction Date

     The date the transaction occurred.

3. To complete the table with all tax district levy funds or special assessments along with the from account and to account, click Add All.
4. To add a new entry, click Add.
5. Complete the following options as required:

   

   • Tax District – Levy/Special Assessment Agency

     A tax district levy fund.

   • From Account

     The account to transfer from.

   • Balance

     The amount that will be transferred.

   • To Account

     An account to transfer to.

   • Description

     Description of the account.

   • Reference

     A user-specified reference, or, for the AP import, the reference from the external accounts payable system.

6. Click OK.

Purpose

Use this procedure to enter transaction batches that are exported to the GL system (or not exported at all).

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > Access General Journal Entry

Procedure

1. In PACS 9.0, choose Activities > Accounting > General Journal Entry.
2. In the General Journal Entry dialog box, complete the following:
   • Transaction Date

     The date the transaction occurred.

   • Export to GL

     Select this option to mark the distribution run for export.

3. To add a new entry, click Add.
4. Complete the following options as required:

   

   • Account

     The account the transaction is entered for.

   • Action

     The type of transaction to be entered in the account.

   • Description

     Description of the account.

   • Reference

     A user-specified reference, or, for the AP import, the reference from the external accounts payable system.

   • Amount

     The amount of the transaction,or, for the AP import, the amount of the invoice.

5. Review the following:
   • Debit Total

     The total amount of all debit transactions.

   • Credit Total

     The total amount of all credit transactions.

   • Difference

     The difference between the debit and credit transactions.

     Note The difference must be 0.

6. Click Execute.

Purpose

Use this procedure to close out revenue accounts to prepare for a new fiscal year. The close-out process takes a list of revenue accounts and debits them for their entire balance, thereby bringing the balance to zero. The process also credits a generic earnings account.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > Access Close Out Revenue Accounts
• The retained earnings account has been set in PACS.ADMIN (Tools > System Configuration > Financial Management System category > GL Accounting System category).

Procedure

1. In PACS 9.0, choose Activities > Accounting > Close Out Revenue Accounts.
2. In the Close Out Revenue Accounts dialog box, select a Year and a Transaction Date to determine the list of accounts available for close out.

   

3. To add a new account number, click Add. To add all of the available account numbers, click Add All.
4. Click OK.

Purpose

Use this procedure to close out liability accounts for levies or assessments that are not being disbursed out of PACS.

The Close Out Non-revenue Accounts dialog box lists non-revenue cash accounts in the system with an accumulating balance.

Prerequisites

• In order to perform this procedure, the following user right is required:
  • Accounting Functions > Access Close Out Non-Revenue Accounts
• The retained asset account has been set in PACS.ADMIN (Tools > System Configuration > Financial Management System category > GL Accounting System category) as the offset account.

Procedure

1. In PACS 9.0, choose Activities > Accounting > Close Out Non-revenue Accounts.
2. In the Close Out Non-revenue Accounts dialog box, select a Year and a Transaction Date to display the list of accounts available for close out.

   

3. To add a new account number, click Add. To add all of the available account numbers, click Add All.
4. Click OK.