1.Configuring Account Numbers #

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 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.

    Accounting Account Number Config 0928x

  2. In the Account Number Configuration dialog box, to add a segment to the account number string, click Add. Add Then do the following:
    1. In the Length cell, enter the number of characters required for the segment, up to 25 characters.
    2. 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. If you need the system to enforce the number of required segments, select Require All Segments. 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.
    1. Choose the following:

      Note The Default Offset Account Number and the Default Account Type fields are visible only if the system has been set to Enable Miscellaneous Receipting.

      Default Offset Account Number

      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. This account is used for Miscellaneous Receipting.

    2. HideDefault Account Type

      The type of account used for Miscellaneous Receipting.

  5. Click OK.

    Note If you need to delete a segment from the account number string, click Delete. Delete

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Last updated on September 27, 2021

2.Adding Accounts #

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.

    Account Add Accts (for Misc Rcpting)

  6. Click Apply to save changes. Click OK to save changes and close the dialog box.
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Last updated on September 27, 2021

3.Importing FMS Accounts #

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.

    Chart of Accounts Dialog Box - Import Button

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

    Import Accounts Dialog Box

    • 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.

    Segment Mapping Table

  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.

    Account Type Mapping Table

  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.
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Last updated on September 27, 2021

4.Displaying the Account Register #

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.
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Last updated on December 18, 2018

5.Managing Disbursements #

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.

    accounting system external

Procedure

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

    Disbursements Dialog Box

    • 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.
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Last updated on September 27, 2021

6.Managing Refund Disembursments #

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.

    accounting system external

Procedure

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

    acc_refundDisburse_2

    • 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.
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Last updated on September 27, 2021

7.Managing the Disribution Process #

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.

    accounting system external

  • 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).

    export verify config

Procedure

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

    Distributions Dialog Box

    • 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.
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Last updated on September 27, 2021

8.Transferring Funds - Tax Districts and Special Assessments #

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:

    Transfer Funds Dialog Box

    • 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.
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Last updated on September 27, 2021

9.Posting Journal Entries #

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:

    General Journal Entry Dialog Box

    • 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.
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Last updated on September 27, 2021

10.Closing Out Revenue Accounts #

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.

    accrep_closeOutRevenueAccounts

  3. To add a new account number, click Add. To add all of the available account numbers, click Add All.
  4. Click OK.
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Last updated on September 27, 2021

11.Closing Out Non-Revenue Accounts #

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.

    accrep_closeOutRevenueAccounts

  3. To add a new account number, click Add. To add all of the available account numbers, click Add All.
  4. Click OK.
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Last updated on September 27, 2021
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