Special Chart of Accounts Features
After chart of account codes are established, some number of additional reference pages can be completed to assist with data entry (infer COA codes), enforce complete data entry (require COA codes), and check for valid data entry (allowed COA combinations). These additional pages come in three types (Combination Validations, Required Elements, and Inference) that are discussed in the following sub sections.
Before discussing the three types of pages, there are a few other pages that work in conjunction with these special pages.
The Inference and Combination Validation Setup (INFVALD) configuration page is available for sites to turn on and off inferences and combination validation pages. By default, all pages are read by the application during transaction processing. Although most do not contain records, this configuration page is used to 'turn off' a page by marking it inactive so that the application does not attempt to read it.
Accounting Template Mass Change (ACTPLMC)Accounting Template Mass Change (ACTPLMC)
The Accounting Template Mass Change (ACTPLMC) page is available as an intermediary page for making changes to the Accounting Template records for future use, while leaving existing templates unchanged. Data is loaded for review by the Accounting Template Mass Change process. The COA of a template appear as read-only in a “current” column and editable in a “next year” column. Although the fields read ‘next year’, this process can be used for a mid-year change for a re-organization or a change to match the Federal funding data on October 1st.
Once the necessary updates are made, the Accounting Template Mass Update process moves the records to the Accounting Template (ACTPL) page. The mass change page provides a Reviewed field to facilitate tracking progress through the data as every accounting template is not likely to need an update and the update process may include multiple users over many days. Setting the Reviewed field to yes will trigger a validation of the next year data with the year loaded to the Validation Year field. The same is true with any change to a next year field.
Once the updated templates are loaded on the Accounting Template page, it is recommended to purge the data from this page using System Maintenance Utility (SMU) since re-selection of a template that is already present on the mass change page may cause the Accounting Template Mass Change Load process to fail. However, data may be retained in the mass change page for a time for auditing purposes.