Chart of Accounts (COA)
Create a new Account
Document Summary
Product Owner
Hanlie Venter
Author Name
Antonet Müller
Editor
Chim oné Barends
Date
2014/07/21
Time
15:10 PM
Template
Verbose
Lesson Objectives
On completion of this lesson you should be able to:

Understand the definition and purpose of an Account E-doc

Understand and apply the business rules

Initiate and complete an Account E-doc

Approve an Account E-doc

Search for your Account E-doc in order to follow the workflow progress

Export your Accounts to Excel
Lesson Scenario

As an existing staff member of the NWU you are required to work through this lesson, make some
notes if necessary and print out the documentation as a guideline.

This lesson will show you how to initiate and complete an Account E-doc in order to create a new
Account.

In the example in this lesson an IREA activity was created for Prof XYZ.
Lesson Prerequisites

You need to be a NWU staff member that is registered on KFS as a user.

You need to understand the purpose of creating a new Account and that you have a responsibility
towards the financial reporting of your department and the university to ensure that the correct
information is entered to create a specific type of Account. The type of Account influence financial
reporting.

You need to open a new Account in your Organisation for a specific purpose.
Create a new Account
Page: 2 of 52
Table of Contents
1. Definition and purpose of an Account
2. Process Overview
3. Navigation
4. Account Document summarized – Steps per Tab
5. Initiating a new Account E-doc
5.1.
Collapse / Expand
5.2.
Saving an E-doc
5.3.
Error messages
5.4.
Document Overview Tab
5.5.
Account Maintenance Tab
5.6.
Account Responsibility Tab
5.7.
Guidelines and Purpose Tab
5.8.
Account Description Tab
5.9.
Contracts and Grants Tab
5.10.
Indirect Cost Recovery Accounts Tab
5.11.
Notes and Attachments Tab
5.12.
Ad Hoc Recipient Tab
5.13.
Route Log Tab
5.14.
Approval of the document
5.15.
Additional information
5.16.
Sorting the inquiry results
5.17.
Search using wildcards
6. Export search results to an Excel spreadsheet
Create a new Account
Page: 3 of 52
1. Definition and purpose of an Account Document

The Account document is used to create new accounts or to edit or copy existing accounts.

An account is used to identify a pool of funds assigned to a specific university organizational entity for a
specific purpose.

An account has many different attributes associated with it that often determine how the KFS allows you to
use that account in transactions.

It also has attributes associated with it for reporting purposes.
2. Process Overview
To create a new
account to indentify
a pool of funds for a
specific purpose
Account
Approval
New Account ready
for creating
transactions and
reporting purposes
Figure 1
3. Navigation

KFS navigation: Main Menu > Lookup and Maintenance > Chart of Accounts > Account
Figure 2
Create a new Account
Page: 4 of 52
Figure 3
4. Account Document summarized – Steps per Tab
Figure 4
Create a new Account
Page: 5 of 52

1
2
3
4
Guidelines to complete an Account document:
Tab
Fields to be completed
Document Overview

Description (“ACCOUNT-Staff number-DD/MM/YYYY-1)

Explanation (optional)

Complete or

Complete Account Name

Complete/Lookup

TAB to the next field (when you tab, the following fields are
automatically completed: (Account Postal Code, Account City
Name, Account State Code and Account Street Address)

Choose

Choose Account Effective Date from calendar

Choose

Complete/Lookup
the Sub-Fund Group Code

Complete/Lookup
the Higher Education Function Code

Choose

Complete/Lookup
the Account Group

Complete/Lookup
the Source of Funds Code

Complete/Lookup
Fiscal Officer Principal Name

Complete/Lookup
Account Supervisor Principal Name

Complete/Lookup
Account Manager Principal Name

Choose
or Lookup
the Budget Record Level Code

Choose
or Lookup
the Account Sufficient Funds Code

Complete Account Expense Guideline Text

Complete Account Income Guideline Text
Account Maintenance
Account Responsibility
Guidelines and Purpose
Chart Code
or Lookup
or Lookup
or Lookup
the Organization Code
Campus Code
Account Type Code
the Account Restricted Status Code

Complete Account Purpose Text
5
Account Description

Do NOT complete
6
Contracts and Grants

Do NOT complete
7
Indirect Cost Recovery Accounts

Do NOT complete
8
Notes and Attachments

Add notes and supporting documents (contracts etc.)

Type your notes in the Note field

Click on
to browse on your computer for
the supporting documents (contracts etc.) you want to attach.

Click

Add additional persons to the routing

Click

Complete or

Click
9
Ad Hoc Recipients (optional)
and then
to choose from available actions the recipient must take
the person to add to the routing
and then
10
Route for approval

Click
11
Route Log

To follow the progress and find out who is next in line to approve

Click
in the Pending and Future Action Requests

Click
to close the document.
12
Close the document
Create a new Account
at the bottom of the E-doc
Page: 6 of 52
5. Initiating a new Account E-doc
Figure 5
1.
2.
Select Account from the Chart of Accounts subm enu group in the Lookup and
Maintenance submenu on the Main Menu tab.
Click on
Create a new Account
at the top of the screen on the righthand side.
Page: 7 of 52
Figure 6
Figure 7
1.
2.
A blank Account document with a new docum ent ID appears.
W rite down the Doc Nbr on your original documentation so you can easily pull up the
Account when you are performing a search.
Create a new Account
Page: 8 of 52
5.1
Collapse / Expand
Figure 8
1.
To simplif y the screen, click on
To open the tabs again, click on
2.
in the top corner at the right hand side.
within each tab to open the tabs one by one or
to open all the tabs at once. W hen you click on “Show” the tab opens and the
show button becomes a “Hide” button.
Create a new Account
Page: 9 of 52
Figure 9
5.2
Saving an E-doc
Figure 10
Figure 11

The message that needs to be displayed at the top of the E-doc: Document was successfully saved.

The Account document requires you to first complete the Guidelines and Purpose Tab before you will be able
to save the document.
You can save your docum ent while completing it to prevent data loss when you click on
1.
at the bottom of the e-doc.
Create a new Account
Page: 10 of 52
5.3
Error messages
Figure 12
Figure 13

If errors were found on the page, a message will present at the top of the E-doc along with red notations near
the area in error.

Errors will be marked with a red minus sign and an explanation.
5.4
Document Overview Tab
Figure 14

Complete the Document Overview tab.

Complete the Description field with “ACCOUNT-your Staff number-Date” (Date = DD/MM/YYYY)

Add after the date “-1” or “-2” to number the same document types on the same day.

You may enter a brief Explanation (optional)
1.
Enter ACCOUNT-11942657-14/03/2014-1 in the Description field.
Create a new Account
Page: 11 of 52
5.5
Account Maintenance Tab
Figure 15
Figure 16

The fields on this tab define the various account attributes which are used in the application of business rules
for transactions using the account, reporting options, approval routing, etc.

Complete the Account Maintenance tab.
Create a new Account
Page: 12 of 52
Figure 17

Required fields within a Tab will be indicated with an asterisk *

Use the tab key on the keyboard to tab to the next field.

The Chart is one character that indicates the campus that the Account is specific to.

Account: A temporary number is displayed in the Account Number field. This will be replaced with the correct
number when the Account reaches Final status (after all the approvals).

The Account name is the title of a specific account.

The Account Name must be in English.

It must be a short but meaningful name that identifies the Account and its purpose. Include reference numbers,
for example NRF UID numbers.
1.
Chart: Complete or lookup
2.
Account: A temporar y value is displayed.
3.
Tab to the next field.
4.
Account Name: Type for this example : PROF XYZ – IREA (99999999)
Create a new Account
the Chart Code P. (P = Potchefstroom for this example)
Page: 13 of 52
Figure 18

The Organization code is a unique identifier assigned to units at many different levels within the university.
For example faculties, departments, schools etc.
1.
Organization Code: Click
to look up Organization Code 12 for this exam ple.
Figure 19

In the Lookup screen, you may search as follow:
1.
o
Type part of the name between asterisks for example *Natural Sciences* and click search or
o
Just click search to display all the organisations within the Chart that defaults to this screen.
Click
Create a new Account
to look up the Organization Code 12 for this example.
Page: 14 of 52
Figure 20

In the next screen all the organizations are displayed for the specific chart.

You may sort the items retrieved for example either by Organization Code or by Organization Name. Items are
sorted when you click on the underlined column header. For example Organization Code.
1.
Click on
next to the Organization Code that you want to use, Organization 12 in this
example.
Create a new Account
Page: 15 of 52
Figure 21

The Organization Code is now returned to the Account Maintenance Tab.

When you press Tab on your keyboard to move from the Organization field to the next field, the following fields
would be automatically completed, derived from the organization entered.
o
Account Postal Code
o
Account City Name
o
Account State Code and
o
Account Street Address.
Figure 22

The Campus Code is the physical campus on which the account is located.
Campus: Select
1.
or lookup
the Cam pus Code P – Potchefstroom Campus from the
Cam pus list.
Figure 23

The Account Off Campus Indicator does not need to be completed.

Select the check box if the Account activities occur off campus.
Create a new Account
Page: 16 of 52
Figure 24

There are two date fields associated with an account—the effective date and the expiration date.

When the expiration date is defined, you are also required to complete the Continuation Chart of Accounts
Code and the Continuation Account Number in the Account Responsibility Tab.
Figure 25

If the system date is after the expiration, the accounting line in an e-doc will give a warning with the options to
o
Choose to Override (to use the expired Account anyway) or
o
Use the recommended continuation account or
o
Use a different account.
Figure 26

The expiration date must be equal to or after the current date and cannot be before the Account Effective Date.

If the transaction is on the day of expiration, the system will accept the account number (e.g., if the expiration
date is 01/04/2014 and you are entering the accounting line on 01/04/2014, you will not be warned).
Create a new Account
Page: 17 of 52
Figure 27

The expiration date for 1D00001 is 01/04/2014.
Figure 28

The Continuation Chart of Accounts Code is V (Vaal Triangle Campus) and the Continuation Account Number
is 1A00009.
Figure 29

The error message gives the option to override and use the Account that expired anyway, or to use the
Continuation Account or to use a different Account. The Continuation Account or different Account need to be
entered manually.
Create a new Account
Page: 18 of 52
Figure 30

The Closed? field only needs to be ticked when the Account is being closed.

When the account closed flag is selected, transactions may no longer post against the account.
Figure 31

The account may not be closed if there any balances or pending transactions against it.

Only a system supervisor user can reopen a closed account.

When an Account may be closed:
o
An account closed indicator must be selected
o
Account expiration date must be the current date or earlier
o
A continuation account number must be provided
o
The account must meet all the following criteria:

expires on or before the current date

has no budget balance

has no pending ledger entries

has no open encumbrances

has no actuals
Figure 32

The Account Type Code is very important.

The Account Type is an attribute of Account that is used to categorize accounts for reporting, as well as
defining business rules.

The Account Type determines the Account Number.
Account Type Code: Select
1.
or look up
the Account Type Code K – IREA / ITEA from
the list.
Create a new Account
Page: 19 of 52

The Account Types and Descriptions:
Account Type
Description
A
OFFICE ADMINISTRATION (SOF 1)
B
EXTERNAL
C
SHORT COURSES
D
SUBSIDISED RESEARCH
EA
ANIMAL HEALTH EARMARKED GRANTS (NO VAT)
EB
TEACHING EARMARKED GRANTS (VAT 12.5%)
EC
CLINICAL TRAINING EARMARK GRANT (NO VAT)
EF
FOUNDATION EARMARKED GRANTS (NO VAT)
ER
RESEARCH EARMARKED GRANTS (NO VAT)
ES
RESEARCH EARMARKED GRANTS (VAT 12.5%)
ET
TEACHING EARMARKED GRANTS (NO VAT)
F
STAFF DEVELOPMENT
G
SUBSIDY
GA
FIXED ASSETS
GB
MERIT BONUS PROVISION
GC
SALARY ADJUSTMENT PROVISION
GD
FACULTY SUPPORT
GF
AD HOC FRINGE BENEFIT PROVISION
GG
INDIRECT COST RECOVERED
GH
30% DISTRIBUTION
GJ
10% DISTRIBUTION
GL
LEAVE GRATIFICATION PROVISION
GM
MEDICAL PENSIONERS PROVISION
GP
PERSONNEL PROVISION (MEDICAL)
GQ
CENTRAL ZERO ACTIVITIES
GS
STRATEGIC FUNDS (VAT PER ACCOUNT: NO VAT OR 12.5%)
GU
TEMPORARY SALARY RESERVE (SOF1)
GV
BALANCE SHEET
GW
WORKMANS COMPENSATION COMMISSION
GX
UNDEFINED PROJECT BUDGETS - 2
GY
UNDEFINED PROJECT BUDGETS - 3
GZ
UNDEFINED PROJECT BUDGETS - 5
H
HOSTELS
K
IREA / ITEA
KG
IREA / ITEA GENERAL - RESERVE
KT
ITEA
M
BURSARIES (FSS)
P
PROJECTS - NOT RESEARCH
PQ
THRIP - INDUSTRY - PROJECT
PR
PRIVATE RESEARCH - PROJECT
PS
NRF - PROJECT
PU
GOVERNMENT RESEARCH (OLD RG) - PROJECT
PV
MEDICAL RESEARCH COUNCIL - PROJECT
PW
WATER RESEARCH COUNCIL - PROJECT
Create a new Account
Page: 20 of 52
Account Type
Description
PX
RESEARCH CONTRACTS - PROJECT
Q
THRIP - INDUSTRY
R
PRIVATE RESEARCH
S
NRF
T
INSTITUTION CONTRIBUTION: THUTHUKA
TR
INSTITUTION CONTRIBUTION: INCENTIVE FUND
U
GOVERNMENT RESEARCH (OLD RG)
V
MEDICAL RESEARCH COUNCIL
W
WATER RESEARCH COUNCIL
X
RESEARCH CONTRACTS
Figure 33

The Sub-Fund Group Code is also very important.

The Sub-Fund Group defines the type, purpose, or source of funds that are found in that account.

Sub-fund group may be used for reporting purposes and for business rules on the KFS transactional
documents.
1.
Sub-Fund Group Code: Lookup
the Sub-Fund Group Code DSRES from the list.
Figure 34

The Account Fringe Benefit should remain ticked.
Figure 35

You do not need to complete the Fringe Benefit Chart of Accounts Code and the Fringe Benefit Account
Number.
Create a new Account
Page: 21 of 52
Figure 36
Figure 37

The Higher Education Function Code is used to classify the purpose of the Account.

The code indicates whether the activities associated with an account are for purposes such as instruction or
research.

This information aids in reporting, and in some cases, may determine applicable business rules.
1.
Higher Education Function Code: Click lookup
. The Higher Education Function Lookup
table is displayed.
Select the appropriate code and click
next to the code. Choose 2.0 Research
2.
for this example.
Create a new Account
Page: 22 of 52
Figure 38

The Account Restricted Status Code is used to indicate whether the funds are restricted, unrestricted, not
applicable and temporarily restricted:
o
R - Restricted - Funds received in terms of legal requirement that must be used only for specified
purposes e.g. bursaries.
o
U - Unrestricted - Funds may be used (by institution's controlling body / council) for any purpose it
deems necessary.
o
N - Not Applicable - No restrictions.
o
T - Temporarily Restricted - Funds received in terms of legal requirement that must be used only for
specified purposes but after a certain period (specific date) the restriction is lifted.
Account Restricted Status Code: Select
1.
or look up
U - UNRESTRICTED from the list
for this example.
Figure 39

You do not need to complete the
o
Account Restricted Status Date
o
Endowment Chart of Accounts Code or
o
Endowment Account Number.
Figure 40

You do not need to complete the VAT Recovery Rate.

The Account document route to the Institutional Office Tax Services department who will evaluate the
supporting documents and determine the applicable VAT Recovery Rate.

The Internal Interest also routes to the Interest Manager who will determine according to the rules and
regulations whether the Account will receive (or pay) internal interest or not.

Management Accounting Services also evaluate the documentation after the document routes to them.
They determine if the account represents a project with surplus division.
Create a new Account
Page: 23 of 52
Figure 41

The Account Group is used to group certain Accounts within an Organisation into smaller groups.

These Accounts must be part a specific project or purpose.

The Account Group is for reporting purposes only.
Figure 42
1.
Account Group: Click look up
2.
Click
Create a new Account
. The Account Group Lookup is displayed.
Page: 24 of 52
Figure 43
Choose 31792 CHE: CHEM ISTRY (SUBSIDY) for this exam ple. Click
3.
next to the
code.
Figure 44
Create a new Account
Page: 25 of 52
Figure 45
Figure 46

The Source of Funds Code indicates from where the funds are received:
o
SOF 1 - Subsidy / Tuition Fees / IREA / ITEA
o
SOF 2 - Research Councils e.g. NRF, MRC etc.
o
SOF 3 - External funds: Industry
o
SOF 4 - Investment Income
o
SOF 5 - External funds: Foreign Funds
1.
Source of Funds Code: Click look up
2.
Click
Choose 1 for this example. Click
. The Source of Funds Lookup is displayed.
next to the code.
3.
Create a new Account
Page: 26 of 52
5.6
Account Responsibility Tab
Figure 47

The fields on this tab define the individuals responsible for the account as well as continuation account
information.

Each account must have three individuals (principals) identified to manage accounts. They are Fiscal Officer,
Account Supervisor, and Account Manager.
o
Account Supervisor has an account leadership role.
o
Account Manager has an account operational role.
o
Fiscal Officer has an account oversight role.

The Account Supervisor cannot be the same person as the Fiscal Officer or the Account Manager.

The Account Supervisor is typically the unit leader responsible for the fiscal integrity of the organization. This
role will provide leadership, oversight, and management philosophy to ensure that all funds are spent and
managed according to the goals, objectives, and mission of the organization, and in accordance with
institutional policies. The Account Supervisor will also ensure that the Fiscal Officer has the education and
training required to perform his/her assigned functions.

The Account Manager has the responsibility for ensuring that funds are spent and managed according to the
goals, objectives, and mission of the organization, to ensure that the funds are being spent according to a
budgeted plan, and that the allocation of expenditures is appropriate to the function identified for the account.

The Fiscal Officer provides daily oversight on how the funds are spent and managed. This oversight includes
ensuring funds are budgeted, where appropriate, that they are spent according to fiscal policy, that funds are
spent in alignment with the account purpose, that processes and controls are in place and that transactions are
recorded and reported properly. Approval authority on all financial transactions rests with the Fiscal Officer,
and the Fiscal Officer is the only person who can delegate signature authority on an account.
Create a new Account
Page: 27 of 52
Figure 48

The Person Lookup can be used to search for persons to select as either the Fiscal Officer, Account
Supervisor or Account Manager.
Create a new Account
Page: 28 of 52
Figure 49

The Fiscal Officer is the individual who is responsible for the fiscal management of the account.
1.
2.
Fiscal Officer Principal Name : Click lookup
. The Person Lookup is displayed.
Type *Jacobs* in the Last Name field.
3.
Click
4.
Choose 11942657 Jacobs, Elizna for this exam ple. Click
Create a new Account
next to the code.
Page: 29 of 52
Figure 50

The Account Supervisor oversees the management of the account at a higher-level than the fiscal officer, but
rarely receives any direct requests for action from the KFS. The account supervisor cannot be the same as the
fiscal officer or the account manager.
1.
Account Supervisor Principal Name : Click look up
2.
Type *Pienaar* in the Last Name field.
3.
Click
4.
. The Person Look up is displayed.
Choose 10062092 Pienaar, Jacobus Johannes for this exam ple. Click
next to
the code.
Create a new Account
Page: 30 of 52
Figure 51

The account manager has the responsibility for ensuring that funds are spent and managed according to the
goals, objectives and mission of the organization, to ensure that the funds are being spent according to a
budgeted plan and that the allocation of expenditures is appropriate to the function identified for the account.
The “owner” of the account at NWU will be assigned as the account manager.
1.
Account Manager Principal Name : Click lookup
2.
Type *Vosloo* in the Last Name field.
3.
Click
. The Person Lookup is displayed.
Choose 10063552 Vosloo, Hermanus Cornelius Moolman for this exam ple. Click
4.
next to the code.
Figure 52

The Continuation Chart of Accounts Code is required if the account has an expiration date.

The Chart Code for the continuation account must be completed.

The Continuation Account Number is optional unless the account has an expiration date, in which case it is
required. Enter the account that accepts transactions which are being processed on the account after the
account expiration date, or search for it from the Account lookup.
Figure 53

You do not need to complete the Income Stream Chart of Accounts Code and the Income Stream Account
Number.
Create a new Account
Page: 31 of 52
Figure 54

The Budget Record Level Code indicates if the account is recording its budget by:
o
A = Account
o
C = Consolidation
o
O = Object Code
o
L = Level
o
S = Sub-Account
o
M = Mixed
o
N = No budget

An account in the General Fund group cannot have a budget record level code of 'Mixed.'

The Account Sufficient Funds Code is required. Select the code that indicates what level the account is
going to be checked for sufficient funds in the transaction processing environment from the Account Sufficient
Funds list.
Sufficient Funds checking will not be used by NWU. Choose No Checking from the available
choices:
o
A = Account
o
C = Consolidation
o
L = Level
o
O = Object Code
o
H = Cash
o
N = No Checking
Figure 55

You do not need to complete the
o
Transaction Processing Sufficient Funds Check,
o
External Encumbrance Sufficient Funds Indicator
o
Internal Encumbrance Sufficient Funds Indicator
o
Pre-Encumbrance Sufficient Funds Indicator and the
o
Object Presence Control Indicator
Create a new Account
Page: 32 of 52
5.7
Guidelines and Purpose Tab
Figure 56

The fields in the Guidelines and Purpose tab collect text description that provide details relating to the type of
expenses that should be charged to the account, the source of its income, and the account's overall purpose.

Account Expense Guideline Text: Enter the text describing the overall purpose of the account and the
function it supports.
The Tax Manager will replace this explanation with the details explaining the VAT
Recovery Rate assigned to the account.

Account Income Guideline Text:
Enter the text describing the overall purpose of the account and the
function it supports. The chart manager will determine the correct income objects for this account and will list
them here replacing the previously entered explanation. The combinations will also be linked accordingly.

Account Purpose Text: Enter the text describing the overall purpose of the account and the function it
supports.
5.8
Account Description Tab
Figure 57

You do not need to complete the Account Description Tab.
Create a new Account
Page: 33 of 52
5.9
Contracts and Grants Tab
Figure 58

You do not need to complete the Contracts and Grants Tab.
5.10
Indirect Cost Recovery Accounts Tab
Figure 59

You do not need to complete the Indirect Cost Recovery Accounts Tab
5.11
Notes and Attachments Tab
Figure 60

In this tab you are required to add notes and attachments as supporting documents to the transaction.
1.
Type your note in the Note Text field.
2.
Click on
3.
Click on
Create a new Account
and browse on your com puter for the file that you want to attach .
when you are satisfied .
Page: 34 of 52
5.12
Ad Hoc Recipient Tab
Figure 61

You can use this tab to add extra persons / groups that needs to be notified about this transaction additionally
to the normal routing.
1.
2.
3.
4.
Click on
to choose from the available Actions.
Choose the action you want the person to tak e, for example
Tab to the next field: Person.
Com plete the person’s staff number/username or click on
, search in the next screen for
the person and return the value.
5.
Click
6.
Click on
Create a new Account
when you are satisfied .
at the bottom of the E-doc.
Page: 35 of 52
5.13
Route Log Tab
Figure 62

The user needs to submit the document, in order for it to Route for Approval.
Click on
at the bottom of the E-doc.
1.
The Route Status currently shows ENROUTE.
2.
3.
Click on
Create a new Account
in the Route Log tab to follow the workflow of the document .
Page: 36 of 52
Figure 63
Figure 64

Future Action Requests shows where the document will route after the Pending Action Requests are fulfilled.

Appropriate fiscal officers, account supervisors and chart managers approve the document.

Routing for the Account for NWU:
Initiator - Initiate
Fiscal Officer - Approve
Account Supervisor - FYI
Tax Manager - Approve
Management Accountant - Approve
Interest manager - Approve
Campus Chart Manager - Approve
University Chart Manager - Approve
Final
4.

Click on
in the Future Action Requests tab.
Important: Take note of your Document Number in the top right corner before you close the document.
5.
Click on
Create a new Account
to close the document .
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5.14
Approval of the document
Figure 65

The next person in the Route Log (the action is requested of) needs to go to their Action list.
1.
2.
This person must now log into KFS .
Click on
Figure 66

The documents that need his/her attention will be displayed in this Action list, indicating the Action Requested
1.
Click on the document ID ( 3630 in this example) to open the document.
Create a new Account
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Figure 67

Take the action required from you at the bottom of the E-doc after reviewing the contents.

If you do not agree, you may disapprove the document.

Please note: When an Account is disapproved, the initiator will have to start from the beginning again!
1.
Review the docum ent and m ake adjustments if necessary – if you are allowed to .
2.
Click on
Create a new Account
at the bottom of the E-doc.
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Figure 68

During the approval process you can at any time search for the document and look at the route log to check
who still needs to approve and at what stage the process are.

The Actions Taken Tab display who already took action and the Pending Actions Tab indicate who is next in
line to approve.
Create a new Account
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Figure 69

The document proceeds through the workflow until the last required approval was obtained (no more Pending
or Future Action Requests). The routing is complete and the document status becomes FINAL.

The Status is FINAL when you search for the Document in the doc search (next to the action list).
Figure 70
Create a new Account
Page: 41 of 52
Figure 71
Figure 72

When the status is FINAL, the temporary Account Number is replaced with the actual Account Number that
was systematically determined and assigned to the Account as a result of all the criteria that was entered.
Create a new Account
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
The Account Number that will be used in transactions etc. is now displayed in the Account Number field. The
source of funds code and account type code are the building blocks of the auto generated account code.
Figure 73
Figure 74

In the Notes and Attachments Tab a note also display that the Account Number was changed to 1K00001.
5.15 Additional information
Figure 75

The underlined inquiry results will provide more information when you click on it.
1.
Click on
2.
Click
Create a new Account
after viewing additional information.
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Figure 76
3.
4.
Click on
Click
Create a new Account
after viewing additional information.
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Figure 77
5.16 Sorting the inquiry results
Figure 78

The inquiry results can be sorted by any of the columns’ values by clicking on the underlined column heading.
1.
Click on
for example. The results will be sorted according to the values in the
column.
Create a new Account
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Figure 79
5.17 Search using wildcards
Figure 80

You can search for all your Accounts within an Organization or narrow it down by using the wildcard *.
Create a new Account
Page: 46 of 52
Figure 81

In Figure 76 all the Accounts in Organization 1243 were displayed. If you want to display only the SOF 5
Accounts, for example, you can do it by using the wildcard *.

The wildcard * (or %) is used to search for records containing certain characters. In the example in Figure 77
only the accounts starting with a “5” (SOF 5) are now displayed.
Type 5* in the Account Num ber field to search for only those accounts starting with 5.
1.
Create a new Account
Page: 47 of 52
Figure 82

You can also search for an Account on the Account name by using the wildcard * if you know part of the name.
1.
2.
Type *Prof* in the Account Nam e field to search for those accounts containing *Prof* in the
Account Nam e.
Click
.
Figure 83
Create a new Account
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6. Export search results to an Excel spreadsheet
Figure 84

You can export Account information to Excel.
1.
2.
Organization Code: W hen you open the Account docum ent, enter your organization, for
example 12 in the Organization Code field.
Click on
Create a new Account
at the bottom of the inquiry results.
Page: 49 of 52
Figure 85

To export the entire result list in .csv, spreadsheet, or .xml format, scroll to the bottom of the screen and click a
link to choose from among these options:
3.
Click on
at the bottom of the inquiry results.
Figure 86
4.
Click on
at the bottom of the screen.
Figure 87
5.
Click on
Create a new Account
in the next screen in Excel.
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Figure 88
6.
Save the docum ent on your com puter. You can now use Excel functions lik e sort, filter etc.
to process the data according to your reporting needs.
Create a new Account
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Lesson Summary
Having completed this lesson you should be able to:

Understand the definition and purpose of an Account E-doc

Understand and apply the business rules

Initiate and complete an Account E-doc

Approve an Account E-doc

Search for your Account E-doc in order to follow the workflow progress

Export your Accounts to Excel
Create a new Account
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