Natural Account

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The Natural Account screen is used to define a new natural account and view or modify information on an existing natural account.

The screen can be displayed in Add mode, Edit mode, or Details mode. In Details mode, the information displayed on the screen is read-only and cannot be updated.

If you have chosen to maintain the same detail level codes and need that continuity with the Dept of Accounting, you may choose to setup additional financial and natural account codes to match the Dept. of Accounting general ledger account codes. If you are using summary accounts then this would not apply.

Add Natural Account screen

Edit Natural Account screen

Natural Account screen

Screen Access

To add a natural account:

Display the Natural Accounts List screen > Click the Add button.

To edit a natural account:

Display the Natural Accounts List screen > Select a natural account in the Natural Accounts List data grid > Click the Edit button.

To view the details of a natural account:

Display the Natural Accounts List screen > Select a natural account in the Natural Accounts List data grid > Click the Details button.

Interface Initialization

Upon initial display of the screen, the following occurs:

The title bar text is set to "Natural Account".

In Add mode:

The Natural Account Code text box is enabled and blank.
The Natural Account Name text box is enabled and blank.
The Account Type drop-down list box is enabled and blank.
The Normal Balance radio button group box is enabled with Debit selected.
The Mandatory Account check box is enabled and unchecked.
The Agency Required check box is enabled and unchecked.

The OK button is visible and enabled as the default.

The Cancel button is visible and enabled as the default.

In Edit mode:

The Natural Account Code text box is disabled and displays the previously saved value.

All other data controls are visible, enabled, and display the previously-saved values.

The OK button is visible and enabled as the default.

The Cancel button is visible and enabled as the default.

In Details mode:

All data controls are disabled, read-only, and display the previously saved values.

The Close button is visible and enabled as the default.

Screen Elements

Unless otherwise stated below, all controls on the Natural Account screen are visible and enabled when:

The screen is displayed in Add mode.

The screen is displayed in Edit mode.

Unless otherwise stated below, all controls on the Natural Account screen are visible and disabled when:

The screen is displayed in Details mode.

If one or more special conditions exist that affect a control on the Natural Account screen, the condition(s) are documented for that specific control below.

Natural Account Code text box

Enter the unique ID or code for the natural account in the Natural Account Code text box.

This text box accepts numeric characters only and the value must be greater than or equal to 100000.

The control is disabled when:

The screen is displayed in Edit mode.

When creating a new Natural Account Code, a unique natural account code must be assigned. If is not unique, the system displays the E0060 standard error message.

Natural Account Name text box

Enter the name for the natural account in the Natural Account Name text box.

The maximum number of characters that can be entered in the text box is fifty (50) characters.

It defaults to blank. The text box allows the entry of alphabetic, numeric, and special characters. Special characters are limited to the following: pound (#), ampersand (&), hyphen (-), comma (,), period (.), forward slash (/), and apostrophe (').

Account Type drop-down list box

Select the type or classification of the natural account in the Account Type drop-down list box.

It is disabled if journal entries have been made. It will be filled with all the types in the ACCOUNTTYPE table in alphabetical order.

Normal Balance radio button group

Select an option in the Normal Balance radio button group.

Select one of the following options to indicate whether this is a debit account or credit account.

It defaults to debit upon initial presentation for Add button.

Debit radio button

Click this option to identify the normal balance of the natural account as debit.

Credit radio button

Click this option to identify the normal balance of the natural account as credit.

If the Normal Balance is Debit, the Debit trans. amount is positive and Credit trans. amount is negative. If the Normal Balance is Credit, the Credit trans. amount is positive and Debit trans. amount is negative. The balance of accounts is: A = L + OE

Asset Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Cash, Accounts Receivable) Estimated and Received Award/Grant Allotment, Rebates
Liability Account - (Normal Balance is Credit) Increase is a Credit and Decrease is a Debit (Accounts Payable) Encumbrances, Obligations, Restriction or Reserve or Earmark on Assets or available spending authority pending recording the actual liabilities and/or expenditures
Expense Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Food, Postage, Office Supplies)
Income Account - (Normal Balance is Credit) Increase is a Credit and Decrease is a Debit (Revenue/Sales) Fund Awards/Grants, Fund Anticipated Rebates Income
Fund Balance Account - (Normal Balance is Debit) Increase is a Debit and Decrease is a Credit (Fund Balance for Expected Surplus or Deficit, Retained Earnings)

Mandatory Account check box

Select the Mandatory Account check box to indicate the natural account is mandatory.

Agency Required check box

Select the Agency Required check box to indicate an agency selection is required when journals entries are added to the natural account.

OK button

Click the OK button to process the screen.

It is the default button for the screen, unless otherwise noted.

The control is visible and enabled when:

The screen is displayed in Add mode.

The screen is displayed in Edit mode.

It does not have a mnemonic. Its keyboard shortcut is the Enter key.

The Natural Accounts List screen displays when the button is clicked.

Cancel button

Click the Cancel button to close the screen without processing or saving data.

The control is visible and enabled when:

The screen is displayed in Add mode.

The screen is displayed in Edit mode.

It does not have a mnemonic. Its keyboard shortcut is the Esc (escape) key.

The Natural Accounts List screen displays when the button is clicked.

Close button

Click the Close button to close the screen.

The control is visible and enabled when:

The screen is displayed in Details mode.

It does not have a mnemonic. Its keyboard shortcut is the Esc (escape) key.

The Natural Accounts List screen displays when the button is clicked.

Processing

If data can be validated and saved on the screen, the following processes occur when the screen is processed:

A process to check for required controls as identified in the Data Map below is performed.
A process to check for valid entries as identified individually for each applicable control in Screen Elements above is performed.
A process to check for edits and cross edits as identified for each applicable control in Screen Elements above is performed.
If any checks or processes fail, a standard error message displays.

If no data can be validated and saved on the screen:

No cross edits are performed.
All values are considered legitimate.
No data is written to the database.

Data Map

The Data Map defines the values saved for all controls on the screen. If available, any additional notes or comments are displayed in the Notes column.

Control Label	Required	Table	Column	Notes
Natural Account Code	X	·	·	·
Natural Account Name	X	·	·	·
Account Type	X	·	·	·
Normal Balance	X	·	·	·
Mandatory Account	·	·	·	·
Agency Required	·	·	·	·

Software Version: 2.40.00