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Copying an Existing Account

To copy an existing account, 

1. Navigate to ‘Account’ Account.  
2. In the Account Lookup fields, enter any known information about the account you wish to copy.  
3. Click Search.  
4. Click on Copy.  Image Removed

5. Enter a description for the account. 
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   Info
   This description appears in the approver’s action list , as well as and in eDoc searches.

   
   

Account Maintenance Tab

The Account Maintenance tab is tab is divided into two sections, : left and right.     

• The left side is for the previous (i.e., existing) or copied account.  

• The right side is for the “proposed” proposed (i.e., new) account. On the right side of the Account Maintenance tab, you can change the data as needed for the new account.
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  Tip
  title Chart Manager Tip
  Remember to create a name for your new account and enter it over the copied account’s name.

  
  

Data Entry: Miscellaneous Notes

• In the ‘Chart Code’ Chart Code field, enter enter UC.  
• In the ‘Account Number’, enter the Org Number, followed by  001In the Account Number field, enter the Org Number followed by 001, 002,  etcetc. 
  • For example, you might enter the Example: 7-digit number , 1549001– 1549001. 
  • A central office will fill in the final account number later. 
• In the ‘Account Name’ field, enter a new the Account Name field, enter a new title for the account. 
• In the ‘Organization Code’ the Organization Code field, enter a 4a 4-digit KFS department number. 
• Select the appropriate ‘Campus Code’ Campus Code from the dropdown drop-down menu.
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• In the ‘Account he Account Effective Date’ Date field, you can enter a future date.
• If you enter a date in the ‘Expiration Date’ Expiration Date field, then you will also need to enter a continuation account in the Account Responsibility tab.   
• The account’s postal code, city name, and state code can all be changed as needed.  
• In the ‘Account Account Street Address’ Address field, enter the Unit Number.   

• If the Closed? checkbox   is checked, it indicates that (1) you are requesting to close the existing account and (2) a continuation account needs to be selected. Selecting this checkbox would not will not close a new account.
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  Note
  title Note
  In filling any of of these fields, use your best judgementjudgment. The Chart Manager can change or correct the fields if needed.   You can select N/A whenever it is appropriate to do so.

  
  

• The ‘Account Account Type Code’ Code further identifies the classification of the account.   
• The ‘SubSub-Fund Group Code’ Code identifies the type of funding for the account.   

• The ‘Higher Higher Ed Function Code’ is used for classifying Code classifies accounts for financial statement purposes.
  

  Info
  title Info
  For guidance on choosing a code, review the Accounting Office’s Account Setup page.

  
  

• The ‘Account Restricted’ Account Restricted field is used for identifying restricted, temporarily restricted, and unrestricted accounts.
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• UConn Custom Extended Attributes 
  • The ‘Bank Code’ and ‘Fund SID’Bank Code and Fund SID fields are required. You will be able to can select a bank code or a fund SID from a drop-down list.  
  • The ‘Department Account Owner Code’ field is optional. You will be able to can select the appropriate department account owner code or type code from a drop-down list.  
  • The ‘Department Department Ref 1’ 1 and “Department Department Ref 2” 2 fields are optional. This field is free-form, which means that it enables you can enter information without having to select it from a dropdown drop-down list. Image Removed

Account Responsibility Tab

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Account Supervisor

Account supervisors Supervisors act as as Department Heads or the Principal Investigator. These individuals usually have Department or Division-level management of the account. 

Account Manager

The account manager Account Manager is responsible for ensuring that funds are spent and managed according to the goals and objectives of the University.  
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Only the appropriate offices should complete the fields on the Plant Plant tabs, Contracts and Grants Grants tabs, and the Budget Construction Construction tab. Do not edit the information on these tabs.
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Guidelines and Purposes Tab

For this tab, enter information about the accounts that will be used.   These descriptions will help the Chart Managers determine certain attributes for financial reporting and for future reference in your department. See the example below. 
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Account Description Tab

The Account Description Tab provides information about the on-campus location. Each building is identified by the Building Campus Code and a Building Code.   This tab is only required for construction project accounts. 
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