Chart of Account changes via Contribution's Update via Disk

stavefan · Post by **stavefan** » Sat Dec 17, 2005 9:56 am

Hi all,

Ok...Here is a question that I do not find an answer for in the manual.

Consider the following:

A user handling contributions needs to create the appropriate accounts in the Chart of Accoutns for handling restricted contributions. This user must update the Fund Accounting via diskette because the Accounts Payable processed is handled by a seperate, non-networked machine.

Now, the question: Does the account information that the Contributions user created within the Chart of Accounts get transferred via the diskette? Or does the Accounts Payable person have to manually enter the new accounts manually?

Any thoughts/insights would be appreciated.

Thank you,

stavefan

Matt · Post by **Matt** » Sat Dec 17, 2005 12:58 pm

I have a feeling that the answer to your question is no. I think all that transfers on the diskette is the debit and credit transactions from the Contributions module to update Fund Accounting. However, you could run a simple test to confirm this by entering a "dummy" contribution for $1.00, add a new account, then transfer the data via diskette to your other computer and see if it updates the chart of accounts. Once you are complete with the test, just reverse the "dummy" contribution posting for $1.00 and delete the account you added.

stavefan · Post by **stavefan** » Sat Dec 17, 2005 1:01 pm

hmmm...thanks for the input....I will give that a shot in the upcoming weeks.

Thanks,

stavefan

Post by **Jeff** » Sun Dec 18, 2005 6:56 pm

Matt is right. Those accounts will not be created on the "accounting install just from the import." What will happen is the trasnaction will import into the unposted in Fund Accounting and the accounts will then show "undefined" as the name. You should get an error message when you try to post in FA. The person running FA will need to add the need restricted accounts in order for the transaction to post. (This is all assuming those acconts were not already in use in FA.)

stavefan · Post by **stavefan** » Fri Dec 23, 2005 2:12 pm

Jeff...let me make sure that I understand this...

the software will accept the transactions with the new accounts and create "dummy" accounts with the name "undefined". It is up to the two users to coordinate the names of the accounts at a later time before the transaction is posted to FA by the Accounts Payable user.

Please let me know if I have the correct interpretation.

Thanks,

stavefan

Post by **Jeff** » Fri Dec 23, 2005 3:31 pm

Yes, it should import the transaction. It is not really dummy accounts, the accounts are orphaned records and won't post until the numbers are defined or changed to valid account numbers.