Account sets

An account set is a record that combines general ledger account and dimension values into one string. Typically, an account set is used for the following purposes:

Ease of entry: Account Sets help users enter the general ledger account and dimensions on a line. To use account sets for data entry, you must configure them.
Validation: You can validate the entered general ledger account and dimensions against a predefined set of allowed combinations that are configured through the account sets. Validation is enabled by document type on the Dimension Validation Setup page.

To view the Account Sets page

Select Search (Alt+Q) , enter account sets, and then select the related link.

The Account Sets page opens.

Create account sets

You can configure account sets as a combination of general ledger account and all or only some dimensions. You can also configure account sets as a combination of general ledger account and a combination of dimensions.

To create an account set

Select Search (Alt+Q) , enter account sets, and then select the related link.

The Account Sets page opens.
On the action bar, select New.

A new row appears.
In Code, specify a code to represent the account set.
In Description, specify a description for the account set.
To block an account set, select the Blocked checkbox.
To make the account set available on purchase requisitions, payment requests, and expense claims, select the Available on Finance Requests checkbox.
In Account No., specify the account number for the account set.
To make the account set available on cash receipts, select the Cash Receipts checkbox.
Specify values for other fields as required.

Copy Account Sets

To create account sets using a single filter for one or more of the dimensions, use the copy dimensions feature. For example, a school board opens up a new school and wants to create the same account set records for the new school using the data that is currently setup for an existing school.

Note

Note:
If you filter the Account Sets page, these filters are applied to the Copy Accounts Sets page.

To copy an Account Set

Select Search (Alt+Q) , enter account sets, and then select the related link.

The Account Sets page opens.
On the action bar, select Copy.

The Copy Account Sets page opens.
On the Filter FastTab, specify values to filter the account sets that you want to copy.
On the Copy To FastTab, specify the new dimension values for the copied dimensions.
On the Account Set Delimiter FastTab, perform the following steps:
1. In Delimiter, specify the character that is to be used to separate dimensions in an account set.
2. In Select Segment, specify the location of the dimension that you want to copy.
Select OK.

Example

A series of account sets exist where Department=Prod, Program=Medium, and Fund=003.

You want to copy these account sets and change the Program=Large.

HRP GL Code

The HRP GL Code field on the Account Sets page provides a mapping between Sparkrock EdHRP payroll General Ledger (GL) codes and Sparkrock Finance account sets. This field is used by the Sparkrock EdHRP integration to validate payroll GL codes against Sparkrock Finance before attempting a journal import.

The HRP GL Code field is optional. The field accepts values up to 50 characters. The value must be unique across all account sets. If you enter a value that is already used on another account set, the save is rejected with a validation error.

Learn more in Set up a Sparkrock EdHRP integration.

Payroll Account

The Payroll Account checkbox on the Account Sets page specifies whether an account set is designated for payroll use. When you select Payroll Account on an account set, Sparkrock Finance automatically syncs the account set to Sparkrock EdHRP.

Learn more in Set up a Sparkrock EdHRP integration.

Set up account set totaling and indenting
Set up account set validation
Set up a Sparkrock EdHRP integration