Procedures - Accounting Distribution

Once an account has been added to a company, it must be combined with a center to create a valid accounting distribution. A valid accounting distribution is made up of the company, account, and center. These valid accounting distributions are used when entering documents in the North Carolina Accounting System. An accounting distribution must be valid before it can be used.

Establishing an Accounting Distribution

To add an accounting distribution, you must enter information on the following three screens:  

  • The Add or Change an Account (286) screen is used by authorized agency personnel to add accounts that already exist on the Statewide Master Account List to their agency companies.
  • The Add or Change an Account/Cntr (287) screen is used by agencies to create or maintain company/account/center combinations. Complete company/account/center combinations must be added before being used in the system.
  • The Miscellaneous Description (288) screen allows agencies to add descriptions for a center. Descriptions can be general or they can be specifically tied to a fund, budget code or cost center. Descriptions are used for inquiring and reporting purposes.

Descriptions are established for:

  • Center
  • Fund
  • Center components (RCC, funding source)
  • Budget code
  • Performance (program) budgets
  • CFDA (grant)

Adding an Account

When you add accounts, you need to add the original account and its related family of accounts as follows:

When you add a 53XXXX account, you need to add the following accounts:

  • 73XXXX
  • 78XXXX
  • 83XXXX
  • 03XXXX

When you add a 43XXXX account, you need to add the following accounts:

  • 63XXXX
  • 68XXXX

The following are account descriptions:  

  • 43XXXX Actual Revenue
  • 53XXXX Actual Expense
  • 63XXXX Authorized Revenue
  • 68XXXX Certified Revenue
  • 73XXXX Authorized Budget
  • 78XXXX Certified Budget
  • 83XXXX Purchasing Encumbrance
  • 03XXXX Accounts Payable Encumbrance

If you do not add the complete family of accounts, you may receive an error message when you try to process the transaction. There are reports available that you can run to check that all account families are properly established. 

graphic box

Once an account has been added to a company, it must be combined with a center to create a valid accounting distribution. A valid accounting distribution is made up of the company, account, and center. These valid accounting distributions are used when entering documents in the North Carolina Accounting System. An accounting distribution must be valid before it can be used.

Establishing an Accounting Distribution

To add an accounting distribution, you must enter information on the following three screens:  

  • The Add or Change an Account (286) screen is used by authorized agency personnel to add accounts that already exist on the Statewide Master Account List to their agency companies.
  • The Add or Change an Account/Cntr (287) screen is used by agencies to create or maintain company/account/center combinations. Complete company/account/center combinations must be added before being used in the system.
  • The Miscellaneous Description (288) screen allows agencies to add descriptions for a center. Descriptions can be general or they can be specifically tied to a fund, budget code or cost center. Descriptions are used for inquiring and reporting purposes.

Descriptions are established for:

  • Center
  • Fund
  • Center components (RCC, funding source)
  • Budget code
  • Performance (program) budgets
  • CFDA (grant)

Adding an Account

When you add accounts, you need to add the original account and its related family of accounts as follows:

When you add a 53XXXX account, you need to add the following accounts:

  • 73XXXX
  • 78XXXX
  • 83XXXX
  • 03XXXX

When you add a 43XXXX account, you need to add the following accounts:

  • 63XXXX
  • 68XXXX

The following are account descriptions:  

  • 43XXXX Actual Revenue
  • 53XXXX Actual Expense
  • 63XXXX Authorized Revenue
  • 68XXXX Certified Revenue
  • 73XXXX Authorized Budget
  • 78XXXX Certified Budget
  • 83XXXX Purchasing Encumbrance
  • 03XXXX Accounts Payable Encumbrance

If you do not add the complete family of accounts, you may receive an error message when you try to process the transaction. There are reports available that you can run to check that all account families are properly established. 

budget fund graphic

If this is the case, a center and center description need to be established for the following:

  • Full center description
  • Fund description
  • RCC/Organization description
  • Program description

See Also:

Adding a Full Center Description

Adding a Budget Fund Description

Adding a Center Element Description

Agency Batch COA Maintenance

Click here to view the Agency Batch COA Maintenance topic which contains detailed information.

Summary

The system will check to ensure that all accounts added to your company are included on the Statewide Master Account List. You also need to establish all valid company/account/center combinations for each company. Descriptions are also added for inquiry and reporting purposes.