Structure Maintenance Overview

Use the Structure Maintenance window to define and maintain account structures — which determine the formatting rules for all of the account codes that will be in the Chart of Accounts.

Fund & Controlling Elements

Each account structure is required to have a designated fund element, and each account format must have a designated controlling element.

• The fund element tells AptaFund which part of your account code represents the fund.

• The controlling element tells AptaFund which element will be used to indicate the account type — asset, liability, expenditure, etc.

• Click here for instructions on setting the fund & controlling elements.

Structure Maintenance statuses

• Undefined: When a new account structure is created, it is in the Undefined state. You can't change the name of the structure, but you can change other attributes of an undefined structure — including the number and format of account structure elements, the Fund and Controlling Elements, other static elements, and account formats.

• Defined: An account structure only becomes defined when you accept the structure definition. You shouldn't perform this command until you are completely satisfied with the created structure, its Fund and Controlling Elements, other static elements, and the account formats.

• Active: An account structure moves into the Active state when it’s tied to an accounting cycle. You can change an Active structure’s description. You can also set static elements, although this is not recommended since your existing general ledger entries may not balance within the new static elements, and there is no easy way to tell what’s out of balance.

Structure process

1. Create an account structure.

2. Add elements to the structure.

3. Set the fund and controlling elements.

4. Enter the account formats.

5. Accept the account structure.

After you've defined a structure, you can navigate from the Structure Maintenance window to the Element Value Maintenance window by checking the box for an element and selecting Edit Element Values from the More menu. The selected element and any of its previously defined element values will be displayed.

Other Structure Maintenance functions

• About static elements in an account structure

• Edit an account structure description

• Delete an account structure

• Edit an element from an account structure

• Delete an element from an account structure

• Edit an account format

• Clear a controlling element

Return to Chart of Accounts Overview