Friday Feature - Eliminating Mistakes by Fund and Object
With up to 60 characters in a SACS account, it is no wonder that users occasionally make mistakes entering accounts. Now you could try to train everyone in your organization on the SACS account structure and then have follow-up trainings every couple of months. Or, you could put in place some complex bureaucratic set of rules that no one would remember. Or, you could simply enter the funds and objects that users are allowed to enter in a control field and be assured that users will not enter accounts that don't match those funds/objects.
Now that sounds easy!
It is easy. You can control what accounts users enter into vendor requisitions, department requisitions, stores requisitions, work orders, invoices, direct payments, employee payments, journal entries and payroll. Wow!
Let's take a look at an example for a vendor requisition.
The Account Fund Code Filter is empty. That means that users can use accounts from any fund.
The Account Object Code Filter is not empty. In fact, it lays out a pretty specific set of object codes. The first (4-5699) defines a range. That means that users can enter any account with object codes 4000-5699. The second is also a range and then we have specific objects.
Pretty cool and easy to set up! But what is the general user experience?
In a word: transparent.
When a user uses a lookup to enter the account codes, only those that match are displayed. If the user just starts typing their account code and it doesn't match the filter, they are given an error message.
If the user likes to use account aliases (six-digit, short-cut account numbers), Escape Online automatically translates the alias to the full account number and validates against the filter, providing the same result.
AND, these same rules apply to all of the other document types mentioned.
Nice and easy!
TIP: The funds and objects that can be used in vendor, department and stores requisitions, work orders, invoices (fund only), and journal entries are set in the Department record. The funds and objects that can be used in direct and employee payments and payroll accounts (object only) are set in the Organization record.