Code Groups

PATH: Finance > General Ledger > Code Group

Code Groups are filters that specify specific ranges of dimension code(s). All records that include the account codes specified in the Code Group are used in processing or inquiry depending on the application using the Code Group. Code Group logic includes the option to exclude a code or range of codes.

Code Groups can be used for the following tasks:

Before You Begin

Dimensions and codes must be set up before you can create Code Groups.

This article includes the following topics:


Code Group Editor

PATH: Finance > General Ledger > Code Group


 

Account Code Grouping Rules editor displaying previously created accounts



About Code Group Types

Campus has pre-defined the following Group Types:

Group Type

Code Groups assigned to this type are...

Administration

used to create and maintain General Ledger accounts on the GL Account Number Maintenance editor.

Budget

for account inquiry and reporting.

Reportused for reporting.

State

used for creating "state" account groups. The table used to enter the rules becomes state sequence oriented instead of local sequence oriented. State groups cannot be changed to another group type, nor can they be copied to another group type.

User Access

used for granting access to General Ledger accounts. Only system administrators may use the User Access Code Group Type. Until a system administrator assigns a User Access Code Group to a user, the user does not have access to any accounts. When the system administrator assigns a User Access Code Group to a user, the user is given access to the General Ledger Accounts contained within the Code Group for all transactions, reporting and inquiry. 

Note

User's are given access to this group type when the All Finance Accounts checkbox is selected on the User Account tab.

Tip

Once a UserAccess Code Group is created, its type cannot be changed. All other types can be changed.


Adding a New Group

PATH: Finance > General Ledger > Code Group

Before You Begin

The Chart of Accounts must be set up before you can create Code Groups.

  1. Click the New Group button.
    Result
    The Account Code Group editor appears.
  2. Enter the Group Name.
  3. Select the Group Type.

    Tip

    Group Types are set up in General Ledger > Administration > Code Group Types.

  4. and Description then click the Save button.
    Result
    The new group appears in the Code Groups box.

Modifying Account Code Grouping Rules

PATH: Finance > General Ledger > Code Group

  1. Click the arrow next to the Code Group Type.
  2. Click the arrow next to the Code Group to view its associated structures; e.g., Expenditure Structure, Revenue Structure, or Balance Sheet Structure.
  3. Click the structure you want to edit.
    Result
    The Account Code Grouping Rules appear. Each dimension displays in its own column.
  4. Enter a description for the group of rules in the Description field.
  5. Click the Add Rule button.
  6. Enter the valid dimension code or range of codes for each dimension.

    Use a comma "," to separate individual codes.
    Use a hyphen "-" to indicate a range of codes.
    To exclude dimension codes, enter an exclamation point "!" before the code. For example, "!005, 001-010" excludes 005 from the processing results.
    To include the full range of dimension codes; e.g., 000-999, enter "ALL."

  7. Click the Save button.
  8. Repeat steps 4-7 for each rule you want to add.

Copying a Code Group

PATH: Finance > General Ledger > Code Group

To quickly add a Code Group that is similar to an existing group, you can copy an existing Code Group and its rules.

  1. Select the Code Group you want to copy and click the Copy button.
    Result
    The Account Code Group editor displays the new Code Group with the phrase "Copy of" in front of the Code Group name.
  2. Type a new name in the Group Name field and select the Group Type.
  3. Click the Save button.
  4. Modify the Code Group's rules for the Revenue, Expenditure, and Balance Sheet Structures.

Deleting a Code Group

PATH: Finance > General Ledger > Code Group

You can delete Code Groups that are not needed. However, you can only delete a UserAccess Code Group if users or groups are not assigned to the Code Group on the Finance Account Rights tab.

  1. Select the Code Group you want to delete.
  2. Click the Delete button.
    Result
    A confirmation window displays.
  3. Click the Yes button.
    Result
    Campus removes the Code Group.

View and Print Account Numbers

PATH: Finance > General Ledger > Code Group

Campus allows you to view and print all of the General Ledger account numbers that match the Code Group's rules.

  1. Click the structure for which you want to view/print account numbers.
  2. Click the List Accounts button.
    Result
    All accounts that match the rules display.
  3. Click the Print/View button to print all of the listed accounts.

 

Feedback