PS: Check Customized Accounts Reference

Purpose: 

• The Check Customized Accounts screen is used to identify General Ledger (GL) accounts that have been marked as "Inactive" but still contain dollar amounts. This auditing tool ensures that report totals remain balanced and accurate.

 

Location 

• Navigate to Site Home > Admin > Check Customized Accounts.

 

The Data: Filter Options

Use the Options icon to adjust which data and timeframes the system audits for inactive accounts with hidden values.

Option	Definition
Datasets	Allows you to select which specific dataset to review for inconsistencies (e.g., Forecast, Budget, or Actuals).
Time Period	Determines the specific date range the system will review.
Mode	Controls the layout and granularity of the data displayed on the screen (see Display Modes below).

The Data: Display Modes

The Mode setting changes how the inconsistencies are presented for review.

Mode	Definition
Show all detail	Displays every individual data entry for the inactive account within the selected timeframe.
Summarize by account	Rolls up the data to show a single, consolidated total value for the inactive account.

System Limits & Constraints

• The Hidden Data Rule: When a GL code is Inactive or hidden, the line item will not appear in user modules and reports. However, if there is data associated with that GL code, the bottom-line report totals will still include that data. This creates a discrepancy between the visible line items and the grand totals.
• Resolution Strategy: Any accounts that appear on the Check Customized Accounts screen must be re-activated so they show up properly on reports.
• Restricting Future Use: If a property should no longer use an account, do not deactivate it. Instead, leave it active but restrict users from modifying it by unchecking the Can Budget and Can Forecast settings in the main Customize Accounts screen.