Financials - Map and Validate New Accounts

The Account Setup tab ensures that any account with unrecognized dimensions, such as Fund or Category, is properly defined and validated before being published to your financial records.

There are 3 steps to complete to validating new accounts. Select the step below to navigate directly to that section. 

1. Step-by-Step Mapping Process
2. Data Processing and Launch
3. Verifying the Setup

Overview of the Account Setup Tab

When new accounts enter the system that do not perfectly match your existing segment definitions, they are held in a pending state. You can find these accounts by navigating to Financials and selecting the Account Setup tab.

Step-by-Step Mapping Process

1. Identify New Accounts

Remember: A dimension is a category/segment of the account string for an account in the Chart of Accounts. 
 

From the Financials tool, select the Account Setup tab. Any accounts requiring attention will be listed here with the status Needs Assignment. Undefined dimensions will have the ability to be added/chosen from the appropriate dimension in your account string!

If accounts appear on this screen that you want to remove, select the checkboxes next to the new account and select the bulk action Delete icon. 

2. Define Segment Dimensions

Select a specific dimension and use the +Add icon to resolve unmapped segments. For each undefined dimension (such as a new Fund code), you have two options:

• Map to Existing: If the code should be shared with an existing dimension, select the appropriate label from the dropdown.
• Add custom name: If this is a truly new category, enter the new name (e.g., "New Fund 1"). This will create the dimension within ClearGov. 
  • Note: If you need to create a new dimension(segment) to your already existing account numbers, please make a data update request. 

Once all dimensions for an account are defined, the status will update to Ready to Submit.

3. Submit and Validate

Select the Submit Accounts button to initiate the pre-check validation. A confirmation window will pop up. Select the Submit Accounts button to confirm. The system will run a brief analysis to ensure the account structure is compatible with your chart of accounts. 

Note: The ‘Submit Accounts' button will remain greyed out until all unmapped accounts have been mapped by you. 

The status of the accounts will now turn into Processing, which means our system is currently publishing the data to the live environment. 

Data Processing and Launch

After selecting ‘Submit Accounts’, you will see a notification indicating that Data is processing.

• Why this happens: The system leverages ClearGov’s back office tool to launch the new accounts across the entire platform.
• Availability: During this phase, the account may not be immediately searchable in your modules. Please wait a few moments for the background process to complete.

Verifying the Setup

Once the "Data is processing" message disappears, you can verify the account:

1. Navigate to the Financials Worksheet tab.
2. Search for the new account code (e.g., 996) in the Account ID search field.
3. Confirm that the new dimensions and any associated financial data are displaying correctly

Note for Data Connections: ERP Users: If your organization is set up on an automated data pipeline, this manual mapping workflow is typically bypassed unless it’s an unrecognized account, as dimensions are defined during the initial integration setup. This means you will need to map only new accounts. 

Want to See It Done? 

Ready to Learn More? 

• Learn about setting up your data connection in the article Data Connections - ERP - Initial Onboarding Process.
• Have general questions about your setup? Check out FAQ: Who can I talk to about my ERP Data Connection?.