Before You Begin…

Confirm how your data is managed

Before you start, confirm which path applies to you: 

• Self-serve (you upload and map your own data) 
• Data-Team-managed (ClearGov's Data Team uploads and maps versions on your behalf)
• Data Connections - ERP (your ERP data flows in automatically). 

Note: If you're not sure which applies to you, reach out to your Client Success Manager.

Gather relevant materials

☐  A current export of your Chart of Accounts, if you have one on hand.

☐  A list of anyone who needs Admin access to the Financials tool.

☐  Any accounts you know are new or missing from ClearGov since your last data upload.

☐  If you're ERP-connected: your accounting system contact and preferred update frequency, for the ERP Initial Onboarding kickoff meeting.

5 Steps to Getting Started

Step 1: Learn the Core Concepts

Before working in the tool, get comfortable with a few terms you'll see throughout: Account ID, Dimension (also called a segment), Version, and Default Version. 

☐  Review Data Onboarding – Understand Your Data Mapping to Budgeting and Reporting to learn how Account IDs and Dimensions work together.

☐  Review Understand Versions in the Financials Tool and the Default Version FAQ to understand how versions and defaults drive what appears in your reports.

Step 2: Locate and Review Your Onboarded Data

☐  Navigate to the Financials tool.

☐ Within the Worksheet tab, set Row Groups and use search/filters to review your historical data by Account Type, Fund, Department, and other columns. See FAQ: Where can I find my onboarded data?

☐  Check the Account Setup tab for any accounts flagged “Needs Assignment.”

Step 3: Add and Map New Accounts

☐  Add any missing accounts using Financials – Add New Accounts (bulk upload via the ClearGov Template, or manual entry for one or two accounts).

☐  Assign dimensions to unmapped accounts using Financials – Map and Validate New Accounts, then select Submit Accounts once every account is mapped.

☐  Bookmark FAQ: What if I select the wrong option when assigning dimensions? 

Step 4: Manage Your Financial Data Going Forward

☐  Add or update versions with the ClearGov Template (CSV format, numbers only, max two decimal places). Learn more in the help article:  Financials – Manage Your Financial Data.

☐  Set your Default Version for each fiscal year. Remember, you can only have one default per version type.

☐  Use the Notes feature and Audit Trail to document changes and keep a record of what was edited and by whom.

Step 5: Know When to Ask for Help

☐  Submit a Data Request for anything self-serve can't handle: structural Chart of Accounts changes, new funds/departments/categories, or deleting a version.

☐  Planning a larger restructure? Review Data Updates – Remap Your Data: What to Expect and plan for 10–20 business days. Note: It is recommended to avoid remapping mid-budget-cycle.

☐  ERP-connected and have a question about your data flow? Contact your ClearGov Point of Contact directly rather than filing a general support request.

Pro-Tip: Set a recurring reminder to check the Account Setup tab after any ERP sync or bulk upload. Catching a “Needs Assignment” account early keeps it from holding up your next report or budget book.

Need Additional Resources?

Feel free to search our Support Center or review resources on this specific tool: Financials.