General Ledger Account Management

The Accounts page displays all General Ledger accounts from the organization's financial system. For any API integration, Martus will sync the chart of accounts every night.  For file-based integrations, GL account information is maintained by a Martus Admin.  

For all integrations, it is important to understand how to utilize the Accounts page to manage how an account interacts with Martus.

The accounts page allows for managing the account type, and the account category, as well as the status, restrictions, and visibility of the account.  

Updating Accounts

Regardless of the type of change, the following steps should be followed to change an account type:

One account at a time:

1. Go to Setup > Accounts
2. Select the Account
3. Click Edit
4. Choose the appropriate option
   
5. Click Save

Multiple accounts at a time: 

1. Go to Setup > Accounts
2. Select the Account
3. Click Edit
4. Choose the drop down on the appropriate option
   
5. Click Save
   
   

Account Types

Martus will report and allow budgeting to the following types of accounts. Each account type will be represented in its own section on financial reports with the Other Income and Other Expense sections falling below the line. It is not usually necessary to change the Account type, but it is sometimes helpful to manage accounts in Martus, for example, many times it makes sense to move an account such as depreciation to Other Expense. 

• Income
• Expense
• Other Income
• Other Expense
• Cost of Goods Sold (a subtype of Expense)
• Statistical - Intacct clients at Standard+, Advanced+ or Enterprise levels

For API Integrations: 

If you change the account type,  be sure to also select Lock Type and Subtype so the nightly sync does not change the status back to what it is in the accounting system. 

Account Status

Accounts can be set to Active or Inactive status in Martus (apart from what their status is in the accounting software). Sometimes this is helpful when managing many accounts or during transitions from one account to another. Note that certain account types such as Liabilities and Bank types will sync into Martus as Inactive regardless of their type in the accounting system as Martus doesn't report on these types.

For API Integrations: If you have updated the account status, be sure to also select Lock Status so the nightly sync does not change the status back to what it is in the accounting system. 

Managing Account Security

Martus allows Admin users to control access to accounts. The following options work in conjunction with Security Roles to limit access to accounts.

• Restricted: Non-Admin users will not be able to see these accounts unless they have the user permission to View Restricted. Non-Admin users cannot update budget values for these accounts unless they have the user permissions to View Restricted and Edit Restricted.
• Excluded: Non-Admin users will not be able to see these accounts unless they have the user permission to View Excluded.   Excluded accounts are not shown by default on any Martus reports; Admin users and those with the View Excluded permission can use the Include Excluded checkbox to include those accounts on reports.
• Drilldown Limited: Non-Admin users will not be able to see transaction detail for these accounts on the Transaction Report unless they have the user permission to View Drilldown Limited.

Donation Accounts

Marking an account as Donation includes the monthly totals in the Weekly Giving widget on the Dashboard > Financials' Dashboard report.

Account Categories

Click here for more  information on managing Account Categories.