General Ledger Account Management

The Accounts page displays all general ledger accounts from the organization's financial system. For API integrations, Martus will sync the chart of accounts every week-night. For file-based integrations, GL account information is maintained by a Martus Admin. For all integrations, it is important to understand how to manage accounts and how they interact with Martus.

The accounts page allows for managing the account type, as well as the status, restrictions, and visibility of the account. Accounts can also be assigned a category for reporting purposes.

By default, the Accounts page is filtered to accounts with an active Status. 

• Click Reset Grid Filters to remove filters and see all accounts. 
• Click Reset View to restore columns and sorting and clear filters.
• Use Search to find and filter on any data in any field.
• Use grid filters to filter data by field.
• Use the checkboxes to select one or more accounts.
  
  

Account Fields

Account fields are defined below.

Num 

The Num from the accounting system.

Name

The Name for the account from the accounting system.

Type, Subtype, & Lock Type and Subtype

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 an account type, but sometimes it is helpful when managing accounts in Martus. For example, it may make sense to move an account such as depreciation to Other Expense. 

Types include:

• Asset*
• Equity
• Liabilities**
• Income
• Expense
• Other Income
• Other Expense
• Cost of Goods Sold (a subtype of Expense)
• Statistical  (Intacct clients at Standard+, Plus or Premium subscription levels)

*NOTE: "Bank" has been changed to "Asset".

**NOTE: "Credit Card" has been changed to "Liabilities".

Subtypes include:

• CostofGoods
• Bank
• ClosingAccount - Used for close to accounts from Sage Intacct. 
  
  

NOTE: 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. 

Inactive Status and Lock Status

Accounts are set to active when Inactive Status in Martus is unchecked, apart from what their status is in the accounting software. This is helpful when managing many accounts or during transitions from one account to another. Certain account types such as liabilities and assets will sync into Martus as Inactive Status, as Martus doesn't report on these types. Inactive accounts when used in areas such as the Planner or Personnel Scenarios will be indicated with a [I] after the name.

NOTE: For API Integrations, if you have unchecked Inactive Status to set the account as active, 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.  

Restricted, Excluded, and Drilldown Limited - Managing Account Security

Martus allows Admin users to control access to accounts. The following options work in conjunction with User Roles and associated user permissions to limit access to accounts. Note: It is not possible to limit account access user by user.

• 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. Excluded accounts are displayed by default in worksheets and SPWs, but can be toggled off.
• 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.
• Suppress Memo - For Sage Intacct integrations, hide the Attachments, Memo, and Vendor fields on transaction records in the Dashboard > Financials > Transactions report. NOTE: This will hide those fields from Admins and non-admins!

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

Category

Categories are customer specific, and can be used for reporting. Click here for more information on managing Account Categories.

External Id 

The External ID for this account in the accounting system.

Id 

The Martus record ID.

Adding Accounts

• API Integrations - Add the account to your financial system and then sync your Chart of Accounts from Dashboard > Updater > Chart of Accounts Sync.
• File-Based Integrations - Account Mappings are automatically created when a transaction file is synced. Alternatively, from Setup > Account Mapping, use the Upload Mapping File option, or add an account directly in Setup > Accounts > Add Account. 

Updating Accounts

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

Update a Single Account

1. Go to Setup > Accounts.
2. Select the account to update.
3. Click Edit Accounts.
4. Choose the appropriate option(s).
5. Click Save.
   
   

Update Multiple Accounts

1. Go to Setup > Accounts.
2. Select the accounts to update.
3. Click Edit Accounts.
4. Choose the drop down on the appropriate option(s).
5. Click Update X Account(s).