Accounts
An account is the budget string a cost is charged to. Accounts are the common thread that ties requisitions, hours, and approvals together - and they drive who can approve what.
Two ways to define an account
Every account is entered one of two ways - never both:
| Method | How |
|---|---|
| By segments | Fill in all six parts (Fund, Resource, Goal, Function, Object, Location) and leave the free-text Account field blank. FiscFlow assembles the account code from the parts. |
| Custom code | Type the whole account into the free-text Account field and leave all six parts blank. |
If you fill some parts and the custom field, the account won't save: "Please fill in only the Account field or leave the Account field blank and fill in all the other account part fields (Fund, Resource, Goal, Function, Object, Location)." Every account code must also be unique.
The six segments
Each segment is its own reusable list of codes with descriptions, so you define "Fund 01" once and reuse it across many accounts.
| Segment | Typically answers |
|---|---|
| Fund | Which pool of money. |
| Resource | The funding source / program restriction. |
| Goal | The instructional goal or population served. |
| Function | The activity the cost supports. |
| Object | The kind of expenditure. |
| Location | The site/location dimension. |
Segment names and structure vary by district - these are the common meanings. What matters in FiscFlow is that each segment is a separate filterable dimension (see below).
Active vs. inactive
Accounts have an Active flag. Only active accounts appear in the pickers on requisitions, hours entries, and reasons. Deactivate an account to retire it without deleting its history.
Where accounts show up
| Place | How accounts are used |
|---|---|
| Personnel requisition funding | One or more accounts, each with a percentage; the percentages must total exactly 100%. |
| Hours entries | An entry's account is narrowed by its reason and site - a reason lists which accounts are valid for which site. |
| Approval filters | Each of Account, Fund, Resource, Goal, Function, Object, and Location is a filter dimension, so approvers can be scoped as broadly or narrowly as needed. |
Locations connect accounts to sites
The Location segment links accounts to sites. This is what lets a location-scoped approval filter reach work at a matching site even when the charged account's own location differs - the "location via site" behavior described in Approval filters.
Hours Entry Reasons pick the account
Rather than have employees hunt for the right funding account, a district can define Hours Entry Reasons (under Setup) that map a plain-language reason to the account to charge - per site. When someone logs hours and picks the Reason, FiscFlow narrows the account to the one(s) that reason lists for that site, and a single match is selected automatically.
| On an hours reason | What it does |
|---|---|
| Name / Description | What staff see when choosing a reason. |
| Active | Only active reasons appear for selection. |
| Default | One reason can be the default, pre-selected on new entries. |
| Accounts (per site) | For each site, the account(s) this reason charges to - the list an entry's Account is narrowed to. |
This keeps day-to-day coding accurate without asking employees to know account strings - they pick a reason, and FiscFlow supplies the account.