Setting Up Agency Accounts

If you want to use JustWare to record and track financial obligations, you must first set up a number of code tables. The information entered into these code tables will be used to create agency accounts. The following table lists these code tables, the lists that they populate, as well as the sessions and snap-ins where these lists are found.

Code Table	Session	Snap-in	List
Account Status	Agency Account	Accounts	Account Status
Account Type	Agency Account	Accounts	Account Type
Accounts	Case	Financials	Pay By Account
Accounts	Case	Financials	Pay To Account
Financial Obligations	System Administration	Financial Obligations	Default Pay By Account
Financial Obligations	System Administration	Financial Obligations	Default Pay To Account

1. Begin by populating the Account Status code table. The information entered here will later be used in the Agency Account session to specify the status of agency accounts.

   1. Open the Admin landing page.
   2. Navigate to Financials > Account Type and Status. The Account Status code table will be displayed in the ctblAccountStatus snap-in.
   3. Add a new record.

   4. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Code: Type a brief, unique code used to reference the corresponding item description.
      • Description: Type a description that the user will view in the lists populated by this code table.
      • MasterCode: Select the correct code.

   5. Save the session.

2. Populate the Account Type code table. The information entered here will later be used to specify the agency account types in the Agency Account.

   1. Open the Admin landing page.
   2. Navigate to Financials > Account Type and Status. The Account Status code table will be displayed in the ctblAccountType snap-in.
   3. Add a new record.

   4. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Code: Type a brief, unique code used to reference the corresponding item description.
      • Description: Type a description that the user will view in the lists populated by this code table.
      • MasterCode: Select the correct code.

   5. Save the session.

3. Create accounts for all agencies that are designated as Account Owners and as having associated Name Records in the Agencies code table. These accounts will be available for use both in the Financial Obligations code table and the Financials snap-in.

   Note: An agency can only be a collecting agency for another agency if both agencies are account owners.

   1. In the Tools landing page, navigate to Accounting Tools > Agency Accounts.
   2. Select an agency from the Agencies snap-in. All accounts associated with the selected agency will appear in the Accounts snap-in.
   3. Select the Accounts snap-in.
   4. Add a new record.

   5. Select or type all required and relevant data for each available field. Some fields may be required while others are not.

      • Account Name: Type an account name that relates directly to an account in your ledger.
      • Account #: Type the account number that relates directly to the account in your ledger.
      • Account Type: Select the account type to indicate how the account is used. For example, select Liability or Asset.
      • Account Status: Select the account status to indicate when this account should be used. For example, select Open or Closed.
      • Balance: This field is read-only and indicates the current balance in the account.
      • Collecting/Vouchering Agency: Select the same agency as the agency selected in the Agencies snap-in.

4. Save the session.