FundWriter Setup

Overview

Configuring FundWriter Setup is the first step in preparing the FundWriter system for use. It enables you to indicate the basic account structure your business employs in its chart of accounts and to enable multi-company functionality, among other important settings.

Before your organization can begin using FundWriter, there are certain setup options that lay the foundation. Chief among these is the structure of your general-ledger account numbers: the number of segments and the length and alphanumeric make-up of these segments. FundWriter Setup can also be used to require approval of journal entries, to enable/disable prior-period transactions, and to customize descriptions of fund segments, among other important details.

NOTE: Certain portions of FundWriter Setup become disabled once your organization 
has established its general ledger and begun to record transactions against it. 
For example, you will not be able to easily switch the structure of your account 
segments (number, length, alphanumeric composition, etc.) after GL transactions have 
begun. Therefore it is critical to set up a stable account-segment structure from the 
beginning and stick with it wherever possible. DDI Support and development must assist 
where circumstances warrant a transition to a new account-segment structure

• From the DDI Connect main menu, double-click FundWriter

• Double-click General Ledger Setup

• Double-click FundWriter Setup. You will see this screen:

File:FW Setup 1.jpg

Please note that what you see on this screen will depend entirely on what your organization has already configured for your FundWriter setup.

The following settings are available for configuration on this screen:

Field	Description
Number of G/L account segements	This is the number of alpha and/or numeric segments used to uniquely identify a category in your organization’s general ledger. The maximum allowed is six (6) NOTE: When you establish the number of segments, the DDI Connect system will update the segment setup fields to reflect that number. For example, if you set 3 as the number of segments, you will have three rows to configure in the fields below
Default fiscal year	The default fiscal year is usually used only if no fiscal years have been defined in Fiscal Year Setup: FW04 or if multiple fiscal years are open. After you initially set this value, DDI-Connect maintains the default fiscal year by advancing it when the fiscal year is closed. For information on how to set up your fiscal year, please reference this page: Fiscal Year Setup
Type	This indicates the type of segment you are adding. Your choices are Fund, Acct or ZIP. This field is not required for the setup of the GL
Format	This indicates what character format the segment should be in. The choices are Alpha, Numeric, or Alpha/Numeric
Length	This field establishes the character length of the segment. Once entered, the system will not allow a segment to be entered that does not have this specific number of characters. If the character number varies, enter a V in this field
Link	If the values of the segment you are configuring are based on the previous segment’s values, you will want to link the segments using this option. Change the “no” to “yes” if that is the case
Global	This column/field will only display if your organization has multiple entities. If that is the case, setting this option to “Yes” indicates that the segment values and descriptions for this segment are shared by all entities
Description	Enter a complete, custom description for this account segment
Abbr.	Enter an abbreviation of the custom description for the account segment
Sep.	This is the character that separates account segments. You can enter a B to leave blank, if so desired
Number of spaces between account # and description	The system defaults this to 2. However, you can increase/decrease if desired
Capitalize trial balance headers and totals	This option is selected by default. If checked, the system capitalizes the headers and totals on the trial balance report
Name of fixed budget	This is the term that will be used to identify the fixed budget throughout the FundWriter system. The default is “Approved Budget. For information on how to upload your organization's budgets into the DDI Connect system, please reference this page: Load Budget Spreadsheets
Include closing amounts in the trial balance	This option is selected by default. You can uncheck this box if you elect not to include closing amounts on the trial balance report
Name of working budget	This is the term that will be used to identify the working budget throughout the FundWriter system. The default is “Working Budget”
Allow input of document total when creating journals	Select this option if you would like a warning displayed when attempting to modify journal line items that differ from the document total
Copy journal document number to "reference" if blank	This option is selected by default. If you do not wish to have the journal document number copied to the reference field (if reference is blank), you can uncheck this box
Post transactions into and out of allocation accounts	If your organization is utilizing allocation accounts, you would select this option. For information on how to use this feature, please reference this page: Account Allocation Setup
Enable support for multiple companies	Multiple companies can be used to differentiate business entities within your organization. If this is enabled, Entity Codes Maintenance (FW08) can be used to set up the companies (or whatever name your business assigns these entities) and determine which users can access them. This field is selected by default. Selection of this field enables the four fields immediately below it. For information on how to configure entity codes, reference this page:
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