How to Use the Account Structure Page in Beacon Finance
Overview
This article explains how to navigate and use the Account Structure page in Beacon Finance. It's designed for everyday users who want to view, filter, and manage account data without a technical background.
Prerequisites
- An active Beacon Finance account with login credentials
- Appropriate permissions to view accounts in your organization
- Access to the correct Fiscal Year (FY) and View for your accounts
Steps
1. Access the Account Structure Page
When you log into Beacon Finance, the Account Structure page loads automatically as your homepage. If you've navigated away, click the Accounts tab at the top of the screen to return.
2. Apply Filters to Narrow Your Data
Use the three filters at the top of the page to control what data you see:
- FY — Select the fiscal year you want to view
- View — Choose a view, which determines which CANs (Cost Accounting Numbers) appear and how they're organized
- OO+PS — Toggle between Other Objects, Personnel Services, or both
3. Search for a Specific Account
Click the search bar and type an account number or account name. As you type, a "Go To Results" button will appear showing the number of matches. Press Enter or click the button, then select your account from the dropdown. The system will highlight it in your view.
4. Expand or Collapse Accounts
- To open or close a single account, click the folder icon to the left of the account name.
- To expand or collapse all accounts at once, use the open/close all folders icons near the top of the page.
5. Customize Your Columns
Click the Edit Columns icon to open the column editor.
From there:
- Add a column — Drag it from the right side to the left side
- Remove a column — Drag it from the left side to the right side
- Reorder columns — Drag columns up or down on the left side
6. Use Quick Links for an Account
Right-click any Account Title to see quick navigation options, including:
- Open Commitments
- Projections
- Transactions
- Edit the Account (Admin only)
Tip: If you check multiple accounts, you can open the Transactions page with all of them selected at once. Note that for Open Commitments, Projections, and Edit Account, the system will navigate to the first checked account only.
7. Link Accounts to Excel (Optional)
If you use the Beacon Finance Excel Add-In, you can link accounts so you don't need to manually enter account parameters in your formulas.
- Check the box next to the account(s) you want to link
- Click the Excel Add-In button
Note: Linking is optional — your Excel reports will still work without it if you enter account parameters manually in your formulas. You can also use the "Get Next" function to reload data for a linked account.
Expected Result
After following these steps, you should see your YTD account data organized by summary accounts and CANs, with filters, columns, and views customized to your needs. Searches will highlight the correct account in your view, and quick links will take you directly to related pages.
Troubleshooting
I can't find my account in the search results.
Make sure you're using the correct View filter — different views include different CANs. Try switching to another view and searching again.
The page isn't showing the right fiscal year data.
Check the FY filter at the top of the page. It may be set to a previous year. Click it and select the correct fiscal year.
My Excel Add-In isn't pulling updated account data.
Linking an account is not required for the Add-In to work. Make sure your Excel formula includes a valid Account parameter, or use the "Get Next" function to reload data for a linked account.
Related Articles
- How to View and Filter Transactions in Beacon Finance
- How to Use the Projections Page
- How to Set Up and Use the Beacon Finance Excel Add-In