How to Add a New CAN
New CANs are automatically added to the Master View (at the bottom of the View) when there is activity downloaded against the CAN. This can be a result of any activity including, but not limited to, a new obligation/commitment, POTs transaction, or an employee record from HR. Often times when a transaction is downloaded it may appear with a Missing Title.
However, admin users may add a CAN prior to there being an activity that would download the CAN into Beacon Finance. A new CAN must be entered in the Master View before being distributed to children views.
To add a new CAN:
1. Navigate to the Edit View Screen
2. Use the Managing Selected View Dropdown to load the Master View
3. Click on the +CAN tab (found on the right side of the screen)
4. Fill out the CAN information including the CAN number and Offical Title
5. Add the CAN to the View by clicking on either the + Add to Top of View or + Add to Checked Account(s) buttons
5.1. If you click on the +Add to Top of View button the CAN will be inserted at the top of the view. You will then most likely need to drag and drop the CAN into the correct location within the View. (See How to Reorganize a View)
5.2. To use the +Add to Checked Account(s) button first checkmark the Summary Account Folder(s) you want the new CAN to be inserted. In the example below we have selected the Intranural and Grants folders
5.2.1. After check marking the desired landing folder click the +Add to Checked Account(s) button. This will add the New CAN to the top of the folder. You may need to then reorganize the CAN within the folder by dragging and dropping it into the correct order in the folder
What is a Summary Account
Summary accounts are unique to Beacon Finance and are not official accounts. As new summary accounts are created they are assigned a system-generated number that can not be edited. Summary Accounts are created to organize similar CANs into a single folder. CANs can be organized and grouped in a variety of ways and this process is unique to the IC or single group. For example, a folder can be created for an Appropriation or to group all CRADA or Gift Funds together.
Summary accounts can be created for any view. When a Summary account is created at a parent view (for example the Master View) and then copied to children's views it will only be editable at the Parent View level. All updates made to the Account (including the CANs included in the Folder) will automatically be mirrored at the child view level.
How to Add a Summary Account
1. Navigate to the Edit Views Screen
2. Use the Managing Selected View Dropdown to load the View you are adding a Summary Account. In this example, we have selected the Master View. Remember that Summary Accounts can be added to any View.
3. Click on the +Summary Account tab found on the right side of the screen
4. Fill out the required Summary Account information
5. Add the CAN to the View by clicking on either the + Add to Top of View or + Add to Checked Account(s) buttons
5.1. If you click on the +Add to Top of View button the Summary Account Filder will be inserted at the top of the view. You will then most likely need to drag and drop the Folder into the correct location within the View. (See How to Reorganize a View)
5.2. To use the +Add to Checked Account(s) button first checkmark the Summary Account Folder(s) you want the new Fodler to be inserted. In the example below we have selected the Intranural and Grants folders
5.2.1. After check marking the desired landing folder click the +Add to Checked Account(s) button. This will add the New Summary Folder to the top of the folder. You may need to then reorganize the CAN within the folder by dragging and dropping it into the correct order in the folder
6. When a new Summary Account is added you may notice that it does not contain a Folder icon next to it within the view. This is because there are no accounts found within the Summary Account. Once you add a CAN to the folder the folder icon will appear.