A ledger account is the system of record for an organization’s financial transactions. Ledger Accounts represent the natural account and is part of the permanent financial record.

Ledger accounts are individual records within the ledger that are used on each journal line. They are the result of all account posting rules in Workday. Spend and revenue categories are used on operational transactions, and the account posting rules drive the system to post the entry to the specific ledger account upon final approval.

Ledger accounts work in tandem with revenue categories and spend categories when a revenue or expense ledger account is used in an accounting journal.

Ledger accounts follow these naming conventions:

  • Ledger accounts follow a 4-digit numerical codification where the digits signify the type of ledger account as follows:
    • 1000s: Asset ledger accounts, such as cash and accounts receivables
    • 2000s: Liability ledger accounts, such as accounts payable
    • 3000s: Net Position ledger accounts
    • 4000s: Revenue ledger accounts
    • 6000s: Expense ledger accounts
  • The ledger account ID must be included with the ledger account name.
  • Examples of ledger accounts in Workday:
    • 1003: Cash Conversion
    • 2282: Sales Tax Payable
    • 3150: Pool Holding
    • 4000: Tuition
    • 6605: IT Services

Ledger accounts are not assembled in a hierarchy structure.

The Controller maintains sole review and approval authority over requests for Ledger Account creation and maintenance. If you would like to request a new Ledger Account or maintenance to an existing one, please contact the Controller's Department.

Visit the Worktag Inactivation Procedures page for guidance on how to request worktag inactivation.

  • ISU Ledger Account Lookup - This report returns ledger accounts and their associated spend and revenue categories, and account posting rule conditions.
  • ISU Ledger Account Activity by Organization - This report shows ledger account net activity summaries that meet your search criteria. You are required to select an organization (driver worktag, cost center, fund, etc.), accounting period, and time period (fiscal YTD, last year, prior period YTD, etc.). Optionally, you may select one or more other worktags, ledger accounts, ledger account types, or spend categories to further narrow your search results.
  • Ledger Account Activity Summary - This report returns the total debits and credits and net amount by ledger account for the accounting period you select. You are required to select the company, accounting period, ledger, and currency when prompted. Optionally, you may select one or more book code.

  • How do I know which ledger account, revenue category or spend category to use?
    • Run the report ISU Ledger Account Lookup in Workday. This report lists ledger accounts and each of their associated spend and revenue categories. When creating manual journals lines, you must only use a spend or revenue category that is mapped to the ledger account on the line. Contact your unit's Finance Service Delivery person for further guidance.