Add a General Ledger Account
- Click the GL Accounts link from the Main Menu. The GL Accounts screen opens.
- Click the Add button. The Add GL Account screen opens.
- Enter the necessary information:
- GL Account Description - Name of the GL account.
- GL Mask Code - GL account format to use.
- GL Account - Code for the GL account. If you have a mask used for cost center/business unit GL accounts, you must enter the GL account code plus the defined abbreviation for the cost center.
- GL Account Type - Determines if the account is an asset, liability, revenue, expense, equity or retained earnings (R/E) account. Note that only a single account in the entire list should be assigned to the Retained Earnings type since this is the account used during the year end closing and receives the P&L result. All further reserves should be managed with the Equity type.
- Abbreviated Description - Abbreviated GL account name.
- Level - Select Posting Account (0) unless you create summary accounts for reporting purposes.
- Control Account - If checked, only specific users are allowed to use the account for manual journal entries. Check this for default accounts such as Trade Creditors and Trade Debtors only. Used with Allow Add/Edit Postings to Control Accounts security.
- Effective Status - Determines if the GL account is active or inactive.
- Effective FYP - Fiscal year and period to start using the GL account. Only necessary if you need to make the GL account active starting at a later fiscal period and/or year than when you enter it. This field is used with the Effective Status field.
- Deferral Account Name - Deferral account used for membership deferred revenue. Applicable to the membership revenue account.
- Unit of Measure - Value for the account (usually the applicable currency, like dollars). For statistical GL accounts, often is units.
- Budget Code - How the budget is managed and spread for the GL account (GL budget or GL and event budgeting). If there is no budget for the account, leave blank.
- Event Required - If checked, an event is required when using the GL account.
- Select the Analysis Codes tab if you use account analysis codes. If you do not use account analysis codes, skip to step 6.
- Select the necessary information into the appropriate analysis code drop-downs.
- Click OK.
Copy a General Ledger Account
If you need to create multiple GL accounts, you can use the Copy process to quickly create accounts that are similar. The copy process includes the account analysis codes. If the GL account is copied to a different organization, the organization should have the same account analysis codes or you need to edit each newly created GL account to remove the invalid account analysis codes.
- Click the GL Accounts link from the Main Menu. The GL Accounts screen opens.
- Select the GL account(s) similar to the account you are creating. Use Ctrl+Click or Shift+Click to select multiple GL accounts.
- Right-click and select Tools -> Copy. The Copy GL Account screen opens.
- Select the organization for the new GL account from the Copy To Organization drop-down.
- Expand the Account section.
- Enter the following information:
- Replace Start - First character to replace in the existing GL account code.
- Replace Length - Number of characters to replace.
- Replacement Value - New value to replace in the GL account code.
- Expand the Description section.
- Enter the following information:
- Replace Start - First character to replace in the existing GL account description.
- Replace Length - Number of characters to replace.
- Replacement Value - New value to replace in the GL account description.
- Click the Copy button. The Copy GL Account screen opens with a success message or reason if the copy process fails.
Change a GL Account
You can change the information, except for the GL account code and level, for a GL account after you have created it.
- Click the GL Accounts link from the Main Menu. The GL Accounts screen opens.
- Select the GL account to edit.
- Right-click and select Edit. The Edit GL Account screen opens.
- Make the necessary changes.
- Click OK.
Inactivate a General Ledger Account
If you no longer use a GL account but you cannot delete it since it is used, you can make it inactive. When you make a GL account inactive, it is no longer available for selection for GL distribution. You need to update any existing places the account is used for GL distribution.
- Click the GL Accounts link from the Main Menu. The GL Accounts screen opens.
- Select the GL account to make inactive.
- Right-click and select Edit. The Edit GL Account screen opens.
- Select Inactive from the Effective Status drop-down.
- If you need to make the GL account inactive in a future fiscal year and period period, enter the fiscal period and year into the Effective FYP field.
- Click OK.
Delete a GL Account
You can delete a GL account if:
- It is not used in any transactions.
- It is not associated with any GL distributions. To see if a GL account is used in any distributions, use the Where Used tab on the Edit GL Account screen.
To delete a GL account:
- Click the GL Accounts link from the Main Menu. The GL Accounts screen opens.
- Select the GL account to delete.
- Right-click and select Mark for Delete.
- Click the Save button.
GL Account Security
Add/Change/Delete GL Accounts
This access privilege controls who can add, change and delete GL accounts. Any roles/users not assigned to the privilege are able to add, change and delete GL accounts. If no roles/users are assigned to the privilege, it is considered inactive and all roles/users can add, change and delete GL accounts.
Allow Access to GL Accounts By GL Security/Allow Access to GL Accounts By GL Security #2/Allow Access to GL Accounts By GL Security #3
These access privileges control who has access to GL accounts. Roles/users can only access those GL accounts with the GL security codes assigned to them using the Assign Details option in each access privilege. You should not use these access privileges unless you want to restrict users to specific GL accounts. If no roles/users are assigned to this privilege, it is considered inactive and all users have access to all GL accounts regardless of the GL account security value assigned to the GL account. If a user is assigned (activating the access privilege), all unassigned users are unable to access any GL account to which they are not assigned.
See GL Account Security 1, 2 and 3 for more information on configuring this access privilege.
Allow Add/Edit Postings to Control Accounts
This access privilege controls who can create manual journal entries to control accounts and modify the GL account on system generated entries to the control account. Any roles/users assigned to the privilege are able to create manual journal entries to control accounts and modify the general ledger account on system generated entries to the control account. If no roles/users are assigned to the privilege, it is considered inactive and no users can add or edit postings to GL control accounts.
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