You use GL account report groups to create a GL account reporting hierarchy within the general ledger. As opposed to account analysis codes which you use for account classifications but do not have a formal structure assigned to them, GL account report groups allow you to create standardized levels of reporting.
GL account report groups have two levels:
- Group - Highest level of categorization. For example, assets usually have two groups: Current and Long-Term.
- Category - Classifications within a group. For example, if the GL account report group is for current assets, you may have the following categories within current assets: Cash, Accounts Receivable, Cash Equivalents, etc.
Add a GL Account Report Group and Category
- Click the GL Account Report Groups link from the Main Menu. The GL Account Report Groups screen opens.
- Click the Add button. The Add GL Account Report Groups screen opens.
- Enter the necessary information:
- Code – Unique alphanumeric code.
- Description – Name for the group.
- Sort Sequence – Order the group displays in a reporting view.
- Status - Only active GL account report groups are available for selection for GL accounts.
- Select the GL Account Categories tab to add the categories for the group.
- Click the Add button. The Add GL Account Category screen opens.
- Description – Name for the category.
- Sort Sequence – Order the category displays in a reporting view.
- Status - Only active GL account report categories are available for selection for GL accounts.
- Click OK.
Assign GL Account Report Groups and Categories to GL Accounts
You assign GL account report categories to your GL accounts and/or main GL accounts. When you assign a category to a main GL account, it carries through to all GL accounts created by the main GL account.
- Click the Main GL Accounts link (to assign to main accounts) or GL Accounts (to assign to specific GL accounts) link from the Main Menu. The Main GL Accounts or GL Accounts screen opens.
- Select the GL account to assign the category.
- Right-click and select Edit. The Edit Main Account or Edit GL Account screen opens.
- Select the report category from the Report Category drop-down.
- Click OK.
To assign report categories to multiple main GL accounts or multiple GL accounts at once:
- Click the Main GL Accounts link (to assign to main accounts) or GL Accounts (to assign to specific GL accounts) link from the Main Menu. The Main GL Accounts or GL Accounts screen opens.
- Select the GL accounts to assign the category. Use Ctrl+Click or Shift+Click to select multiple accounts.
- Right-click and select Edit Multiple. The Edit Multiple screen opens.
- Check the check box next to the Report Category field.
- Select the report category from the drop-down. Only checked fields are updated. If no value is selected in a drop-down and the check box is checked, the report category is updated to blank.
- Click OK.
Report with GL Account Report Groups and Categories
Once you assign the GL accounts to the report categories, you can create views in the GL inquiry screens by sorting and/or filtering on the Report Group and Report Category fields.
You can also use GL report groups and categories for configuration and reporting in the Excel Reporting Spreadsheets.
Change a GL Account Report Group or Category
You can change the information for a GL account report group or category after you have created it. When you change the information for a GL account report group or category, it updates wherever the report group or category is used. If you don't want to update the already existing GL account report group or category data, then you must add a new GL account report group or category using the steps in Add a GL Account Report Group and Category.
- Click the GL Account Report Groups link from the Main Menu. The GL Account Report Groups screen opens.
- Select the report group to edit.
- Right-click and select Edit. The Edit GL Account Report Groups screen opens.
- Update the information for the group if necessary. To update the information for a category:
- Select the GL Account Categories tab.
- Select the category to edit.
- Right-click and select Edit. The Edit GL Account Category screen opens.
- Update the information for the category.
- Click OK.
- Click OK.
Inactivate a GL Account Report Group or Category
If you no longer use a GL account report group or category but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a GL account report group or category inactive, it is no longer available for selection for a GL account.
- Click the GL Account Report Groups link from the Main Menu. The GL Account Report Groups screen opens.
- Select the report group to make inactive.
- Right-click and select Edit. The Edit GL Account Report Groups screen opens.
- Select Inactive from the Status drop-down. To make a category inactive:
- Select the GL Account Categories tab.
- Select the category to make inactive.
- Right-click and select Edit. The Edit GL Account Category screen opens.
- Select Inactive from the Status drop-down.
- Click OK.
- Click OK.
Delete a GL Account Report Group or Category
If you no longer use a GL account report group or category and don't want to keep a record of it, you can delete it. When you delete a GL account report group, you automatically delete all the GL account report categories within the group. You cannot undo the delete process.
- Click the GL Account Report Groups link from the Main Menu. The GL Account Report Groups screen opens.
- Select the report group to delete.
- Right-click and select Mark for Delete.
- Click the Save button.
To delete a GL account report category:
- Click the GL Account Report Groups link from the Main Menu. The GL Account Report Groups screen opens.
- Select the report group with the category to delete.
- Right-click and select Edit. The Edit GL Account Report Groups screen opens.
- Select the GL Account Categories tab.
- Select the category to delete.
- Right-click and select Mark for Delete.
- Click OK.
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