General Ledger - Accounts

Function

The GL Accounts maintenance menu runs as a form. Enter the GL account number into the Account field or launch the inquiry function to select from a list of existing GL accounts to review or edit. Use the buttons on the form to create a Summary Activity report or a Transaction History for the selected GL account. Selecting provides access to these functions - Summary Activity, Transaction History, and Account/Report Maintenance.

Accounts Master

About the Fields

To allow edits to the form, click .

In the Account field...

• Enter a valid GL Account number.

• Click to select a GL account number from a list of active records. To view a list of all records including inactive records, see Query Functions.

• Click the record navigating buttons; to view the first record, to view the previous record, to view the next record, and to view the last record.

In the Description field...

The description appears on all reports and inquiries showing accounts and their descriptions for the entered record.

From the Type dropdown...

• Select the Account Type from the dropdown list:

• Asset (A)

• Liability (L)

• Capital (C)

• Income (I)

• Expense (E)

From the Post Detail or Summary dropdown...

Selection is disabled and defaults to Summary unless the Post Detail Transactions? checkbox is marked in the Application Parameters settings. When marked/enabled, the selection defaults to Detail.

• Select Detail to post detail transactions.

• Select Summary to post only summary information to this account (i.e. summarized by journal ID and date).

GL Account Inactive checkbox...

• Mark the box to render the account inactive.

• Unmark the box to keep the account active.

In the Activity Period field...

The period associated with the MTD Activity, YTD Activity, and YTD Balance. Defaults to the current fiscal period. Change to view different data in the MTD and YTD fields.

• Displays the current financial period as defined by the GL Parameters setting.

• Enter the financial period for a summary view. This does not change the GL Parameters setting.

In the Activity Year field...

The year associated with the MTD Activity, YTD Activity, and YTD Balance. Defaults to the current fiscal year. Change to view different data in the MTD and YTD fields.

• Displays the current financial year as defined by the GL Parameters setting.

• Enter the financial year for a summary view. This does not change the GL Parameters setting.

In the MTD Activity field...

Displays the sum of transactions applied to this GL account for the period and year selected.

• Display only. Select the drilldown button to display a queryable transaction history grid for the selected month.

In the YTD Activity field...

Displays the sum of transactions applied to this GL account for the period and year selected.

• Display only. Select the drilldown button to display a queryable transaction history grid for the selected year.

In the YTD Balance field...

Display only. Displays the sum of transactions applied to this GL account for the period and year selected.

In the Fiscal Period field...

Display only. Displays the current accounting period.

In the Fiscal Year field...

Display only. Displays the current accounting year.

Display Additional Options

• Click to open a dropdown menu containing optional processes: Summary Activity, Transaction History, and Account/Report Maintenance.

Summary Activity

• Click Summary Activity , or select Summary Activity from the additional options by clicking .

This option provides a summarized display of account activity by period, along with beginning and ending balances for the selected GL Account.

Sample Summary Activity Inquiry

In the GL Account field...

Display only. Displays the GL account selection made in the Accounts maintenance form.

In the Account Type field...

Display only. Shows the account type as defined in Account Maintenance.

Post Detail? checkbox...

Display only. Shows the setting of the detail transactions flag in Account Maintenance.

Align Fiscal Periods checkbox...

The checkbox is disabled if the fiscal calendars are the same, i.e. the periods are already aligned.

• Mark the box to re-align periods in a previous fiscal year to match the current fiscal year's calendar in order to facilitate comparative financial reporting.

• Unmark the box to perform no re-alignment.

From the Record Type dropdown...

The first four rows are determined in the Budget Maintenance section of the Default Display Columns option of the Application Parameters task. The selections may be changed by double-clicking on a blue Record Type and selecting from the list. Only budget information can be changed.

Data for the current fiscal year and previous five fiscal years is displayed at the bottom of the grid. The data displayed in these rows is based on the Record Types selected for the first four rows, i.e. Actual Amounts, Actual Units, Budget Amounts and/or Budget Units.

Grid Buttons...

• Click Replicate to replicate a selected amount to the remainder of the periods in the same row. Selecting an amount is required before proceeding.

• Selecting a cell in the grid enables the Details button. Click the button to view the GL Transaction Detail grid for the selected month.

• Click OK or Cancel to close the window.

(back to Display Additional Options)

Transaction History

• Select the Transaction History button of the current form or select Transaction History from the dropdown to launch the Transaction History Report.

The Transaction History Report generates transaction history for selected periods, listing the individual transactions within those periods. Transaction history can be run at any time, but in particular should always be run as part of the period end processing.

(back to Display Additional Options)

Account Comments

Account Comments allows for the creation, modification, deletion, and inquiry of account comments.

• Select and select Account Comments from the dropdown list.

Account Comments

To edit a comment...

• Press Enter to access the selected comment.

• Type over original comment.

In the Comment field...

• Enter any comment of up to 48 characters in length.

Editing options...

• Click to save the current records.

• Click to add a new comment after the last current row.

• Click to insert a new comment before the currently selected row.

• Click to delete current comment in the selected line.

(back to Display Additional Options)

Account/Report Maintenance

This option links the selected account with as many as ten financial reports. Each link is established by specifying the report and line number where this account is to be reported.

Click and select Account/Report Maintenance from the dropdown list.

Account/Report Maintenance

In the Assign No field...

Display only. Displays the number of the assignment.

In the Fin Rpt No field...

• Enter a valid financial report number.

This field specifies which report is to be linked with this account. Up to ten report linkages can be specified for each account. The name of the report will be displayed. Reports must first be defined in the Financial Report Maintenance task before accounts can be assigned to lines here.

In the Description field...

Display only. Displays the description of the linked report.

In the Fin Rpt Line No field...

• Enter a valid report line number. The report format listing is a useful tool for referencing line numbers.

• Click to select from a list of all valid line numbers.

This field specifies the line on the report linked to this account.

In the Description field...

Display only. Displays the name of the line number entered.

When done making selections...

• Click to insert new details at the end of the listing or click to insert above a certain row.

• Click to save the current records.