GL> Utilities> Setup General Ledger
General Ledger Setup
Summary
The format of the general ledger accounts, reference numbers associated with the GL
accounts and sub ledger accounts are set up in the General Ledger Setup window.
The window is also used to set up the fund balance account for all the funds in
the general ledger.
Related Links
Click here for information on the Chart of Accounts Maintenance window.
Step by Step
1 Open the General Ledger Setup window (GL> Utilities> Setup General Ledger).
2 Complete the General tab.
- The General tab is used to set the GL account format and fund balance account.
- The Account Format field is used to set up the format of the general ledger accounts.
- The standard, three-level account format, such as XXX-XXXX-XXXXX, includes the Fund,
Department, and Account numbers. You can create an account format with up to
seven levels. Additional levels are labeled on the Miscellaneous
Field Label window (SS> Utilities> Miscellaneous Field Labels> GL
Chart Acct fields 4-7).
- This field will not be enabled after the initial set up of the General Ledger module.
- Click the Fund Balance Account field label to select a fund balance account from a list.
- The fund balance account is the general ledger account that will be used to close out all revenue
and expense accounts at the fiscal year end. The selected fund balance account
must be set up in each fund of the general ledger.
- GL accounts are set up as fund balance accounts by attaching an account type that is set up as a
fund balance type to that GL account.
- Select Fund Balance from the ALFRE drop-down menu in GL> Maintenance> Account Type>
Select an account type to set up an account type as a fund balance. The account
type is then attached to the GL account in GL> Maintenance> Chart of Accounts>
General tab> Account Type field.
- Check the Use GL chart security toggle to activate the Default Chart Security drop-down menu. The selection in this field will determine the default GL Chart access assigned to new users. These settings are only defaults and the GL Chart security settings for individual users or user groups can be adjusted on the GL Chart Security Maintenance window (SS> Maintenance> GL Chart Security). Click here for information on GL Chart Security maintenance.
- Choose Not Set to independently configure the GL Chart Security settings for each new user.
- Choose No Access to prohibit any GL Chart access for new users.
- Choose Full Access to allow full GL Chart access for new users.
- The Extended Budgeting Reference field is used to specify which Extended Budgeting module budget type and revision will be displayed on the Extended Budgeting tab of the Chart of Account Maintenance window (GL> Maintenance> Chart of Accounts> Extended Budgeting tab). If the open account is included in an EB entry that is part of the selected revision, any budget activity associated with that account will be displayed. This field can be updated at any point if you would like to change the type of EB budget revision that is being displayed.
- Check the Uniform chart of accounts toggle if new funds will have a symmetrical chart
of accounts. A majority of customers use this check box.
- If you check this toggle, create GL account headers using the Section Maintenance window (GL> Maintenance>
Section). The Section Maintenance window will not appear on the Maintenance palette if this toggle is not checked.
- If you do not check this toggle, you will not be able to use Section types when creating account headers. Instead, you will need to create the GL account headers using the Account Header One, Account Header Two and Account Header Three
windows (GL> Maintenance> Account Header 1, 2 or 3).
- Check the Unique reference numbers toggle to create a validation in the Chart of
Accounts Maintenance window (GL> Maintenance> Chart of Accounts). This
validation ensures that each reference number entered on the Chart of Accounts
Maintenance window is unique.
- If there are already duplicate reference numbers entered on GL accounts you will get an error
message when you check this toggle. You can locate the duplicate reference
numbers using the Chart of Accounts Selection window (GL> Maintenance> Chart of
Accounts) if you sort the Reference column by reference number. You can also
export the information in the grid to an MS Excel spreadsheet and use the sort
and filter options in MS Excel to locate the duplicate reference numbers.
- You should check this toggle if you are using GL account aliases.
Click here for
information on GL account aliases.
- Check the Full Chart Budgeting toggle if you budget more than just revenue and expense ALFRE designated GL accounts. The selection in this toggle will affect many windows in the GL module including most of the windows in New Budget process.
- Check the Budget All Revenue and Expense Accounts toggle if only revenue and expense accounts are budgeted.
3 Complete the Default Formats tab.
- Open the Default Formats tab to view the reference number and sub-ledger account formats.
- The Reference Section 1 – Reference Section 9 fields are
used to set up the format of the reference number that can be attached to GL
accounts.
- Reference numbers are attached to GL accounts using the Chart of Accounts field (GL> Maintenance>
Chart of Accounts> General Tab> Reference Number field).
- Reference numbers can be used to attach the old GL account numbers to the new GL accounts if the
format of the Chart of Accounts has changed.
- There are nine reference number sections in case the format of your GL accounts has nine
sections.
- Enter an X to add a digit to the reference format. A single section of the reference number is
limited to 10 digits.
- If you change the format of the reference numbers, the format will be applied to the reference
numbers already entered on GL accounts. If you increase the size of a section,
the current reference number will pad the current reference number with zeros to
match the new reference number format.
- The Sub Ledger 1 and Sub Ledger 2 fields are used to
set up the format of sub ledger accounts. These fields will only be enabled when
the General Ledger module is initially set up.
- Sub ledger accounts are created in GL> Maintenance> Sub Ledger and GL> Maintenance> Sub
Ledger 2. The sub ledger format will restrict the number of digits that can be
used when creating a new sub ledger account.
- Enter an X to add a digit to the reference format.
- Click the Save icon
to save the General Ledger module setup.
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