GL Account Setup - Account overview

General Ledger > Setup > Account

Use this page to create or modify GL accounts.

Prerequisites

You must complete these setups before creating account code records in GL Account Setup:

  • SA Company Setup
  • SA Operator Setup
  • SA Administrator Options-Financials

After the prerequisite setup tasks are complete, maintain the SA Company Setup and SA Operator Setup records with the chart of account numbers.

You can limit specific operators’ access to a particular division, department, or subaccount during setup, inquiry, or entry. Specify the division, department, or subaccount on the operator record in SA Operator Setup. If an operator attempts to access a restricted account code, an Authorization window appears. Supervisors or system administrators with grant authority can grant authorization that temporarily overrides the operator’s SA Operator Setup restrictions.

Account setup

Develop your chart of accounts before you use GL Account Setup. Each account code requires the account information shown on the GL Account Setup-Account view.

After you establish your chart of accounts, use the GL Administrator Duplicate Chart of Accounts Report to copy it to your test company. Use your test company to practice the development of account codes without affecting live data. If you do not know which company is set up as a test company, contact your training coordinator or system administrator.

Note:  You can use General Ledger with supporting modules, or as a stand-alone function. You can set up all system modules to update General Ledger. Each module requires a list of General Ledger accounts for updating purposes.

You must verify that any new account codes are also added to GL Budget Account Setup, GL Automatic Distribution Setup, and financial statements that are affected by the account codes. For multi-company systems, you must add the account codes to each company that uses the accounts. After you complete setup, add the required account codes to the SA Operator Setup records. Print the accounts through GL Account Master List Reportor GL Chart of Accounts Report to verify that the information is correct.

You can make changes to the static information on existing accounts at any time. Do not change balances except in extreme circumstances. If the account code exists in multiple companies, you must change the account code in every company. Each time a balance change occurs, a record is created in System Administrator. You can run the SA Balance Maintenance Report to produce a report of these manual balance changes.

Note:  Operator security may prevent changes to account code balances.

If your company does not use divisionalized accounting, specify account codes in other modules with an asterisk or wild card in the division section. For example, you can specify * - 1-1111-01 as the AR Control account. The * designates all divisions, if you have several divisions with similar department, account, and sub-account numbers for the AR Control account.

Note:  Debit balances are stored as positive amounts, and credit balances are stored as negative amounts.