Ledger Maintenance

Menu Path: General Ledger $Images\bluerarw.gif$ Module Setup $Images\bluerarw.gif$ Ledger Maintenance

Purpose

Set up and maintain ledgers.
Define the account elements and the overall format for each element.
Select the number of accounting periods.
Update period names, period start dates, and reporting fields.
Select a general ledger padding method and posting option.

Overview

Use Ledger Maintenance to define the format of your general ledger chart of accounts. If you have previously defined an account format, it displays in this window. The account elements appear in the Element Description fields, and all other fields should contain the proper format information.

Before creating or defining any settings in Ledger Maintenance, review the detailed definitions of fields, buttons, and check boxes available in this window.

Note You can only create multiple ledgers if your company has licensed more than one ledger. You can only create consolidation or external ledgers if your company has licensed consolidation or external ledgers.

For information on creating consolidation ledgers, see Creating Consolidation Ledgers.

Creating Account Elements

You can create an account element by simply entering a description in the Element Description field. Your overall general ledger account can be composed of up to 10 alphanumeric elements.

In the Length fields, you can enter an integer length of up to 20 characters per element, but observing a maximum total length of 29 characters for the account number. You can also change the separator and change, delete, or add to the element description according to your needs.

EXAMPLE Your account number sequence appears, as follows: 001.2345.67890. These are your account elements: Branch.Division.Account Code. To define this format according to this example, you enter 3 in the Length field for branch, 4 in the Length field for division, and 5 in the Length field for account code. You would also select a period as the separator.

The software asks you to verify every update made to the element lengths. Keep in mind that if you have already entered accounts into the database, the format of these accounts will be altered.

Note After you have defined an account format, you may modify the format at any time as long as account elements are never shorter in length than previously defined.

Defining the Account Type

You can select the account element for which you want to classify an account type (Asset, Liability, Income, Expense, Equity, or Statistical). To select an element, simply select the Define Type check box for the element.

Note The system allows one and only one account element to require a type definition.

Defining a Company Account Element

You must select one account element to designate as the company definition to track multiple companies (corporate entities). To select an element, simply select the Define Company check box for the element. The company element defines the company codes for each company. You can view and edit company codes in Company Maintenance.

NOTE The company element must be different than the account type element. Intercompany accounts must be set up to ensure that each company is always kept in balance.

Requiring Validation on Account Elements

You can define whether or not the software should check validation on an individual account element when the chart of accounts entry is created. If you request validation, the system will ensure, when creating new chart of account entries, that the value of the account element is defined as a valid element entry in Account Element Maintenance. To ensure the greatest level of data integrity within the general ledger, it is recommended that all elements of the account be validated.

Note An account element should not be validated if it is an optional part of the account structure.

Defining Period Names and Start Dates

You can select the number of accounting periods to use in your general ledger chart of accounts. Select the number in the Number of Periods field. The software also allows you to define the period names and start dates. Clicking the Period Names button in the ribbon displays Periods Definition, which allows you to define names and beginning dates for accounting periods.

Defining Reporting Fields

If you want to work with reporting fields in the general ledger, click the Reporting Fields button in the ribbon to display Reporting Field Maintenance, which allows you to define logical extensions to the chart of accounts structure.

Using Subledgers

A subledger summarizes account information for more concise general ledger analysis. For example, if there are three journal entries for the same period, a subledger would display the journal entry total as one figure, as opposed to three separate figures. Subledgers are useful when running inquiries and reports, because you can print summary information instead of individual account information, though you may still view individual account information. If you want to default to use subledgers, select the Use Sub-Ledgers check box.

Defining the Default Posting Method

The software allows you to define the default posting option for journal entries. You can select either direct post, hold for review, or manual post.

If you want to have your general ledger updated automatically whenever a journal entry is made, select the Direct Post radio button. If you select this option, you need only enter a journal entry for it to be posted; no further posting action is necessary.

NOTE You cannot edit a directly posted journal entry.

If you want to create a journal entry and then explicitly request that it be posted to the general edger, select the Manual Post radio button. You can post journal entries in Journal Entry Post.

You can also request that journal entries be put on hold until you review them by selecting the Hold for Review radio button. After making a journal entry, you must review it in Journal Entry Hold Management, and post it using Journal Entry Post for it to be updated to your chart of accounts.

Setting Up Ledger User Security

If you are creating a functional ledger, the Default User Access check box is selected by default to indicate that menu and system ID security is used to control user access to the ledger. However, if you clear this check box for a functional ledger, or are creating a consolidation ledger, you must specify the users who can access the ledger on the User Security tab. On that tab, you can use the arrow buttons to select users that can access the ledger.

Setting Up General Ledger Account Security

If the G/L Accounts by User check box is selected for a ledger, account access must be set up for the user. This is done in Access to Accounts by User Maintenance.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Ledger Maintenance window.
New	Click this button to create a new ledger. Note If you want to create a new ledger based on settings for an existing ledger, select the existing ledger before clicking this button. The settings for the existing ledger will be copied to the new ledger, and you can modify the settings as necessary.
Update	Click this button to update the selected ledger.
Delete	Click this button to delete the selected ledger.
OK	Click this button to accept the updated account structure. This button is only available after you click the New, Update, or Delete button in the ribbon.
Cancel	Click this button to cancel the account structure update. This button is only available after you click the New, Update, or Delete button in the ribbon.
Show Data	Click this button to display accounts and consolidation groups on the Account Cross References tab based on the selected criteria. This button is only available if the Account Cross References tab is displayed.
First	Click this button to display the first ledger.
Prev	Click this button to display the previous ledger.
Next	Click this button to display the next ledger.
Last	Click this button to display the last ledger.
Period Names	Click this button to display Periods Definition, which allows you to define names and beginning dates for accounting periods.
Reporting Fields	Click this button to display Reporting Field Maintenance, which allows you to define logical extensions to the chart of accounts structure.
Account Cross References	Click this button to display Consolidation Account Inquiry, which allows you to view cross references for accounts between ledgers.
Fill Periods	Click this button to display Fill Source Years and Periods, which allows you to enter the first period and year for period cross references, and then automatically enter the remaining period cross references. This button is only available if the Period Cross References tab is displayed, and is only enabled if you are updating a consolidation ledger.

Fields and Buttons

Field or Button	Description
Ledger ID	Enter a ledger ID, or click the Lookup button to select an existing ledger ID.
Name	Enter a name for the ledger.

Main Tab Fields and Buttons

Field or Button	Description
Element Description	Enter a description of each account element.
Length	Enter the length of each account element. Note If you change the length of the account elements, the chart of accounts is dynamically restructured to reflect your changes.
Define Type	Select this check box for each account element for which you want to require an account type (Asset, Liability, Income, Expense, Equity, or Statistical).
Define Company	Select this check box for the account element you want to use as the company code. You can view and edit company codes in Company Maintenance. Note If you are updating an existing functional ledger, you can only select this check box for an account element if at least one account element value exists for it. For information on setting up account element values, see Account Element Maintenance.
Validate	Select this check box for each account element that must be validated.
Number of Periods	Select the number of accounting periods to use. You can select either 12 or 13 periods. The definition of these periods is completely user-defined.
Fiscal Year Start	This field displays the period that begins your fiscal year.
G/L Currency	Enter the currency for the ledger, or if you are updating an existing ledger, click the Lookup button to select a currency. This is the default currency displayed in all entry, inquiry, and report windows. When you create a new ledger, you must type the currency in this field, and a new currency record is created. You can then create additional currency records for the ledger in Currency Maintenance.
G/L Padding Method	Select a method for filling account elements that fall short of the defined length for that element. The software creates each account element padded to the full defined length in the manner selected. For example, if you have an account element Branch, which is six characters long, and you select trailing zeros as your padding method. Then, if you create an account with a Branch of 653, the software creates the account with a Branch of 653000. You can select one of the following options: Leading Blanks Trailing Blanks Leading Zeros Trailing Zeros
Language	Click the Lookup button to select the language for the ledger. The general ledger categories for the ledger appear in this language.
Share Chart of Accounts	Select this check box if the ledger shares a chart of accounts with another ledger. This check box is only enabled if the account elements are not yet saved for the ledger. Note You can only share a chart of accounts with a ledger using the same currency.
Accounts Ledger ID	Enter a ledger ID with which the ledger shares a chart of accounts, or click the Lookup button to select a ledger ID. This field is only enabled if you the Share Chart of Accounts check box is selected.
Default Posting Option	Select how the chart of accounts should be updated when general ledger journal entries are generated. The options are: Direct Post - Update the chart of accounts automatically without requiring a manual posting step. Manual Post - Journal entries remain unposted until manually posted to the general ledger in Journal Entry Post. Hold for Review - Journal entries are placed on hold for manual review before being posted to the general ledger. Note The option you select here is the selected default option in Journal Entry, but you can manually change this option for each journal if the Allowed to Update Posting Method check box is selected for your user ID in User Profile Maintenance.
G/L Accounts by User	Select this check box to enable general ledger account security by user for the ledger.
Ledger Type	Select whether the ledger is a functional or consolidation ledger. For more information, see Ledger.
Create Default G/L Accounts by User	Select this check box if you will be setting up default accounts for the ledger on a user level rather than on a system level. Note that you must assign default accounts for each user or else users will be locked out of modules that require default accounts. This setup is not performed automatically. This feature is completely independent from ledger account security.
Use Sub-Ledgers	Select this check box to use subledgers for information management. A subledger displays summarized account information by posting source. For example, if there are three general ledger posting source journal entries for the same period, a subledger would display the journal entry total as one figure, as opposed to three separate figures.
Separator	Click the Lookup button to select how account elements are to be separated. The separator does not take up space in calculating the maximum 29 characters for the chart of accounts entry.
Allocate Variable Accounts Manually	Select this check box if you do not want variable allocation of accounts to occur during posting for the ledger. Variable Account Allocate allocates the amounts based on the current balance of the basis account. You may want to select this check box if the basis account is incomplete when you post variable allocation journal entries.
Default User Access	Select this check box if menu and system ID security is used to determine which users are authorized to use the ledger. If you clear this check box, you can specify the users that can access the ledger on the User Security tab. For functional ledgers, this check box is selected by default. For consolidation ledgers, this check box is disabled.
Integer	Enter the default number of digits to use for integers in generating general ledger financial reports. This can be overridden on a report-by-report or column-by-column basis.
Decimal	Enter the default number of digits to use for decimals in generating general ledger financial reports. This can be overridden on a report-by-report or column-by-column basis.
External database ledger	Select this check box if the ledger is stored in a different database. This typically is selected if you are setting up a ledger only for cross references.
Hide From Lookups	Select this check box if you do not want to display the ledger in the Lookup window for Ledger fields in Apprise.

Consolidation Ledgers Tab Fields and Buttons

Note This tab is used to relate consolidation ledgers with source ledgers. This tab is disabled if you are creating a new ledger.

Field or Button	Description
Source Ledger ID	Enter the source ledger for the consolidation ledger, or click the Lookup button to select a source ledger. If you are updating a functional ledger, this defaults to the functional ledger, and this field is disabled.
All Companies	Select this check box to link accounts for all companies from the source ledger. This check box is selected by default.
Company	Enter a company for which to link accounts from the source ledger, or click the Lookup button to select a company. This field is only enabled if you clear the All Companies check box.
List	Click this button to display Company List, which allows you to select multiple companies for which to link accounts from the source ledger. This button is only enabled if you clear the All Companies check box.
Internal/External	This radio set is disabled and indicates whether the relationship between the source and destination ledger is internal or external. A relationship is internal unless one of the ledgers is an external database ledger.
Real Time/Manual	Select whether journal entries are created in the destination ledger in real time or manually. If you select the Manual radio button, journal entries for the destination ledger must be manually created in Consolidation Journal Management. These radio buttons are only enabled if the Internal radio button is selected.
Source Currency	Enter the currency in the destination ledger in which transactions are entered in the source ledger, or click the Lookup button to select the currency. Example The source ledger uses currency USD for transactions, which is equivalent to USA in the destination ledger. Enter USA in this field to indicate the currency to use for translated transactions. NOTE Setting up a currency does not make it available for selection. You must also enter a conversion exchange rate.
Destination Ledger ID	Enter the consolidation ledger associated with the source ledger, or click the Lookup button to select a consolidation ledger.
Export Directory	Enter the folder to which to export XML files of journal entries and journal entry statuses in General Ledger Transaction Export and Consolidation Journal Management, or click the Lookup button to navigate to and select the folder. This field is only enabled if the External radio button is selected.
Import Directory	Enter the folder from which to import XML files of journal entries and journal entry statuses in General Ledger Transaction Import, or click the Lookup button to navigate to and select the folder. This field is only enabled if the External radio button is selected.
Archive Directory	Enter the archive folder in which to store XML files of previously imported journal entries, or click the Lookup button to navigate to and select the folder. This field is only enabled if the External radio button is selected.
Add	Click this button to add the specified consolidation ledger relationship.
Remove	Click this button to remove the consolidated ledger relationship selected in the Consolidation Ledgers grid.
Consolidation Ledgers	This grid displays relationships between consolidation ledger relationships for the selected ledger. If you are updating a ledger, double-click a relationship to remove it or edit it.

Period Cross References Tab Fields and Buttons

Note This tab is used to create cross references between periods in source and destination ledgers. This tab is disabled if you are creating a new ledger. This tab is only enabled for consolidation ledgers.

Field or Button	Description
Source Ledger ID	Enter a source ledger ID for period cross references, or click the Lookup button to select a source ledger ID.
Periods	This grid displays period cross references between the selected source ledger and the selected consolidation ledger. Enter the periods and years in the source ledger that correspond to the periods in the consolidation ledger. You can also click the Fill Periods button in the ribbon, then enter a period and year for the first period cross reference, and the system automatically enters the other period cross references.

Account Cross References Tab Fields and Buttons

Note This tab is used to create cross references between accounts in source and destination ledgers. This tab is disabled if you are creating a new ledger. This tab is only enabled for consolidation ledgers.

Field or Button	Description
Source Ledger ID	Enter a source ledger ID for account cross references, or click the Lookup button to select a ledger ID.
All Types	Select this check box to display source accounts for all account types. This check box is selected by default.
Account Type	Enter an account type for which to display source accounts, or click the Lookup button to select an account type. This field is only enabled if you clear the All Types check box.
All Categories	Select this check box to display source accounts for all account categories. This check box is selected by default.
Category	Enter an account category for which to display source accounts, or click the Lookup button to select an account category. This field is only enabled if you clear the All Categories check box.
All Groups	Select this check box to display source accounts for all consolidation groups. This check box is selected by default.
Group	Enter a consolidation group for which to display source accounts, or click the Lookup button to select a consolidation group. This field is only enabled if you clear the All Groups check box. For information on setting up consolidation groups, see Consolidation Group Maintenance.
From	Enter a source account you want to display, or click one of the Lookup buttons to select a source account. If you want to display a range of source accounts, enter the first account in the range.
To	Enter the last source account in a range of source accounts you want to display, or click one of the Lookup buttons to select a source account. If you only want to display a single source account, you can leave these fields blank.
Consolidation Groups	This grid displays cross references between consolidation groups in the source ledger and accounts in the consolidation ledger. Enter an account in the Destination Account column for each account in the destination ledger that corresponds to a consolidation group in the source ledger. You can also double-click a cell in the Destination Account column to select an account. When you create a cross reference for a consolidation group, a cross reference for all accounts in the group is displayed in the Accounts grid.
Accounts	This grid displays cross references between accounts in the source ledger and accounts in the consolidation ledger. Enter an account in the Destination Account column for each account in the destination ledger that corresponds to an account in the source ledger. You can also double-click a cell in the Destination Account column to select an account. Note If you use the Consolidation Groups grid to create cross references between consolidation groups and accounts, the Destination Account Column in the Accounts grid is disabled. You can enable it by clearing the check box in the Group column to indicate the account is not a cross reference for a consolidation group.

User Security Tab Fields and Buttons

Note This tab is used to specify users that can access the selected ledger. This tab is only enabled if the Default User Access check box is cleared for the selected ledger on the Main tab.

Field or Button	Description
Available Users	This grid displays users that are not authorized to access the ledger. To allow a user to authorize the ledger, double-click the user, or click the user, and then click the right-arrow button. You can use the Shift or Ctrl keys to select a range and/or multiple users.
	Click this button to add the selected user in the Available Users grid to the Selected Users grid.
	Click this button to add all users in the Available Users grid to the Selected Users grid.
	Click this button to remove the selected user from the Selected Users grid.
	Click this button to remove all users from the Selected Users grid.
Selected Users	This grid displays users that are authorized to access the ledger. To remove a user from the grid, double-click the user, or click the user, and then click the left-arrow button. You can use the Shift or Ctrl keys to select a range and/or multiple users.