System General Ledger Account Maintenance

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

Purpose

Set up the default general ledger accounts for the general ledger categories.

Overview

Use System General Ledger Account Maintenance to set up default general ledger accounts. All required categories must have accounts associated with them. The categories with required default accounts are:

A/P Clearing
A/P Discounts
A/P Trade
A/P Write-off
A/R Absorption
A/R Allowance (this category is not currently used)
A/R Clearing
A/R Discount
A/R Trade
A/R Write-Off
Cash
Currency Exchange Gain/Loss
Finance Charge
NSF Charge
Retained Earnings

No user can access the Accounts Receivable or Accounts Payable modules until default accounts have been assigned to these required categories.

If the Create Default G/L Accounts by User check box is selected for a ledger in Ledger Maintenance, then the User ID and User Name fields display your user ID and name, and the default system general ledger accounts are only created for you; other users will likewise have to define these default accounts to have access to all the modules. If the check box was not selected, then the User ID and User Name fields indicate that the default system general ledger accounts are being created for all users.

You can use the buttons in the Navigation group to view the defined categories. If a category is required for a module, the Required for field will display the module(s). The Intercompany check box is selected if all accounts related to a category are intercompany elimination accounts. Use the Update button in the ribbon to add or change the default account for the category.

Note If general ledger account security is set up, you can only view the default system general ledger accounts to which you have access.

For more information, see Default System General Ledger Accounts FAQ.

Note You can also set up default general ledger accounts for categories when importing accounts in General Ledger Account Import.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the System General Ledger Account Maintenance window.
New	Click this button to create a new default general ledger account for the selected category.
OK	Click this button to accept an action. This button is only available after you click the Update button in the ribbon.
Cancel	Click this button to cancel an action. This button is only available after you click the Update button in the ribbon.
Copy	Click this button to display Copy Default G/L Accounts between Users, which allows you to copy default general ledger accounts from one user ID to another user ID. Note This button is only available if the Create Default G/L Accounts by User check box is selected for the ledger in Ledger Maintenance.
Update	Click this button to update the default general ledger account for the selected category.
Delete	Click this button to delete the default general ledger account for the selected category.
First	Click this button to display the first category.
Prev	Click this button to display the previous category.
Next	Click this button to display the next category.
Last	Click this button to display the last category.

Fields and Buttons

Field or Button	Description
Category	Enter a category for which you want to define a default general ledger account, or click the Lookup button to select a category.
Ledger ID	Enter a ledger ID for which you want to define a default general ledger account, or click the Lookup button to select a ledger ID. Note This field is only available if at least one consolidation ledger is set up.
Company Code	Enter a company code or click the Lookup button to select an existing company code to update the default account associated only with that company. If no record exists for that company, then the system uses the record for All Companies. This field is only enabled when the All Companies check box is not selected. The company code must be the length set up for the company general ledger account element in Ledger Maintenance. NOTE The categories for which the company-specific accounts can be set up are as follows: A/R Absorption A/R Clearing A/R Discount Currency Exchange Gain/Loss Finance Charge NSF Charge Unrealized Currency Exchange Gain/Loss For the rest of the categories other than the ones listed here, the Company Code field is disabled.
All Companies	Select this check box to update the linked accounts of all companies. If you select this check box, then the Company Code field is disabled.
User ID	Click the Lookup button to select the user ID and user name of the person for which the default system general ledger accounts are being created. All indicates all users in the system. This Lookup button is only enabled if the Create Default G/L Accounts by User check box is selected for the ledger in Ledger Maintenance.

Main Tab Fields and Buttons

Field or Button	Description
Intercompany	Select this check box if the accounts associated with the category will be intercompany elimination accounts.
Default G/L Account	Enter the general ledger account you want to be the default account for the selected category.
Required for	This field displays the modules for which the category is required. This field is only available if the selected category is required for any modules.