See Deletion considerations in Notes and warnings

Indicate the General Ledger account code you want to add or modify.

Once created, you can change the ledger code throughout SYSPRO using the GL Code Conversion program.

Assign the ledger account to a specific ledger group.

This provides you with an alternative method of grouping your accounts (other than by account type). It can also be used as a selection and sequencing tool for viewing and printing your ledger accounts.

General Ledger Group codes are defined using the GL Groups program.

The tax code entered here is used as the default tax code for distribution entries posted from either the AP Invoice Posting program or the withdrawal function of the Cash Book Deposits & Withdrawals program.

When left blank, the Cash Book Deposits & Withdrawals program uses the Default tax codes defined in the Cash Book Setup program.

The Descriptive tax code must be used if defined (Descriptive Tax Code Browse/Maintenance).

In the AP Invoice Posting program, the tax code you entered when processing the Transaction Details is used if the tax code here is blank. If the tax code here is blank, then the Default tax code defined in the Accounts Payable Setup program is used.

This field is displayed when the Second tier taxrequired option is enabled (Accounts Payable Setup).

The entry made here determines the default second tier tax code assigned to each distribution entry posted from the AP Invoice Posting program.

The tax code can be left blank. If left blank, then the tax code entered when capturing the Transaction Details is used. Only if that tax code is also blank, is the Default tax code defined in the (Accounts Payable Setup program used.

This index can be used for accumulation purposes within the Report Writer as well as sequencing within the Trial Balance and Financial Report Writer.

For example: If the ledger code is 100-AAA-400, (100 refers to the branch, AAA refers to the cost center, and 400 refers to the expense type) you could define your financial index 1 as AAA-400-100 and financial index 2 as 400-100-AAA.

This is a second index that can be used for accumulation purposes within the Report Writer as well as sequencing within the Trial Balance and Financial Report Writer.

For example: If the ledger code is 100-AAA-400, (100 refers to the branch, AAA refers to the cost center, and 400 refers to the expense type) you could define your financial index 1 as AAA-400-100 and financial index 2 as 400-100-AAA.

This relates to alternate currency ledgers only. Alternate currency ledgers are created using the GL Alternative Currency Setup program.

You use this to define a revaluation category against this ledger code.

Revaluation categories determine how the transactions in the ledger code must be revalued when you select the GL Alternate Currency Valuation program. Revaluation categories are maintained using the GL Revaluation Categories program.

Use this to classify your ledger codes to provide for balancing controls and flexible reporting.

See Coding considerations in Notes and warnings

Defines the account code as an asset account.

By default, this is set to be a non-current asset, but you can select Current asset/liability option to define the account as a current asset.

Asset account types are balance sheet accounts and their balances are therefore not transferred to the Retained Earnings account when a Year end is performed (GL Period End).

Defines the account code as a capital account.

Capital account types are balance sheet accounts and their balances are therefore not transferred to the Retained Earnings account when a Year end is performed (GL Period End).

Defines the account code as a liability account.

By default, this is set to be a non-current liability, but you can select Current asset/liability option to define the account as a current liability.

Liability account types are balance sheet accounts and their balances are therefore not transferred to the Retained Earnings account when a Year end is performed (GL Period End).

Defines the account code as a revenue account.

Revenue account types are Income Statement (Profit and Loss) accounts. When a year end is performed (GL Period End) you can select the option Set expense and revenue accounts to zero, to automatically transfer the balances in these account types to the retained earnings account defined against the individual revenue type ledger codes (General Ledger Codes) or (if not defined) to the retained earnings account defined in the General Ledger Integration program.

Defines the account code as an expense account.

Expense account types are Income Statement (Profit and Loss) accounts. When a year end is performed, (GL Period End) you can select the option Set expense and revenue accounts to zero, to automatically transfer the balances in these account types to the retained earnings account defined against the individual expense type ledger codes (General Ledger Codes) or (if not defined) to the retained earnings account defined in the General Ledger Integration program.

Defines the account code as a statistical account.

You can only process transactions to statistical accounts from within the General Ledger module.

Statistical accounts are automatically defined as control accounts by the system to prevent transactions being processed to them from other modules.

Statistical accounts are used for the analysis of non-financial information within the General Ledger. They do not affect any normal financial accounting processes.

If you define the account code as statistical, then you must enter the unit of measure in which the statistical data must be measured.

An existing General Ledger account code cannot be re-defined as a statistical account type if:

When you create alternate currencies using the GL Alternative Currency Setup program, statistical journals are created in the alternate currency with an exchange rate of 1. If you are using alternate currency ledgers, then statistical journals update the alternate currency tables at an exchange rate of 1.

A template account is used to post a single transaction value, from any module within SYSPRO, to multiple accounts in the General Ledger. In addition, you can use template account types when processing normal, standard and recurring journals.

When you select this option, you need to use the fields in the Templates pane to link the accounts to which you want to distribute the value of the transaction. In addition, you define the percentage of the transaction value to be posted to each of the linked accounts (see Template).

Although you can select to 'post' to a template account, the template account itself is never updated. Transaction values are posted only to the accounts linked to the template account, based on the percentages defined against these linked accounts.

Details of these postings are printed on the GL Journal Report providing you select the Report option: Include template details.

Template accounts cannot be used for GL analysis purposes.

Indicate whether the account is a current or non-current asset or liability. This applies when you set the Account type for a General Ledger code to Asset or Liability.

It is important that you define these correctly, as the ratio analysis calculations are based on account types.

If the ledger code is an Asset account type, then you select this option to indicate that it is a current asset account.

If you do not select this option for an Asset account type, then by default, the account is assumed to be a non-current asset.

If the ledger code is a Liabilityaccount type, then you select this option to indicate that it is a current liability account.

If you do not select this option for a Liability account type, then the account is considered to be a non-current liability by default.

An entry can only be made here if you set the Account type to Expense.

The selection made here is used by the Accounts Payable module (if integrated to General Ledger) to determine the category into which purchases are accumulated during expense distribution (see AP Invoice Posting).

Defines the account as a control account.

This option is automatically selected for statistical account types.

Control accounts represent the transactions that have taken place in the sub ledgers.

These accounts are, and should only be, updated by the sub ledgers (Accounts Payable, Accounts Receivable, Cash Book, Inventory, Work in Progress and Fixed Assets), if these sub ledgers are integrated to the General Ledger (General Ledger Integration).

Select this to define the account as a Gain/Loss account.

Gain/Loss accounts relate to the revaluation of alternate currency ledgers. Alternate currency ledgers are created using the GL Alternative Currency Setup program.

The GL Alternate Currency Valuation program posts variances in revaluation to the Gain/Loss accounts defined in the Revaluation categories (see GL Revaluation Categories).

Select this to set the ledger code to be subject to account analysis.

If you select this option, then analysis information must be entered when processing journals or distribution entries from a sub-ledger to this ledger code. Note that this does not apply when the ledger code is defined in GL integration.

You cannot select this option if you selected the option: Control account.

When you select this option, you must specify an Analysis category.

When you select this option and you want to process analysis entries from sub modules, then the General Ledger integration method for the sub module(s) must be set to Detail either at company level (General Ledger Integration) or against the individual General Ledger account code(s). Failure to do this results in analysis entries not being posted.

When using the GL Copy, Merge and Delete program to copy G/L codes to another company, your selection at this option is ignored. The G/L codes are copied to the new company without G/L analysis set to required and without any analysis categories defined against them.

Transactions which use the GL control accounts defined in the General Ledge Integration programs do not cause the Capture GL Analysis Entries program to be loaded. This is irrespective of whether GL analysis is set to required for these accounts.

Care must be taken when enabling account analysis for a ledger code, as the Capture GL Analysis Entries program is automatically loaded each time you process a transaction to an account requiring analysis. You may, for example, not want to select G/L analysis for accounts defined in integration programs such as Browse on Banks, Browse on Tax Codes, Browse on AR Branches, AR Sales Ledger Interface, AR Payments Ledger Interface, Assets Ledger Interface, etc.

If you no longer require GL analysis for a ledger code, then this option must be disabled against that GL code. If you no longer require GL analysis at all, then this option must be disabled against all GL codes.

Specify the analysis category to use when processing transactions to this ledger code. Analysis categories are defined using the GL Analysis Categories and Codes program.

This only applies if you selected the option: GL analysis required.

This descriptive field indicates the unit of measure in which the statistical data must be measured.

It must be defined for all Statistical account types.

This field is only enabled for Statistical account types.

Indicate the method of integration required for this particular ledger code.

This is only available if the option: Integration from sub-ledger is enabled (General Ledger Setup). Additionally, the sub-ledger must be linked to General Ledger in detail or summary (General Ledger Integration).

Integration of the sub-ledgers is defined at sub-ledger level using the General Ledger Integration program, however, you can use this Integration function to define a different integration level for this specific account code only. The integration level you define against an account takes precedence over the integration level defined at sub-ledger level.

Defining integration at ledger code level can be useful when the sub-ledger is linked to the General Ledger in detail, but for specific ledger accounts against which postings are made, you only want summary information passed through to the General Ledger (and vice versa).

Typically, you would not want to integrate to a control account in detail because of the volume of entries that would be created in the control account.

Select this to define the valid business processes for the account code.

By default, transactions relating to all business processes can be processed to a General Ledger account.

If you select this option, then you must define at least one business process that is enabled for the ledger code.

If you do not select this option, then transactions relating to all business processes can be processed to this account.

Select this to indicate that the account is an Income Tax income or expenditure account.

The financial ratio queries to include tax breakdowns are currently still under development. Selecting this option will therefore only have an effect once the queries are released.

This option applies only to Expense and Revenue account types.

Select this to indicate that the account is an Interest Received revenue or Interest paid expense account.

The financial ratio queries to include tax breakdowns are currently still under development. Selecting this option will therefore only have an effect once the queries are released.

This option applies only to Expense and Revenue account types.

Indicate the retained earnings account to use for this ledger account code.

If no retained earnings account is defined against this ledger account code, then the retained earnings account defined in the General Ledger Integration program is used.

The retained earnings account is used when you run the Year end function of the GL Period End program and you select the option: Set expense and revenue accounts to zero. The balance of this ledger account code is set to zero and the other side of the entry is posted to the retained earnings account defined here.

When you make a prior period adjustment to a previous year for this ledger account code, the other side of the entry is posted to the retained earnings account defined here.

If the retained earnings account defined here is invalid, then a warning message is displayed and the retained earnings account defined in the General Ledger Integration program is used.

This option applies only to Expense and Revenue account types.

Select this to use the Password System program to define a password against the ledger code. This enables you to prevent the unauthorized manual posting of detail ledger distributions to this account code.

This option is only available if you selected the setup option Individual ledger accounts password (General Ledger Setup).

Defining a password against an account prevents:

The password is not required when copying or reversing a journal in the GL Journal Entry program as it is assumed that the password would have been entered when the journal was originally created.

A tick in this column indicates that the account code is enabled for processing to the business process.

If the entry in this column is blank, it indicates that the ledger code cannot be used for this business process.

This column lists the business processes for which the account code can be enabled.

You can select up to 10 business processes for the ledger code.

Select this to distribute an amount over selected budgets.

Select this to copy any one set of budgets (Current year, Next year or Alternate budgets 1-8) to another set of budgets.

This column lists the 10 budgets that are available.

Select this if you want to maintain the budget figures for your current financial year.

Select this if you want to maintain the budget figures for the next financial year.

Select one of these alternate budgets to maintain additional budget figures.

The wording Alternate budget 1, Alternate budget 2, etc, is the default wording for these options. The wording displayed is the wording defined in the (General Ledger Setup program.

You can only enter budgets for the number of accounting periods in the year that are defined for your company (Company Setup).

If you require an additional budget period for the year end period, then you need to enable the option Budge - Required for year end period (General Ledger Setup). You can then enter budgets for one extra period.

For each budget row, the total amounts entered for the periods is displayed in these fields.

A reference of up to 15 characters can be entered here to indicate the latest revision level.

This field indicates the date on which the amounts for the budget row were last amended.

The Undistributed percentage is the difference between 100% and the percentage value displayed in the Total field.

This total must equal 100.00 before you can save the details for the template account.

Once you have added at least one other field, you can delete this Custom information field from the pane.