General Ledger Codes

Exploring

ClosedWhere it fits in?

This program lets you add and maintain ledger account codes that are defined according to your chart of accounts.

All transaction journals that are posted to General Ledger are posted to specific ledger account codes.

Things you can do in this program include:

  • Add new ledger codes.

  • Maintain existing ledger codes.

  • Delete existing ledger codes.

  • Define business process against ledger codes.

  • Enter up to 10 different budgets to assign to your general ledger accounts.

ClosedNavigation

This program is accessed from the Program List pane of the SYSPRO menu:

  • Program List > General Ledger > Setup
ClosedRelated Information

Overview Topic

Detail Posting to Control Accounts

Setup Option Categories

General Ledger Integration

Starting

ClosedSecurity
ClosedActivities

You can restrict operator access to activities within a program (configured using the Operator Maintenance program).

ClosedFields

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

ClosedeSignatures

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

ClosedGL Code added

Controls access to the Add and New functions in the following programs:

  • General Ledger Codes Browse
  • Browse on General Ledger Codes
  • General Ledger Codes
ClosedGL Code changed

Controls access to the Change function in the following programs:

  • Browse on General Ledger Codes
  • General Ledger Codes Browse
  • General Ledger Codes
ClosedGL Code deleted

Controls access to the Delete function in the following programs:

  • Browse on General Ledger Codes
  • General Ledger Codes Browse
  • General Ledger Codes
ClosedGroups

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

ClosedPasswords

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.

ClosedConfiguring

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

ClosedSetup Options

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

ClosedGeneral Ledger Configuration

Setup Options > Configuration > Financial > General Ledger

  • Definition of variable budget spread
ClosedGeneral Ledger Preferences

Setup Options > Preferences > Financials > General Ledger

  • Commitment accounting required

  • Integration from sub-ledger

  • Required for year end period

  • Individual ledger accounts password

  • Budget descriptions

  • Alternate budget 1

  • Alternate budget 2

  • Alternate budget 3

  • Alternate budget 4

  • Alternate budget 5

  • Alternate budget 6

  • Alternate budget 7

  • Alternate budget 8

ClosedAccounts Payable Tax

Setup Options > Tax > Accounts Payable

  • Default tax code
  • Second tier tax required
ClosedCash Book Tax

Setup Options > Tax > Cash Book

  • Default tax code
ClosedGeneral Ledger History

Setup Options > History > Financials > General Ledger

  • Number of years to retain
ClosedOptions

Setup Options > Company > Options

  • Accounting periods
ClosedGeneral Ledger Integration

Setup Options > General Ledger Integration > General Ledger

  • Forced balance
  • Integration level
  • Retained earnings
ClosedRestrictions and Limits

  • You can only change ledger codes when browsing in your current company.

  • The financial ratio queries to include tax breakdowns are still being developed. If you enable the Tax account or Interest account options (in the Ledger Code Details pane) for the ledger, the options will only become effective once the queries are released.

ClosedOther considerations
ClosedGL Analysis

If the GL analysis required setup option is enabled for a ledger account used in a program, then the Capture GL Analysis Entries program is displayed when you post the transaction, so that you can enter the analysis details.

  • 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.

    For example:

    You may not want to select GL analysis for any of the following:

    • Browse on Banks

    • Browse on Tax Codes

    • Browse on AR Branches

    The exception to this is transactions that use the ledger control accounts defined in the General Ledger Integration setup programs. These don't load the Capture GL Analysis Entries program, regardless of whether GL analysis is required for the accounts.

  • Transactions for a sub module require the module to be linked to General Ledger in Detail at company level (General Ledger Integration) or ledger code level (General Ledger Codes or GL Structure Definition).

    GL analysis entries cannot be entered from a sub module if it is linked to the General Ledger in Summary.

  • The GL analysis required setup option is ignored for ledger codes defined in the General Ledger Integration setup program, even when the ledger code is manually entered in a posting program (e.g. they may be automated, or called automatically by other programs, in which case they can't be stopped to allow the capture of GL analysis entries).
  • The GL analysis required option is ignored when copying ledger codes to another company using the GL Copy, Merge and Delete program.
  • If the GL analysis code used does not exist, then a message to this effect is displayed and the program does not prompt for analysis again. The GL journal is created but not posted until the ledger code, ledger analysis code and ledger journal are corrected.
  • An Ask Me Later function is only available if the Force general ledger analysis setup option is enabled for the sub-module (General Ledger Integration).
  • General Ledger analysis entries are always distributed in the local currency, regardless of the currency in which the original transaction is processed.

  • If you no longer require GL analysis for a specific ledger code, then the GL analysis required option in the General Ledger Codes program must be disabled against that ledger code.

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

Solving

ClosedFAQs
ClosedGeneral
ClosedWhat is the difference between templates and weighted transfers?
Templates Weighted transfers

  • When using templates, each transaction value posted to a template account is immediately distributed to the accounts linked to the template, based on the percentage indicated against each linked account. No values are distributed to the template account.

    The template account is therefore only a nominal account to which the actual accounts to be posted to are linked.

  • Templates use percentages for distributing a transaction value to the linked accounts.

  • Template accounts don't cater for GL analysis. Therefore you can't use a template account and add template codes that are linked to a GL Analysis category.

  • The Weighted Transfers system (GL Weighted Transfer Processing) creates journals to distribute the balance in a specific ledger account to various other ledger accounts based on the rules defined. These journals must then be posted.

    The transaction values are initially posted to one account and are then distributed to various other accounts based on the rule defined.

  • Weighted transfers use rules for transferring balances from a source account to multiple destination accounts based on a predetermined criteria.
ClosedWhat are business processes for?

The Business Processes pane of the General Ledger Codes program lets you define the valid business transactions for the account code to ensure that it is only used for appropriate transactions.

If you don't define any business processes against a ledger code, then that ledger code is available for all business transactions.

By default, business processes are not defined against ledger codes when they are added.

Up to 10 business processes can be defined against each ledger code.

Business processes attached to ledger codes are ignored by the GL Journal Entry program when posting sub-module journals.

When you process a transaction and browse on the ledger code, only the ledger codes enabled for the business process related to the transaction you are processing are displayed.

Business processes for GL browsing are defined in the IMPGLP.IMP file.

ClosedMaintaining Ledger Codes
ClosedCan I change the account type of a ledger code?

You can only change the account type if ALL the following applies:

  • A zero account balance is held against the ledger code.
  • A zero opening balance is held against the ledger code for the current year.
  • A zero history record is held against the ledger code for the current year.

To avoid data corruption, don't change Balance Sheet account types (i.e. Asset, Capital and Liability) to Income Statement account types (i.e. Revenue, Expense).

ClosedWhy can't I change the account type of a ledger code to be Statistical?

An existing ledger account code can't be re-defined as a Statistical account type if ANY of the following applies:

  • The account balance is non-zero.
  • The opening balance for the account, for the current year is non-zero.
  • History exists against the account for the current year.
ClosedWhat happens if I change the account type of a balance sheet or revenue account?

To avoid data corruption, don't change Balance Sheet account types (i.e. Asset, Capital and Liability) to Income Statement account types (i.e. Revenue, Expense).

If you change a Balance Sheet account type to another Balance Sheet account type, or a Revenue account to an Expense account (or vice versa) you need to do the following:

  1. Open the GL Period End program.
  2. Run the Balance function for each year that you are retaining ledger history (as defined by the Number of years to retain setup option).
ClosedDeleting Ledger Codes
ClosedWhy can't I delete a ledger code?

You can't delete a ledger code if ANY of the following conditions apply:

  • Detail movements exist for the current ledger year.

    This does not apply to the Forced balance account which is used to correct an out-of-balance situation in General Ledger.

  • Non-zero values are held against:

    • the current balance,
    • the opening balance for the current year, or
    • any of the closing balances for the current year.

    This does not apply to the Forced balance account.

  • Historical balances exist for the ledger code.

  • The Commitment accounting required setup option is enabled and commitments exist against the ledger code.

ClosedWhy can't I delete the forced balance account?

You can't delete the Forced balance account if it has been defined as a rounding ledger code for an alternate currency (GL Alternative Currency Setup).

ClosedWhat happens if I delete the forced balance account?

You can't use the GL Period End program until a Forced balance account has been created.

ClosedSub-ledgers
ClosedWhy can't I define a sub-ledger integration method?

You can only define a sub-ledger integration method if the Integration from sub-ledger setup option is enabled.

In addition, the sub-ledger must be Linked to GL in detail or Linked to GL in summary (Setup Options > General Ledger Integration > General Ledger).

ClosedHow is integration of sub-ledgers defined?

The integration of sub-ledgers is defined at sub-ledger level in the Setup Options program (Setup Options > General Ledger Integration > General Ledger).

However, you can use the Sub-ledger integration method function of the General Ledger Codes program to define a different integration level for a specific account code.

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 wouldn't want to integrate to a control account in detail because of the volume of entries that would be created in the control account.

ClosedBudgets
ClosedHow can I define alternate budget descriptions?

You can define descriptions for alternate budgets at the Budget descriptions setup option section (Setup Options > Preferences > Financials > General Ledger).

ClosedWhat if I need an additional budget period for the year end period?

If you require an additional budget period for the year end period, then you must enable the Required for year end period setup option (Setup Options > Preferences > Financials > General Ledger). You can then enter budgets for one extra period.

ClosedHow do I refresh the budgets graph?

In the General Ledger Codes program, when you enter budgets using the Distribute function, you need to select the Save icon from the Ledger Code Maintenance screen and then tab off the Ledger code field to refresh the graph. The graph is then refreshed as you enter the budget values in the periods on the Budgets tab.

Using

ClosedTasks
ClosedHow to customize business process properties

This describes how to modify existing business process properties and retain these custom settings without being affected by future SYSPRO installations.

To modify the properties of existing business processes, you need to create a file called CUSGLB.IMP in the custom program directory. The file must be in the same format as the IMPGLB.IMP file in the program directory and only processes that you want to modify must be entered into the CUSGLB.IMP file.

The program that is used to look up businesses process and their properties first checks the CUSGLB.IMP file. If the business process is not defined in that file, then the standard business process file, IMPGLB.IMP, is used.

Don't modify the IMPGLB.IMP file, as this file will be overwritten by future installations and upgrades of SYSPRO.

  1. Create a file called CUSGLB.IMP in the custom program directory:

    Copy the IMPGLB.IMP file from your program directory to a file called CUSGLB.IMP in your custom program directory.

    This ensures that the format of the CUSGLB.IMP file is the same as the format of the IMPGLB.IMP file.

    Ensure that the new file is located in the \Plugin\CustomStore folder in SYSPRO 8.

  2. Edit the CUSGLB.IMP file and remove all processes you do not want to modify.

    The CUSGLB.IMP file must only contain those business processes for which you want to change the properties.

  3. Modify the check columns for the remaining business processes in the CUSGLB.IMP file according to your requirements.

    • Don't modify the business process Code (the first 3 characters of the file).

      The various SYSPRO programs use only the standard codes when checking for business processes. Therefore, if you change these codes, they will be ignored by the SYSPRO programs.

    • Don't change the Module column as this information is used by the SYSPRO programs to check General Ledger integration information.

    • It is not recommended that you change the Description column.

    The following tables describe the permissible entries for each type of check column:

    ClosedPermissible Entries - Control Check Column
    Entry Description

    I

    Ignore check.

    W

    Display a warning message if this is a control account.

    E

    Display an error message if this is a control account.

    Use this check to prevent operators from posting to a control account.

    M

    This must be a control account.

    C

    Display a warning message if this is not a control account.
    ClosedPermissible Entries - Password Check Column
    Entry Description
    Y Check the password.
    I Ignore the password check.
    ClosedPermissible Entries - On Hold Check Column
    Entry Description
    W Display a warning message if the account is on hold.
    I Ignore the on hold check.
    E Display an error message if the account is on hold.
    ClosedPermissible Entries - Gain/Loss Check Column
    Entry Description
    M The ledger code must be a gain/loss account type.
    I Ignore the gain/loss account type check.
    E Display an error message if the ledger code is a gain/loss type account.
    ClosedPermissible Entries - Account Type Check Column
    Entry Description
    W Display a warning message if there is an account type mismatch.
    I Ignore the account type check.
    E Display an error message if there is an account type mismatch.
    ClosedPermissible Entries - Account Types to Check Column

    You enter all the account types that you require to be checked in this column.

    For example:

    Enter ERCLAS to check all account types.

    Entry Description
    E Check Expense account types.
    R Check Revenue account types.
    C Check Capital account types.
    L Check Liability account types.
    A Check Asset account types.
    S Check Statistical account types.

  4. Save the CUSGLB.IMP file to save the changes you have made.

ClosedHints and Tips

  • To view ledger account balances in a browse listview, ensure that the setup option is enabled.

  • Once a ledger code is created, you can use the GL Code Conversion program to change the codes throughout SYSPRO.

  • To ensure that your ratio analysis calculations are accurate, make sure to define the account type of the ledger code correctly.

    If your account types are incorrectly defined, your ratios will be incorrect.

  • Use the Budgets pane to enter up to 10 different budgets that you want to assign to your General Ledger accounts, or import budgets by using the Import GL Budgets program.

  • Define a password against a ledger account to prevent anyone from querying the account or manually posting a journal entry to the account without first entering the password.

Referencing

ClosedMenu and Toolbar
Field Description

New

This lets you add a new ledger code.

Delete

This lets you delete the currently displayed ledger code.

Save

This saves the details you entered or changed.

This icon is only enabled after the information in at least one field is changed.

Ledger code

Indicate the ledger account you want to add or maintain.

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

This indicates the ledger code you are currently maintaining.

ClosedDescription

This indicates the description for the ledger account code.

This description is displayed throughout the SYSPRO system whenever the ledger code is entered.

ClosedGroup

This lets you 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.

ClosedTax code

Your entry 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 and Withdrawals program.

If you leave this field blank:

  • The Cash Book Deposits and Withdrawals program uses the Default tax code Cash Book setup option.

  • The AP Invoice Posting program uses the tax code entered when capturing the Transaction Details. However, if that tax code is also left blank, then the Default tax code Accounts Payable setup option is used.

If defined, ensure that you use the Descriptive tax code at this field.

ClosedQST code

This field is displayed when the Second tier tax required setup option is enabled.

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

If you leave this field blank:

  • The AP Invoice Posting program uses the tax code entered when capturing the Transaction Details. However, if that tax code is also left blank, then the Default tax code Accounts Payable setup option is used.

ClosedReport index 1

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

For example:

If the ledger code is: 100-AAA-400 you could define your financial index 1 as AAA-400-100 and the financial index 2 as 400-100-AAA where:

  • 100 refers to the branch.
  • AAA refers to the cost center.
  • 400 refers to the expense type.
ClosedReport index 2

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

ClosedRevaluation category

This relates to alternate currency ledgers only.

Alternate currency ledgers are created using the GL Alternative Currency Setup program.

Use this to define a revaluation category against this ledger code.

Revaluation categories determine how to revalue transactions in the ledger code when you run the GL Alternate Currency Valuation program.

ClosedAccount type

This lets you classify your ledger codes to cater for balancing controls and flexible reporting.

ClosedAsset

This defines the account code as an asset account.

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

This account type is a balance sheet account and balances are therefore not transferred to the Retained Earnings account when a Year end is performed in the GL Period End program.

ClosedCapital

This defines the account code as a capital account.

This account type is a balance sheet account and balances are therefore not transferred to the Retained Earnings account when a Year end is performed in the GL Period End program.

ClosedLiability

This 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.

This account type is a balance sheet account and balances are therefore not transferred to the Retained Earnings account when a Year end is performed in the GL Period End program.

ClosedRevenue

This defines the account code as a revenue account.

Revenue account types are Income Statement (Profit and Loss) accounts.

When a year end is performed in the GL Period End program, you can enable the Set expense and revenue accounts to zero option 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).

If the Retained Earnings account is not defined against the ledger code, then the system automatically transfers the balances in these account types to the Retained earnings account defined in the Setup Options program.

ClosedExpense

This defines the account code as an expense account.

Expense account types are Income Statement (Profit and Loss) accounts.

When a year end is performed in the GL Period End program, you can enable the Set expense and revenue accounts to zero option 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).

If the Retained Earnings account is not defined against the ledger code, then the system automatically transfers the balances in these account types to the Retained earnings account defined in the Setup Options program.

ClosedStatistical

This defines the account code as a statistical account.

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

  • 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.

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

  • 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.

  • An existing ledger account code cannot be re-defined as a Statistical account type if:

    • the account balance is non-zero.
    • the opening balance for the account for the current year is non-zero.
    • history exists against the account for the current year.
ClosedTemplate

This defines the ledger code as a template account.

A template account is used to post a single transaction value from any module within SYSPRO to multiple accounts in 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.

  • 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 enable the Include template details report option.

  • Template accounts cannot be used for GL analysis purposes.

ClosedCurrent asset/liability

This only applies when the Account type for the ledger code is set to Asset or Liability.

Indicate whether the account is current or non-current.

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

ClosedAssets

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

If you don't select this option, then the account is considered to be a non-current asset by default.

ClosedLiabilities

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

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

ClosedExpense type

This only applies when the Account type for the ledger code is set to Expense.

Define the expense type for this account.

Your 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 (AP Invoice Posting).

ClosedMerchandise

Select this if the account is used to record merchandise purchases.

ClosedFreight

Select this if the account is used to record freight expenses.

ClosedOther

Select this if the account is any expense account not related to merchandise or freight (i.e. all other expense accounts).

Closed

This option is automatically enabled for Statistical account types.

Define the account as a control account.

Control accounts represent the transactions that have taken place in the sub ledgers, and are updated by the following sub ledgers, if they are integrated to General Ledger:

  • Accounts Payable

  • Accounts Receivable

  • Cash Book

  • Inventory

  • Work in Progress

  • Fixed Assets

ClosedAccount on hold

This lets you prevent any further postings or distributions from being made to this account.

Closed

Define the account as a Gain/Loss account.

Gain/Loss accounts relate to the revaluation of alternate currency ledgers, which 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 (GL Revaluation Categories).

ClosedGL analysis required

Enable this option to configure the ledger code to require account analysis.

If this option is enabled, ensure that you specify the GL analysis category.

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.

This option can't be enabled for Control account types.
ClosedGL analysis category

This only applies when the GL analysis required option is enabled.

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.

ClosedStatistical UOM

This field is only available for Statistical account types.

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

This must be defined for all Statistical account types.

ClosedSub-ledger integration method

This field is only available if the Integration from sub-ledger setup option is enabled.

Additionally, the sub-ledger's Integration level must be Linked to GL in detail or Linked to GL in summary.

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

The integration of sub-ledgers is defined at sub-ledger level in the Setup Options program, however, you can use this Sub-ledger integration method 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.

This setting takes precedence over the Integration level setup options defined per sub module.

Defining integration at ledger code level can be useful when the sub-ledger is linked to GL 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).

ClosedCompany set-up

Select this to post transaction details from the sub-ledgers against the ledger code according to the method of integration assigned at sub-ledger level.

This is the default integration method for the account.

ClosedDetail transactions

Select this to post transaction details from the sub-ledgers to this ledger code in detail (i.e. each detail printed on the distribution report is posted to the ledger entries file).

ClosedSummary transactions

Select this to post transaction details from the sub-ledgers to this ledger code in summary (i.e. details printed on the distribution report are summarized by ledger code before being posted to the ledger entries file).

ClosedControl account in detail

Select this to post transaction details from the sub-ledgers to this control account ledger code in detail.

This is only available if the Control Account option is enabled for the ledger.
ClosedBusiness process enabled

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

If you don't enable this option, then transactions relating to all business processes can be processed to this account.

Closed

This option applies only to Expense and Revenue account types.

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

When you select this option, the ledger code is included in the breakdown of tax amounts in the financial ratio queries.

Closed

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.

When you select this option, the ledger code is included in the breakdown of interest amounts in the financial ratio queries.

Closed

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 Setup Options program is used.

The retained earnings account is used when you run the Year end function of the GL Period End program and the Set expense and revenue accounts to zero option is enabled.

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 Setup Options program is used.

ClosedPassword

This option is only available if the Individual ledger accounts password setup option is enabled.

Select this to use the Admin 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.

Defining a password against an account prevents:

  • manually posting a journal entry to the account without first entering the password.
  • querying the account without first entering the password.

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

ClosedBusiness Processes

This pane enables you to define valid business transactions for the account code.

By defining the business processes against a ledger code, you can ensure that the code is only used for appropriate transactions.

The fields within Business Processes pane are only available when you enable the Business process enabled option against the Ledger Code Details pane.

Column Description
Column 1

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.

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.

ClosedLedger Code Notes

You use this pane to view and maintain free format comments for the ledger code.

ClosedBudgets

The Budgets pane lets you enter up to 10 different budgets that you want to assign to your ledger accounts.

These include budgets for the following:

  • Current year
  • Next year
  • Up to 8 alternates budgets

Budgets can also be imported using the Import GL Budgets program.

Column Description
Distribute

Distribute an amount over the selected budgets.
Copy

Select this option to display the Copy Budgets screen which enables you to copy any one set of budgets (Current year, Next year or Alternate budgets 1-8) to another set of budgets.

Once you have indicated the budget to be copied and where it should be copied to, you can optionally select to enter a positive or negative value to increase or decrease the copied budget values.
Budgets

Indicates the 10 budgets that are available.

ClosedCurrent year

Maintain the budget figures for your current financial year.

ClosedNext year

Maintain the budget figures for the next financial year.

ClosedAlternate budget 1 to 8

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

Alternate budget 1, Alternate budget 2, etc, is the default wording for these options.

You can change the wording of these fields by defining the Budget descriptions setup options.
Period 1 - 14 You can only enter budgets for the number of accounting periods in the year that are defined for your company (Accounting periods setup option).
Total For each budget row, the total amounts entered for the periods are displayed in these fields.
Revision level A reference of up to 15 characters can be entered here to indicate the latest revision level.
Last change Indicates the date on which the amounts for the budget row were last amended.
ClosedDistribute amount

When you use the Distribute function to distribute an amount over selected budgets, the Distribute Amount screen is displayed.

Field Description
Amount

This indicates the budget amount.

This can be the monthly or annual budget amount for this account.
Change Company Budget Spread

This option can only be selected if both of the following are true:

  • The Divide amount by variable budget spread Distribute Amount Method is enabled.
  • The Definition of variable budget spread setup option is defined by company.

Select this option to define a set of percentages according to which variable budgets are to be spread over a year.

The Budget Spread screen is displayed:

ClosedSave

Select this to save the percentages entered and return to the previous screen.

Saving the budget spread will set this spread for the entire company.

ClosedApply Undistributed

Select this to allocate the undistributed percentage amount to the highlighted period.

The undistributed percentage allocated to the highlighted period can be negative.

ClosedBudget spread

The periods and current percentages allocated to each period are displayed in this table.

Select the period(s) for which to enter the budget spread percentage.

The total budget spread for all periods must equal 100%.

ClosedTotal - Distributed

This indicates the total percentages currently allocated to the periods.

You can't save and exit the Budget Spread screen until this value is 100.

ClosedTotal - Undistributed

This indicates the total percentages that must still be distributed to make up 100%.

If this figure is negative, then more than 100% has been allocated to the periods displayed.

You can't save and exit the Budget Spread screen until this value is zero, as the total budget spread must equal 100%.
Distribute over Indicate which budgets must be included in the distribution.
Method

Indicate how the Amount entered above must be allocated:

ClosedDivide amount equally

Divide the amount entered evenly by the number of periods in the year.

If necessary, the last period is rounded to total the amount entered.

ClosedDivide amount by variable budget spread

Divide the amount entered according to the percentage spread defined for the company or group code.

ClosedRepeat amount across all periods

Select this to repeat the amount in each period.

For example:

If you entered a budget amount of 10 000, then this amount would appear in each period.
OK

Accept the information entered and return to the previous screen.

The budget values in the list view will then change according to the information entered.

Close Ignore the information entered and return to the previous screen.
ClosedBudgets Graph

This pane displays a graphical representation of the budget values for the row currently highlighted in the Budgets list view.

You can also define budgets from the graph itself:

  1. Use your mouse pointer to grip the top edge of the graph column (period) you want to maintain.

  2. Drag the graph column up to increase the budget value for the selected period, or down to decrease the budget amount for the selected period.

The amount in the corresponding row and column in the Budgets list view is changed accordingly.

ClosedTemplates

The Templates pane can only be accessed when the Account type for the ledger code is Template.

This pane lets you define the accounts linked to a Template type account, together with the percentage of the transaction value to be distributed to each of these linked accounts.

Field Description

Apply Undistributed

Apply the undistributed percentage to the ledger code currently highlighted in the Templates list view.

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

Ledger code

 Indicate the ledger code to which transactions posted to the template account must be processed.

Percentage

 Indicate the percentage of the transaction value you want to post to this ledger account.

Description

 This indicates the description for the ledger code you selected to link to the template account.

Total

This indicates the total percentages currently allocated to the linked accounts.

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

ClosedAdditional Fields

This pane can be used to add any additional fields you want to display.

Field Description

Custom information

This field is defined by default, as a pane cannot be created without any fields.

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