01 How to Configure General Ledger

In order to use General Ledger functionality in the system, configuration for rules, program codes and account types must be completed. This course will focus on the configuration points that are required for using the General Ledger.

Configure GL Rules

GL Configuration Rules are an important part of setting up the system for using General Ledger. Here you can set the starting month for the fiscal year, adjust the journal number and book close date. You can also set the posting method for sales and payroll.

1. Click on Configure

2. Click on List Configuration
3. Click on General Ledger → Rules

4. Select and enter GL Rules according to your agency’s particular workflow and needs.
5. Click on the Save button to save any rule changes

Configure GL Program Codes

GL Program Codes provide a means in the system for parsing out services by program for general ledger/reporting purposes.

1. Click on Configure

2. Click on List Configuration
3. Click on General Ledger → Program Codes

4. Click on the Add GL Program Code button

5. Enter a Description. Note: Program Codes that are added here also show up at the Services desktop under the “123 Program Codes” section. That is where you link the services with particular program codes.

Helpful Hint: Be descriptive with your naming so that you can differentiate program codes when linking services.

6. Click Update

Configure GL Account Types

GL Account Types configuration is where you can manage and/or add general ledger account types.

1. Click on Configure

2. Click on List Configuration
3. Click on General Ledger → Account Types

4. Click on the Add GL Account Type button

A-Asset, L-Liability, R-Revenue, E-Expense, Q-Equity and QE-Retained Earnings. These can be renamed or new account types can be added if necessary.

• Note: Each database is setup with default GL Account Types; there is typically no need to adjust these. The default account types include the following:

5. Enter the Account Type and any Sub Type info (optional).

6. Click on Update