Add or Change a GL Organization or Account

Use the GL Account Maintenance (GMM) program to add and change GL organizations and accounts, or copy a range of accounts from one organization to another. See Background and Road Map for more information.

The program lists existing organizations:

Field Name	Displays
GL org	The code that identifies the GL organization
Description	The organization's description
Cons cd	The organization to which this organization consolidates
Prof acct	The organization's profit account
Curr	The organization's currency

Choose the appropriate options:

To	Do This
Add an organization	Click Add.
Delete an organization	Highlight an organization and click Delete. See Delete. Note You must delete all of its accounts before you can delete an organization code.
Copy the selected organization	Organization codes cannot be copied; you must create a new organization code and copy appropriate accounts to it. See Copy a Range of Accounts.
Display the selected organization	Highlight the line and click Select or double click the line.
Exit the program	Click Exit.

Enter or change data these fields:

Field Name	Type / Max Length	Action / Description
GL org code	Required 10 alphanumeric	Enter a unique identifier for the organization code you want to create. If this is a consolidation, enter * as the first character. Note You can only change this field when you are adding a new organization code.
GL account no	Display only	No account number is displayed when you are adding or changing an organization code.
Description	Optional 32 alphanumeric	Enter the description for this organization. It will display when you enter the organization code in other programs. Note You can only change this field when you are adding a new organization code.
Cons code	Conditional 2 alphanumeric	Enter the consolidation code (beginning with ) that this organization is a part of. You can create a consolidated financial statement by "rolling up" the accounts for organizations within a consolidation. If you enter as the first character of the organization code, the same code is displayed as the consolidation code. See Overview: GL Consolidations for more information
Currency	Conditional 2 alphanumeric	If the multi-currency feature is active for your system, select the organization's currency code or leave blank if you are not using multiple currencies. Note You can only change this field when you are adding a new organization code.
Profit acct no	Conditional 10 alphanumeric	Enter the profit account number for this GL organization, click the Lookup icon and use the standard lookup options to select the account from a list, or leave this field blank if you have not yet set up a profit account or want to post profit manually. The profit account is the retained earnings (capital) account that you use when you post the profit for a period. The other side of the entry is the system-defined [PROFIT] account. If you enter a profit account in this field, the program posts profit to it during period-end processing. If you leave blank, you must post the profit manually with the General Journal Entry (GIP) program. The account you enter must exist for the consolidation organization, so when setting up new consolidations, leave this field blank until you set up the account.

Choose the appropriate options:

To	Do This
Accept the data	Click OK. The program returns to the list of organizations. See step 1. If this is a new organization, the program prompts for accounts to be entered. See step 4.
Change the description or profit account	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to abandon the changes.
Delete the organization	Click Delete. See Delete. Note You must delete all of its accounts before you can delete an organization code.
Enter notes for this organization	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. Note This button displays only if you have set up user fields for General Ledger Master (GLMAST) file in User Fields Maintenance (XMO).
Display changes made to this organization/account	Click Audit. See Display an Audit Trail. Click OK after you view the audit trail to return to this program. Note This button displays only if audit trail logging is activated for the General Ledger Master (GLMAST) file.
Add or change an account in this organization	Click Accounts. See step 4.
Exit the program	Click Exit.

The program lists the accounts for the selected organization:

Field Name	Displays
GL acct no	The account number
Description	The account description
Acct type	The account type
Subtype	The account subtype
Cons cd	The organization to which this account consolidates
Act	A check mark indicates the account is active
D/S	D: This account uses the detail posting method. S: This account uses the summary posting method. Blank: This account uses the journal posting method.
Curr	The account's currency code
Last posted	The date of the most recent posting to the account
Current open amt	The net amount of all open period transactions that have been posted
Last close bal	The account balance as of the last closed period

Choose the appropriate options:

To	Do This
Add an account	Click Add.
Delete the selected account	Highlight an account and click Delete. See Delete. Note You cannot delete an active account unless the account has a zero balance and no activity for the current and prior years. When deleting an account from a consolidation organization, you must first delete the account from all organizations in that consolidation. If there is activity on an account but you do not want to continue using it, clear the Active? field for the account. You cannot delete an account referenced in the Posting Criteria Maintenance (XPC) program.
Copy an account	Highlight an account and click Copy. See Copy. Note When you copy one account to another, the new account's Last close bal, Current open amt, and Last year total are set to zero. Notes are not copied.
Display an account	Highlight an account and click Select or double click the line
Print the account listing	Click Print. See Print.
Copy a range of accounts	Click Range. See Copy a Range of Accounts.
Return to the list of organizations	Click OK. See step 1.

Enter or change data in these fields:

Field Name

Type / Max Length

Action / Description

GL org code

Display only

The current organization code and description

GL account no

Required
10 alphanumeric

Enter the GL account number or click the Lookup icon and use the standard lookup options to select the account number from a list.

If this is a new account number, the program prompts for Account type and Last close balance.

Select	For a/an
A	Asset account
C	Capital account
E	Expense account
L	Liability account
R	Revenue account

For new accounts, you can enter the account's balance if you are transferring balances from another system. For balance sheet accounts, enter the ending balance as of the date you specified for the last period closed during the installation process. For revenue and expense accounts, enter the year-to-date balance for the account. If you are starting with a new year, enter zero balances for revenue and expense accounts.

For existing accounts, the amount in this field represents the ending balance of the account as of the last period-end close. After you establish an account, the system maintains this amount; you cannot maintain it manually.

To add a new account to an organization in a consolidation, you must first set up the account in the consolidation organization.

Note
You can only change this field when you are adding a new account.

Description

Optional
32 alphanumeric

Enter a description for this account.

Last year total

Optional

For new accounts, you can enter last year totals if you are transferring balances from another system.

For existing accounts, the balance in this field represents the account balance as of the last year end and it may not be changed. Reports that compare the current year to last year use this amount.

Note
You can only change this field when you are adding a new account.

Currency

Conditional
2 alphanumeric

Select a currency code for this account.

You must assign currency codes to all balance sheet accounts. At a minimum, you should enter cash, AP, and AR accounts for any foreign currencies that you use.

You cannot change a currency code after the account has a balance. If you have not posted any transactions and account balance is zero, you can change the currency code.

The program sets revenue and expense accounts to the base currency specified for your organization.

Active

Required

Select to designate that this account is active (the default) or clear if the account is inactive.

You cannot post transactions to inactive accounts, but you can include inactive accounts in reports. You can designate accounts inactive if they have a balance.

Accounts referenced by the Allocating Journal Maintenance (GAM), Recurring Journal Maintenance (GRM), and Journal Template Maintenance (GSM) programs cannot be inactive.

Detail/Summary

Optional

Select S to post summary data (register totals by date), select D to post detailed data (each transaction), or leave blank to use the method selected for the journal.

All journals can print in summary or detail. This field specifies how the account posts to the general ledger.

The value in this field overrides the Post in D=Detail or S=Summary option in System Options Maintenance GL Journal Options. The system uses the journal method as the default. However, if an account also has a posting method, the account's posting method takes precedence over the journal method. For example, to post the AP invoice register in detail for all accounts except the AP account, set the AP Invoice (GJN) journal method to D and then select S for the AP account.

Subtype

Optional

Select the subtype to use for financial reports and for reporting GL statistics in the Executive Information Summary (EIS) program. The table below lists standard subtypes and descriptions. Additional subtypes can be created in GL Sub-Types Maintenance (TGLS):

Select	For
C	Cash
E	Equity
F	Fixed asset
G	Cost of Goods Sold
I	Inventory
P	Accounts Payable
R	Accounts Receivable
S	Sales

Long term

Optional

Select to designate this account as a long term account or leave blank to designate this account as a current account.

GL statistics in the Executive Information Summary (EIS) program uses this field.

The program also displays these fields for the account:

Field Name	Displays
Cons organization	The organization to which this account consolidates
Account type	The account type: A: Asset L: Liability C: Capital R: Revenue E: Expense
Last posted	The date of the last posted transaction
Last register	The register that posted the last transaction to the account
Current open amt	The net amount of all open period transactions that have been posted
Last close bal	The account balance as of the last closed period

Choose the appropriate options:

To	Do This
Accept the data	Click OK. The program returns to the list of accounts. See step 4. If you just added this account, the program prompts for another account number. Enter another account or click OK in the blank field to return to the list of accounts.
Change a field	Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to abandon the changes.
Delete this account	Click Delete. See Delete. Note You cannot delete an active account unless the account has a zero balance and no activity for the current and prior years. When deleting an account from a consolidation organization, you must first delete the account from all organizations in that consolidation. If there is activity on an account but you do not want to continue using it, clear the Active? field for the account. You cannot delete an account referenced in the Posting Criteria Maintenance (XPC) program.
Enter notes for this account	Click Notes. See Enter Notes.
Enter data in custom fields your company uses	Click User. See Enter Data in User or Shadow File Fields. Note This button displays only if you have set up user fields for this program in the User Field Maintenance (XMO) program.
Go to a related program	Click Jump. See Jump.
Display changes made to this organization/account	Click Audit. See Display an Audit Trail. Click OK after you view the audit trail to return to this program. Note This button displays only if audit trail logging is activated for the General Ledger Master (GLMAST) file.
Exit the program	Click Exit.