Background: GL Account Maintenance

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 Road Map for work flow.

This topic has these subtopics:

Establishing a Chart of Accounts
Account Subtype
Audit Trail

Establishing a Chart of Accounts

When you establish the chart of accounts for the first time, the first organization you created must have an asterisk (*) in the first position of the code (for example, *0). This is referred to as the consolidation organization. Then enter the complete chart of accounts under this consolidation organization. Also see Overview: GL Consolidations.

After you have entered the chart of accounts, you can enter additional organization codes to establish divisions or departments. The organization code for the department can be any two character alphanumeric code, but it cannot be prefixed with an asterisk (*), because the asterisk is reserved for a consolidation.

You do not need to enter the chart of accounts for the new organization. You can copy the chart of accounts from an existing organization to a new organization. Then you can add, change, or delete accounts.

When you copy an account, the program does not copy the Last year total field. Likewise, the system-maintained Current open amt or Last close bal fields are set to zero. The Last year total may not be modified on an existing account.

You can maintain this information:

  • Account description

  • Profit account for automatic profit posting

  • Account status: Active or inactive

  • Currency code

  • Posting method

You may want to add or change accounts that you use exclusively in the preparation of financial statements (for example, accounts you use only to accumulate and print subtotals, totals, and titles).

Account Subtype

The Subtype field is use for reporting general ledger statistics in the Executive Information Summary (EIS) program. The account balance is added to the subtype that you select. If you do not select a subtype, Executive Information Summary will not display that category.

You do not have to select accounts to set the subtype. You can run the Set GL Account Subtypes (GLSET) program to set subtypes for all accounts.

Audit Trail

To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.

  • GLMAST: General Ledger Master