Use the General tab to maintain:
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- 4 digit COA code, followed by a
- period character (.), followed by a
- 3 digit cost centre code.
For example:
G/L Code | Description | Chart of Accounts | Cost Centre |
|---|---|---|---|
2410 | Printing and Stationery | 2410 | Not selected |
2410.001 | Printing and Stationery - Administration | 2410 | 001 |
2410.002 | Printing and Stationery - Head of School | 2410 | 002 |
and so on |
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General Ledger Maintenance - General tab key fields and buttons
Fields
Field | Description |
|---|---|
Description | Description of the account. |
Account Active | Clear if the account is no longer active. |
Profit Loss Account | Select if the account is a revenue account (that is, recording income or expenditure). Clear if the account is a balance sheet account. Note: This can only be changed if the account does not exist prior to the current year. |
Normally Receives Credit Journals | Select to generate a warning if an attempt is made to post a debit to this account. That is, a debit should not normally be posted to this account - only credit journals. |
Enforce Journal Descriptions | Select to require the operator to type descriptive text for every posting to this account. |
Requires Sub Allocation Code | Select if a sub-allocation code is required for this account. Use the Sub Allocations tab of General Ledger Maintenance to maintain sub-allocations. See General Ledger Maintenance - Sub Allocations tab. |
Last Year G/L Code | If this account was renamed from a different account code used last year, the previous code used last year is shown here. |
Chart of Accounts | Chart of accounts code. This divides the general ledger into areas such as photocopying, stationery and so on. If chart of account codes are used they would normally be the starting numbers of the G/L Code. Note: You normally use Cost Centre Maintenance to create new cost centre codes, if your organisation uses this style of general ledger structure. |
Cost Centre | The cost centre code. This divides the general ledger into areas such as departments within the organisation. Note: You normally use Chart of Account Maintenance to create new COA codes, if your organisation uses this style general ledger structure. |
Receipt Allocation Code | Select whether special wording for tax deductibility status should appear on any receipts that are allocated to this general ledger code. Note: Requires that the receipt Crystal Report (RCPT....rpt) is structured to use this field. |
Tax Code | Default tax code used with this account. |
Tax Code is Fixed | Select to use the default tax code only when using this account. Clear to allow users to select tax codes when using this account. |
Classification Code | Code used to:
Note: Some financial reports use this field to determine whether an account is an income or expense account. For more information on the relationship between general ledger account codes and classifications, see General ledger codes. |
Gov't Return Category | Category defined by your governing body used when preparing your organisation's annual financial return. |
Allow Journal Entry | Select to allow journal entry. |
Journal Entry Message | The message displayed when a journal entry is created, if Allow Journal Entry with warning is selected. |
Comment | A comment on this ledger code. |
Transfer Journals to Other Database fields
Note: You can only select these fields if you have configured an additional database schema to receive journal transfers. See Transferring general ledger journals.
Field | Description |
|---|---|
Transfer Mode | Transfer mode applied to the journals for the selected G/L Code. You can select:
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Target Finance Database | Finance database schema that the journals are transferred to. |
Target G/L Code | G/L Code in the target finance database schema that the journals are transferred to. |
Buttons
Button | Description |
|---|---|
| Depending on the button, launch into:
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| Set the account to inactive, if there is a zero balance.
This is only allowed if the general ledger code does not exist in a G/L year beyond the year currently showing in General Ledger Maintenance, and if the account balance is zero. Tip: You can activate the account later by clicking
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