General Ledger Maintenance - General tab

Use the General tab to maintain:

  • general information about the general ledger account
  • flags to determine how the account is used.

Examples of accounts
Typically the general ledger account code is comprised of a:

  • 4 digit COA code, followed by a
  • period character (.), followed by a
  • 3 digit cost centre code.

For example:

G/L Code


Chart of Accounts

Cost Centre


Printing and Stationery


Not selected


Printing and Stationery - Administration




Printing and Stationery - Head of School



and so on




 Opening the General tab

To open the General tab:

  1. Select Module > General Ledger > General Ledger Maintenance from the main menu.
    The Set General Ledger Search Criteria window is displayed.
    Tip: You can also access General Ledger functions by clicking  .
  2. Search for the general ledger account. See Searching for general ledger accounts.
    The General tab of the General Ledger Maintenance window is displayed.

General Ledger Maintenance - General tab key fields and buttons





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Clear if the account is no longer active.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:

  • classify the account
  • control treatment of BAS transactions
  • define the appearance of the budget grid.

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.


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 schema to receive journal transfers. See Transferring general ledger journals.



Transfer Mode

Transfer mode applied to the journals for the selected G/L Code. You can select:

  • Do Not Transfer to exclude the journals from transfers
  • Summarised Journal Balance to only transfer a summarised journal
  • Detailed Journals to transfer full detailed journals.

Target Finance Database

Finance schema that the journals are transferred to.

Target G/L Code

G/L Code in the target finance schema that the journals are transferred to.




Depending on the button, launch into:

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 . Use the Update G/L Account Active Status window to activate the account for the new year and prior years as well, if required.