General Configuration Window

Use this window to establish how your General Ledger will work and how you will budget. These configurations are typically established during the initial setup and rarely modified.

G/L Tab

The G/L tab establishes general ledger configurations including the current fiscal year, how account numbers are structured, how due to/from items are handled, if variance details are included in the detail report, how account components are configured, and security level settings.

To search the G/L Master Account Codes window for an account, right-click within the Bal Acc Num column and select Account Number List.

Columns

· Current Fiscal Year

· Fiscal Begin Month

· Account Number Structure

· Cmp

· Description

· Length

· Header/Total

· Budget Change Check

· Create Due to/from Automatically

· Balance Account Number

· Account Number Edit Mask

· Print Variance on Detail Report

· Component Configuration

· Due to/from Components

· Acct. Security Components

· Description default

· Account Type Default

· Summarize Default

· Fixed Asset Department

· Project Master Component

· Variance Page Break

· Budget Officer Default*

· Alt. Account Security Code**

· Allow posting of assets before they are reviewed

· Operate Foreign Currencies

· Assign Security to Transaction Groups Window Group Box

· Assign Security to Other Windows Group Box

*Only available with traditional G/L module budgeting capabilities.

**Only available for Budget module users.

Budget Tab

The Budget tab establishes budgeting configurations. Budget module users can establish how the Budget module interacts with the General Ledger and traditional G/L module users can establish projected budget percentage calculations, the budgeting component level, and the component that will contain the default budget percentage.

These configurations determine how the General Ledger module and budgeting capabilities appear and operate.

· If the Budget module is used to create, adjust, and monitor budgets, it is recommended the G/L budgeting related windows and fields are disabled. To conceal the G/L budgeting related fields and windows, select the Hide General Ledger Module windows and fields that display budget information checkbox.

· If the Budget module and traditional General Ledger budgeting capabilities are used in parallel, i.e., one module creates, monitors, adjusts, and approves the operating budget and the other module is used for analytical, forecasting, and reporting capabilities, do not select the Hide General Ledger Module windows and fields that display budget information checkbox.

· If the Budget module creates the operating budget and uses the traditional budgeting capabilities in Purchasing to govern funds and spending, select the Use Budget Pools created in Budget Module to trigger spending warnings and errors checkbox.

Columns

· Advanced Budget Module Options (only apply to Budget module users)

§ Use Budget Pools created in Budget Module to trigger spending warnings and errors

§ Hide General Ledger Module windows and fields that display budget information

· Basic GL Budget Options*

§ Base Percentage Result Info

§ Budget Left to Right through Component

§ Budget Percentages Default

*If you are utilizing the Budget module to create your budget, these fields are unavailable because they do not apply to the advanced budgeting process.

Project Tab

The Project tab determines project security settings and what projects are available to other users. You can determine if transaction security is verified when a user edits, views, print edits, posts, summarizes, and/or deletes a transaction. You can also determine if the projects available for other users to select are based on project security, project start date, or project expiration date.

Columns

· Assign Security to Transaction Group windows

· Apply Project Filtering

Determining Allowed Attachments

You can determine the types of file extensions to be allowed as attachments for the Business Office including Accounts Receivable, Accounts Payable, Fixed Assets, and General Ledger. File attachments can be added to provide detailed explanations, outline different scenarios or procedures, and demonstrate concepts. When establishing the allowed files, consider the applications used at your organization and the type of attachments user may want to make. For example, you can select .docx and .xlsx file extensions to allow Word documents and Excel spreadsheets as attachments.

How To

When you define the types of allowed file attachments for Business Office, you determine the allowed file types for Accounts Payable, Accounts Receivable, Fixed Assets, and General Ledger.

1. Click on the Make file extensions available for attachment link. The Make File Extensions Available window appears.

2. From the Attachment Use drop-down options, select Attachments for Business Office processes.

3. Select the Make Available checkbox for the file types to be allowed or clear the Make Available checkbox for file types to not be allowed.

4. In the Maximum File Size column, enter the maximum individual file size to be allowed.

It is recommended that you talk with your IT department to determine the appropriate file size.

5. To create a new file type to be allowed:

When creating new file extension types, Jenzabar recommends you consider adding common applications used at your organization.

a. Click the Create a New File Extension link. The Define Allowed File Extensions window appears.

b. Right-click and select Add Row. A new row appears.

c. In the File Type (Extension) column, enter the new file type's extension.

d. In the Description column, enter a definition of the new file type.

e. Click the Save button.

f. To return to the Make File Extensions Available window, click the X button.

6. Select the Make Available checkbox for the newly added file type to be allowed.

7. Click the Save button. The selected file types can now be added as feedback attachments throughout the Business Office modules.

8. To return to the General Configuration window, click the Cancel button.