Use the Search and Update GL Accounts window to:
· Search and review general and detailed GL account information
· Update account information for a single account or multiple accounts at once
· Access the G/L Accounts window where you can make updates as needed
· Review current, future, and historical year balances for select account types
· View detailed balance information for select account types
· Run the recalculation process for accounts with ending balances that do not match the GL master balance
· Add or review feedback related to an account
· Export the accounts to Excel
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You can only view those accounts to which you have access. To view a list of accounts to which you do not have access, click the GL Accounts that require security link. Account access is established using group permissions on the Group Permissions window and on the Setup Account Security window. Account security can also be set up using alternate account security on the G/L Accounts window. Contact your Module Manager or IT department for more information. |
· What type of account are you searching for?
Use this drop-down pick list to search for a specific account type. Searching for asset, liability, expense, income, inactive and fund accounts allows you to view current and future year details including balance information.
· Search by Account range checkbox
Select this checkbox to search for accounts within a selected range.
· Account Number Fund, Department, Cost Center, Object, pick lists
Use these drop-down pick lists to select GL account components by which you want to search. You can select the appropriate fund, department, cost center, and/or object.
Enter an account description to search for accounts by account description. The search only retrieves accounts to which you have access and that match the description entered.
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To search for accounts without a description, leave the Account Description column clear. |
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Wild card characters such as % do not need to be used. |
· Search for accounts with no descriptions
Select this checkbox to search for all accounts without a description.
· State Account Code****
Use this drop-down pick list to select the state account code by which you want to search.
Select this checkbox to select all the accounts. This allows you to quickly select all the accounts for updating.
· Viewing
Use this drop-down option to determine the account information to be displayed.
Click this link to send all the accounts matching your search criteria into a MS Excel file.
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Selecting account checkbox(es) does not impact what is exported. All accounts are exported regardless if checkbox(es) are selected or not. |
Displays the account number for the accounts matching your search criteria. To view detailed account information, click the link.
· Feedback
Displays a brief description of the account.
Displays Asset, Expense, Fund Balance, Income, Liability, Auxiliary, Not Active (Balance Sheet), or Not Active (Income/Expense) according to the type of account.
Displays the number of the fund account to which the GL account is associated. To view detailed fund balance account information, click the link.
· Start Date*
Displays the date the account number is active and can be used throughout J1 Desktop.
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This date is included in the GL Master table, but is currently only used for reporting purposes. |
· End Date*
Displays the date when the account expires or is inactive.
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This date is included in the GL Master table, but can currently only be used for reporting purposes. |
Displays Available for Budgeting if the G/L account can be used for budgeting purposes within J1 Desktop and Not Available for Budgeting if the G/L account cannot be used for budgeting purposes within J1 Desktop.
Displays Available for Purchasing if the G/L account can be used for purchasing purposes within J1 Desktop and Not Available for Purchasing if the G/L account cannot be used for purchasing purposes within J1 Desktop.
Displays the most recent transaction for the account. To view detailed information about the transaction, click on the link.
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Unposted transactions (@@) are not included. |
Displays the prior year's ending balance.
For income/expense accounts, this amount displays the total amount of all current transactions posted to the General Ledger for the fiscal year. To view detailed balance information, click the link.
For asset/liability accounts, this amount displays the total amount of all current transactions posted to the General Ledger as of the current date. To view detailed balance information, click the link.
For fund accounts, this amount displays the total amount of all current transactions made directly to the fund account as well as those associated to the fund account and posted to the General Ledger as of the current date and for the fiscal year. Transactions against inactive accounts are also included. To view detailed balance information, click the link.
For income/expense accounts, this amount displays the total amount of all current transactions not yet posted to the General Ledger for the fiscal year. To view detailed balance information, click the link.
For asset/liability accounts, this amount displays the total amount of all current transactions not yet posted to the General Ledger as of the current date. To view detailed balance information, click the link.
For fund accounts, this amount displays the total amount of all current transactions made directly to the fund account as well as those associated to the fund account and not yet posted to the General Ledger as of the current date and for the fiscal year. Transactions against inactive accounts are also included. To view detailed balance information, click the link.
For income/expense accounts, this amount displays the total anticipated amount for the fiscal year. To view detailed balance information, click the link.
For asset/liability accounts, this amount displays the total anticipated amount as of the current date. This amount can include encumbrances if requisitions and/or purchase orders have been processed with the account. To view detailed balance information, click the link.
For fund accounts, this amount displays the total anticipated amount as of the current date and for the fiscal year. To view detailed balance information, click the link.
For income/expense accounts, this amount displays the combined total of the account's posted, unposted, and expense encumbered balances for the fiscal year. To view detailed balance information, click the link.
For asset/liability accounts, this amount displays the combined total of the account's beginning, posted, and unposted balances as of the current date. This amount can include encumbrances if requisitions and/or purchase orders have been processed with the account. To view detailed balance information, click the link.
For fund accounts, this amount displays the combined total of the account's beginning, posted, unposted, and encumbered balance through the current date and fiscal year. To view detailed balance information, click the link.
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If the ending balance does
not match the GL Master balance for the account, the
Warning |
For income/expense accounts, this amount displays the total amount of all transactions that have been withheld from the batch posting process due to an error. They do not impact the account's balance for the fiscal year. To view detailed balance information, click the link.
For asset/liability accounts, this amount displays the total amount of all transactions that have occurred but do not impact the account's balance as of the current date. To view detailed balance information, click the link.
For fund accounts, this amount displays the total amount of all transactions that have occurred but do not impact the account's balance as of the current date and for the fiscal year. Transactions against inactive accounts are also included. To view detailed balance information, click the link.
Displays the total balances for inactive accounts as of the current date and for the fiscal year. To view detailed balance information, click the link.
*Only available when you are reviewing account details.
**Only available when you are reviewing current or future year details.
***Only available when you are reviewing fund accounts.
****Appears only if licensed for Arkansas State Reporting.
Click the Get All Accounts button. Any accounts to which you have access appear and you can review general account information such as description, type, active dates, etc.
1. Access the Search and Update GL Accounts window.
2. From the What kind of account are you searching for? drop-down pick list, select the type of account for which you want to search.
3. Click the Get Accounts button. Any accounts to which you have access appear and you can review general account information such as description, type, active dates, etc.
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To view balance information for an account, select Account Summary - Current year or Account Summary - Future year from the Viewing drop-down pick list for an expense, income, asset, liability, or fund account. |
Search for Accounts by a Specific Fund, Department, or Cost Center
1. Access the Search and Update GL Accounts window.
2. From the Fund, Department, Cost Center, and/or Object drop-down pick lists, select the specific account components for which you want to search.
3. Click the Get Accounts button. Any accounts to which you have access appear and you can review general account information such as description, type, active dates, etc.
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To narrow your search, select as many account components as needed. |
Search for Accounts by a Specific State Account Code**
1. Access the Search and Update GL Accounts window.
2. From the State Account Code drop-down pick list, select the specific state account code for which you want to search.
3. Click the Get Accounts button. Any accounts to which you have access appear and you can review general account information such as description, type, active dates, etc.
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To narrow your search, select as many account components as needed. |
Search for Accounts within a Specific Range
1. Access the Search and Update GL Accounts window.
2. Select the Search by account range checkbox. The search through options appear.
3. Use the Fund, Department, Cost Center, and/or Object drop-down pick lists to select the specific account component range for which you want to search.
4. Click the Get Accounts button. Any accounts to which you have access appear and you can review general account information such as description, type, active dates, etc.
Search for Accounts by Description
1. Access the Search and Update GL Accounts window.
2. Enter key description words in the Account Description column.
3. Click the Get Accounts button. Any accounts to which you have access appear and you can review general account information such as description, type, active dates, etc.
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To search for accounts without a description, leave the Account Description column clear, select the Search for accounts with no descriptions checkbox, and click the Get Accounts button. |
Search for Accounts without Descriptions
1. Access the Search and Update GL Accounts window.
2. Leave the Account Description field clear and select the Search for accounts with no descriptions checkbox.
3. Click the Get Accounts button. Any accounts to which you have access appear and you can review general account information such as description, type, active dates, etc.
View Account and/or Fund Balance Details
1. Access the Search and Update GL Accounts window.
2. Search all accounts or narrow your search using the available search criteria.
3. From the search results, click the Account Number or Fund Balance Number link of the account you want to review. The G/L Accounts window appears.
View Current Year Balance Information
1. Access the Search and Update GL Accounts window.
2. From the What kind of account are you searching for? drop-down pick list, select the type of account for which you want to search.
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Balance information is not available when you search for all accounts. |
3. Click the Get Accounts button. Any accounts to which you have access appear.
4. From the Viewing drop-down pick list, select Account Summary - Current year. Current year details appear.
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To view detailed balance information, click the balance link. |
View Future Year Balance Information
1. Access the Search and Update GL Accounts window.
2. From the What kind of account are you searching for? drop-down pick list, select the type of account for which you want to search.
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Balance information is not available when you search for all accounts. |
3. Click the Get Accounts button. Any accounts to which you have access appear.
4. From the Viewing drop-down pick list, select Account Summary - Future year. Future year details appear.
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To view detailed balance information, click the balance link. |
View Historical Years Balance Information
1. Access the Search and Update GL Accounts window.
2. From the What kind of account are you searching for? drop-down list, select the type of account for which you want to search.
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Balance information is not available when you search for all accounts. |
3. Click the Get Accounts button. Any accounts to which you have access appear.
4. From the Viewing drop-down list, select Historical Years. Previous years' balance information appears.
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To view details about a specific account, click the account number hyperlink. The G/L Accounts window appears. |
5. To view detailed historical account information, click a historical balance hyperlink. The G/L Inquiry Details window appears displaying account information and an Account Roll Forward section at the top of the window.
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If the transaction totals do not equal the posted activity for the year, an unreconciled amount appears in the roll forward calculation with a note explaining why the roll forward does not reconcile. |
6. To view transaction information, select Transaction Details from the Viewing drop-down list.
7. To view the batch of transactions, click the Display Transaction Batch button. The View Transactions window appears.
8. Once you are done reviewing the batch of transactions, click the Close button. The View Transactions window closes, and the G/L Inquiry Details window reappears.
9. Once you are done reviewing the account and/or transaction details, click the Close button. The G/L Inquiry Details window closes, and the Search and Update GL Accounts window reappears.
View Texas State Reporting Balance Information*
1. Access the Search and Update GL Accounts window.
2. From the What kind of account are you searching for? drop-down list, select the Expense/Income/Not Active(Income/Expense)/Auxiliary option.
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You can view Texas State Reporting balance information only for expense/income accounts. |
3. Search all accounts or narrow your search using the available search criteria.
4. Click the Get Accounts button. Any accounts to which you have access appear.
5. From the Viewing drop-down list, select Texas State Reporting Information. Expense/income accounts appear displaying information relevant to Texas State Reporting.
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To view details about a specific account, click the account number hyperlink. The G/L Accounts window appears. |
Sort and Filter Account Search Results
1. Access the Search and Update GL Accounts window.
2. Search all accounts or narrow your search using the available search criteria.
3. From the search results, click a column heading to sort by that column or using the top row enter filter criteria.
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To sort by expense accounts, select Expense from the Account Type drop-down option in the top search row. |
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Selecting account checkbox(es) does not impact what is exported. All accounts are exported regardless if checkbox(es) are selected or not. |
1. Access the Search and Update GL Accounts window.
2. Search all accounts or narrow your search using the available search criteria.
3. Once the search results appear, click the Export to Excel link. The Export Progress window appears.
4. When the export is complete, the exported file opens in Excel and the Export Progress window closes.
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An asterisk (*) appears next to any items you update. |
1. Access the Search and Update GL Accounts window.
2. Search all accounts or narrow your search using the available search criteria.
3. Once the search results appear, select the checkbox for the account to be updated.
4. Click the Perform Action to Selected Accounts button. The Perform Action to Selected Accounts window appears.
5. To update the account's type, select it from the Change Account Type drop-down list.
6. To establish or update the active dates for the account, enter the dates when the account is effective and when it expired in the Set Start Date and Set End Date fields.
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To
select a date, click the Calendar
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These dates are included in the GL Master table, but currently they are only used for reporting purposes. |
7. To establish or update the account's fixed asset type, select it from the Fixed Asset Type drop-down list.
8. To update the account's description:
o To add a description to the beginning of the existing account description, enter it in the Description field and select the Append to Beginning option.
o To add a description to the end of the existing account description, enter it in the Description field and select the Append to End option.
o To replace the entire account description, enter the new description in the Description field and select the Replace option.
9. To establish or update if the account is available for budgeting purposes within J1 Desktop, select Available or Not Available from the Update Budgeting Status drop-down list.
10. To establish or update if the account is available used for purchasing purposes within J1 Desktop, select Available or Not Available from the Update Purchasing Status drop-down list.
11. To establish or update the account's fund balance number, select it from the Change Fund Balance Number drop-down list.
12. Click the Update Accounts button. The updates are applied to the account, the Perform Actions to Selected Accounts window closes, and the Search and Update GL Accounts window reappears.
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Updates are applied to all the accounts you selected. Verify you want to make the same update to all selected accounts before clicking the Update Accounts button. |
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An asterisk (*) appears next to any items you update. |
1. Access the Search and Update GL Accounts window.
2. Search all accounts or narrow your search using the available search criteria.
3. Once the search results appear, select the checkboxes for the accounts to be updated.
4. Click the Perform Action to Selected Accounts button. The Perform Action to Selected Accounts window appears.
5. To update the account types for all selected accounts, select it from the Change Account Type drop-down list.
6. To establish or update the active dates for all selected accounts, enter the dates when the account is effective and when it expired in the Set Start Date and Set End Date fields.
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To
select a date, click the Calendar
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These dates are included in the GL Master table, but currently they are only used for reporting purposes. |
7. To establish or update the type of fixed asset for all selected accounts, select it from the Fixed Asset Type drop-down list.
8. To update the account description for all selected accounts:
o To add a description to the beginning of the existing accounts' description, enter it in the Description field and select the Append to Beginning option.
o To add a description to the end of the existing accounts' description, enter it in the Description field and select the Append to End option.
o To replace the entire account description, enter the new description in the Description field and select the Replace option.
9. To establish or update if the accounts are used for budgeting purposes within J1 Desktop, select Available or Not Available from the Update Budgeting Status drop-down list.
10. To establish or update if the accounts are used for purchasing purposes within J1 Desktop, select Available or Not Available from the Update Purchasing Status drop-down list.
11. To establish or update the fund balance number for all selected accounts, select it from the Change Fund Balance Number drop-down list.
12. Click the Update Accounts button. The updates are applied to all selected accounts, the Perform Actions to Selected Accounts window closes, and the Search and Update GL Accounts window reappears.
Assign a TRS Payroll Funding Category to One or More Accounts*
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Updates are applied to all the accounts you selected. Verify you want to make the same update to all selected accounts before clicking the Update Accounts button. |
1. Access the Search and Update GL Accounts window.
2. From the What kind of account are you searching for? drop-down list, select the Expense/Income/Not Active(Income/Expense)/Auxiliary option.
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You can access Texas State Reporting balance information only for expense/income accounts. |
3. Search all accounts or narrow your search using the available search criteria.
4. Click the Get Accounts button. Any accounts to which you have access appear.
5. From the Viewing drop-down list, select Texas State Reporting Information.
6. Once the search results appear, select the checkboxes for the accounts to be updated.
7. Click the Perform Action to Selected Accounts button. The Perform Action to Selected Accounts window appears.
8. To add a TRS payroll funding category to all selected accounts, select the category from the Assign TRS Payroll Funding Category drop-down list.
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Any inactive TRS payroll funding category will have "(Inactive)" appended to the beginning of its description. |
9. Click the Update Accounts button. The update is applied to all selected accounts, the Perform Actions to Selected Accounts window closes, and the Search and Update GL Accounts window reappears.
Change the State Account Code for One or More Accounts**
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Updates are applied to all the accounts you selected. Verify you want to make the same update to all selected accounts before clicking the Update Accounts button. |
1. Access the Search and Update GL Accounts window.
2. Search all accounts or narrow your search using the available search criteria.
3. Click the Get Accounts button. Any accounts to which you have access appear.
4. Once the search results appear, select the checkboxes for the accounts to be updated.
5. Click the Perform Action to Selected Accounts button. The Perform Action to Selected Accounts window appears.
6. To add or update the state account code for all selected accounts, select the new code from the Change State Account Code drop-down list.
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Any inactive state account code will have "(Inactive)" displayed at the beginning of its description. |
7. Click the Update Accounts button. The update is applied to all selected accounts, the Perform Actions to Selected Accounts window closes, and the Search and Update GL Accounts window reappears.
Update an Account from the G/L Accounts window
1. Access the Search and Update GL Accounts window.
2. Search all accounts or narrow your search using the available search criteria.
3. From the search results, click the Account Number or Fund Balance Number link of the account you want to update. The G/L Accounts window appears.
4. Make the necessary updates.
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For detailed information about working with the G/L Accounts window, see the G/L Accounts window online help topic. |
5. Click the Save button. The updates are saved.
6. Click the X icon. The G/L Accounts window closes and the Search and Update GL Accounts window reappears.
1. Click the Add Feedback 
icon or Review Feedback 
icon. The Review/Add
Comments and Attachments window appears.
2. To add a comment, enter it in the Comment box and click the Add button.
3. To edit a comment:
a. Hover
over the comment and click the Edit
icon. The Edit
Comment window appears.
b. Make your update and click the Update comment button. The Edit Comment window closes and the comment automatically appears on the Review/Add Comments and Attachments window.
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You can only edit comments you have added. |
4. To delete a comment,
hover over the comment and click the Delete
icon. The
comment is deleted.
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You can only delete comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment. |
5. To e-mail the author of another comment:
a. Click
the E-mail 
icon. The Send
Email window appears.
b. In the From column, enter your e-mail address.
c. Use the remaining e-mail options to enter your message.
d. To
include an e-mail attachment, click the Attachment
button. The
Select File window appears.
Locate the file, select it, and click the Open
button. The Select File window
closes and the file is attached.
e. To
remove an e-mail attachment, click the Remove
Attachment 
button. The attachment
is automatically removed.
f. Click the Send button. Your e-mail message is sent.
6. To add an attachment:
a. Click
the Add Attachment 
button. The Select
the File to Attach window appears.
b. Locate the file and select it.
c. Click the Open button. The Select the File to Attach window closes and the file automatically appears as an attachment on the Review/Add Comments and Attachments window.
7. To print the comments:
a. Click
the Print 
button. The Print window appears.
b. Select the appropriate printer and settings.
c. Click the Print button. The comments are printed.
d. To close the Print window, click the X icon.
8. To close the Review/Add Comments and Attachments
window, click the Close button
or X 
icon.
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The
Warning |
1. Access the Search and Update GL Accounts window.
2. From the What kind of account are you searching for? drop-down pick list, select the type of account you want to review and recalculate.
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Balance information is not available when you search for all accounts. |
3. Click the Get Accounts button. Any accounts to which you have access appear.
4. Select the account for which you want to run the recalculation process.
5. Click the Perform Action to Selected Accounts button. The Perform Action to Selected Accounts window appears.
6. Select the Run Recalculate for selected accounts checkbox.
7. From the drop-down pick list, select current period, future period, or both periods to determine what period the recalculation will impact.
8. Click the Update Accounts button. The recalculation process is generated, the Perform Action to Selected Accounts window closes and the Search and Update GL Accounts window reappears with an updated ending balance.
*Applies only if licensed for Texas State Reporting.
**Applies only if licensed for state reporting.
icon appears. To recalculate the amount, select the
account and click the 
icon.