GL Accounts

Every aspect of a General Ledger relates to accounts. The GL Accounts page allows you to search, edit, and create accounts.

GL Accounts Roles and Permissions

To work with GL Accounts, users will need to be assigned to a role with some combination of the following permissions:

Role	Role Permissions
General Ledger Accounting GL Account Alternate Code Access > GL Account Management	Can view GL accounts Can edit GL accounts Can create GL accounts Can delete GL accounts Can download to Excel

Role

Role Permissions

General Ledger Accounting GL Account Alternate Code Access >

GL Account Management

Can view GL accounts

Can edit GL accounts

Can create GL accounts

Can delete GL accounts

Can download to Excel

GL Account Filter

Account Number
Description
Type
Fund Type
Available for Budgeting
Available for Purchasing
Fixed Asset Account Type
Fund Balance Account Number
GL Account Components
Balances Not Equal

GL Account List

The GL Account List page allows you to view and manage all the accounts you have permission to access.

GL Account Types

All accounts are associated with an Account Type, which is assigned based on the purpose of the account. Using account types allows the system to calculate the fund balances and assets so they can be summarized in the income statements and balance sheets.

Balance Sheet: Assets = Liabilities + Fund Balances
Income Statements: Fund Balances = Income - Expenses + Auxiliary

Code	Description	Type
A	Assets	Balance Sheet
L	Liabilities	Balance Sheet
F	Fund Balances	Balance Sheet
M	Not Active	Balance Sheet
I	Income	Income Statement
E	Expenses	Income Statement
X	Auxiliary	Income Statement
N	Not Active	Income Statement

How To

Manually Create GL Accounts

This can be useful when you're creating a few accounts. You can enter account information directly or paste GL account information into the system from an external source like Microsoft Excel or Google Sheets.

Navigate to the Create GL accounts page. From this page, use the 4-step wizard to create new GL accounts.

Tip

At any point in the wizard process, you can click the Save and Finish Later button to pause work on the GL Accounts. You will need to enter a name for the save so you can access your progress when you can return. Your progress save will be available for up to 30 days, and can be accessed from the main Create GL Accounts wizard and selecting the Continue where you left off option on Step One.

STEP ONE: How to Create GL Accounts
1. Select Manually create GL accounts button.
2. Click Save and continue.
STEP TWO: Review and Edit GL Accounts
1. This step is where you'll add, review, and edit GL accounts by entering the new account information into the spreadsheet.
  1. There are two ways you can add accounts to the spreadsheet:
    1. Type the account information directly into the spreadsheet.
    2. Paste from Excel (using Ctrl + C and Ctrl + V).
2. Verify the account information.
3. Click the Save icon in the upper left corner of the worksheet to see if there are any errors or warnings that appear for the newly entered rows.
4. Click Save and continue.
STEP THREE: Apply Security to New GL Accounts
1. From this step, you can select roles and components to manage the accounts.
2. When this section opens, you will notice that the accounts are labeled with a warning icon and under the Security column is the "Not assigned, no users have access" message, which means you need to choose who will be able to access the accounts being added.
3. Using the checkboxes next to the accounts and the Add component security or Add alternate security buttons, you can quickly assign users to the accounts.
  1. Component Security: allows you to select predefined roles giving permission to any user assigned to the role access to the selected accounts.
  2. Alternate Security: allows you to select a predefined security code that will provide users assigned to that code access to selected accounts.
4. Click Save and continue.
STEP FOUR: Add New GL Accounts to Budget
1. In this step, if any of the new accounts need to be part of a budget, you can use the checkboxes and the Add accounts to budget button.
2. Once you have all the new accounts added, verified, secured, and applied, you can click the Create GL accounts button. After a quick pause to make sure you want to complete the process, you will be redirected to the GL Account List page.

Continue Working on New GL Accounts

While you have the best intentions, occasionally you'll need to take a break or end for the day. In the Create GL Accounts wizard, when you use the Save and Finish Later option at the bottom of any step, you will be asked to name the save and you can refer back to it at a later time. These saves allow you to pick up where you left off in a previous session.

Open the Create GL Accounts wizard.
Select the Continue where you left off option.
In the Select Saved Create GL Account Wizard drop-down, choose the saved version you want to continue working on.
Warning
You can return to a saved wizard session for up to 30 days. After 30 days your save will be removed and you'll need to start over with the Manually Create GL Accounts option.
The wizard will open to step where you left off, and you can continue working with the wizard steps to completion.

Download to Excel

Select the checkboxes next to the rows you want to export.
From the Options drop-down, select Download to Excel. The Download to Excel pop-up opens.
Select options for the Excel format and data columns.
sidebar. Download to Excel Options
Workbook Creation Options: This option lets you choose how you want the data to be organized when it's exported. If you are exporting a large number of rows, you may want to separate the data into different worksheets or even workbooks. Once you select this option, the Separate (Sheets or Workbooks) By drop-down becomes available so you can choose the groupings for each worksheet or workbook.
Separate (Sheets or Workbooks) By: This field becomes available when you choose to organize your export into multiple worksheets or workbooks. In general, you'll have the option to separate the data based on the columns. You will only see options for the visible columns.
Notice
For example, if you are exporting a set of definitions, you might choose to organize the data into two workbooks: one for active definitions, and one for inactive definitions. Do this by selecting the "Active" column in this drop-down. All of your rows designated as active will be in one workbook, and the inactive ones in a separate workbook.
Workbook Format: This section lets you set some Excel display options for your data. For more information about each of these features, consult Microsoft Excel help.
Autofit columns: Fits column width to the data so that fields are not truncated.
Turn on filtering: Turns on the AutoFilter feature, which allows you to show only rows that meet your selected criteria.
Freeze Top Row: Your worksheet displays the column title in the first row by default. Selecting this option keeps the top row at the top so that as you scroll down through your data, the column headings remain displayed.
Show totals for numeric columns: This option will include the sum of a column of numbers at the bottom of that column.
Columns to Include: These options are specific to the page you are viewing, so they will vary. You will only see options for columns that you can see on the page. All of the columns are selected by default, but you can deselect any of the columns you don't want to include.
Click Download. Your .xlsx or .zip file is saved in the file location that you have set in your browser settings.