About GL Account Listing (General Ledger Accounts)
General ledger accounts represent lines within a general ledger. For example, one general ledger account may represent tuition collected while another represents office supply expenses.
For institutions utilizing Campus Cafe's general ledger module the creation of general ledger accounts is required. Institutions not utilizing the general ledger module may still opt to create accounts to facilitate reconciliation between Campus Cafe and separate general ledger software.
Transaction codes must be associated with a general ledger account. For institutions not utilizing the Campus Cafe general ledger module or seeking to reconcile by general ledger account number, a single account number can be tied to all transaction codes.
Create General Ledger Account
Permission #102 is required to access this function.
Go to Accounting > GL Account Maintenance.
Click Submit.
Click New Record.
FY: Select the fiscal year associated with the account. Options set using STParm ZZFISC
GL Account: A number representing the account. Sometimes referred to as an object code, five digits or fewer to categorize assets, revenue, expenses and liabilities. Campus Cafe recommends the account number structure follow industry standards. Typically assets are 1xxxx, liabilities are 2xxxx, equity or fund balances are 3xxxx, revenues are 4xxxx, salary/fringe are 5xxxx and general expenditures are 6xxxx or higher.
Cost Center Number: The number of the cost center
Title: Text describing the account
Type: Not in use
Line Number: A number further representing the account
Periods: The starting dollar amount for each period. Automatically populated by the system. Adjusting Custom Control GLBALLOCK will allow a manual override of these amounts.
Click Create.
General Ledger Accounts Example
Below is an example of setting up general ledger accounts.
Cost Center | GL Account | Title | Line Number | Subline Number |
1 | 10001 | Cash Checking | 12 | 5 |
1 | 10005 | Cash Savings | 12 | 5 |
1 | 10008 | Petty Cash | 12 | 5 |
1 | 11000 | Accounts Receivable | 12 | 10 |
1 | 20000 | Accounts Payable | 42 | 5 |
1 | 20005 | Deposits | 42 | 10 |
1050 | 40000 | Tuition Revenue | 72 | 5 |
1050 | 40005 | Registration Fee Revenue | 72 | 10 |
1050 | 40007 | Late Fee Revenue | 72 | 10 |
1050 | 50000 | Salaries | 82 | 5 |
1050 | 60000 | Telephone Expenses | 86 | 5 |
Copy General Ledger Accounts
This function allows you to duplicate accounts in one fiscal year to another.
Permission #102 is required to access this function.
Go to Accounting > GL Account Maintenance.
Click Copy.
Enter the Source Fiscal Year to copy the accounts from and the Target Fiscal Year to copy the accounts to.
Click Copy.
Click yes, please copy! to confirm.
Fund Numbers
Account fund numbers are set using a pattern based on the cost center. For example, all cost centers 9000-9100 could map to fund 5.
Configure fund numbers:
Go to Admin > Custom Control.
Next to ProgramId GLFUND_MAP, Sequence 2, Parameter 1 click the pencil.
In Parameter Value 1 enter Y.
Click Save & Back.
Next to ProgramId GLFUND_MAP, Sequence 1, Parameter 1 click the pencil.
In the Parameter Value 1 enter the fund number followed by a colon followed by the first cost center number followed by a dash followed by the last cost center number. For example, if cost centers 9000-9100 should map to cost center 5 then you would enter 5:9000-9100
Click Save.
Add additional mappings in Parameter Values 2-10 (one mapping per box) or using ProgramId GLFUND_MAP, Sequence 3, Parameters 1-10.
Click Save.
Go to Admin > Refresh Data Cache
Deleting General Ledger Accounts
General ledger accounts cannot be deleted from the system to prevent orphaning data already tied to the account. Accounts can be marked for Deletion with a D in the delete code.
Accounts cannot be marked for deletion in the following instances.
Activity in the current fiscal year exists for the account. This includes a beginning balance.
A Transaction Code exists that points at this GL Account
A GL fund file has a default pointing to this account.
An Alumni Fund is pointed at the account.
An Alumni Gift Purpose uses this account.
Note: a fiscal year’s begin and end dates are determined by GL Funds, site=1 fund=0 Period 1 begin date and period12 end date for current fiscal year value in GL Control.
