About general ledger lookup

The general ledger (GL) lookup shows financial transactions booked to the general ledger. It allows real-time access to general ledger balances and all posted transactions from subsidiary ledgers. The tool is permission based and people may only see accounts you permit them to see.

GL lookup offers the ability to:

• View accounts in a single cost center.

• View accounts in a user-defined cost center grouping.

• View a real-time P&L/Budgetary report (cost center grouping with all cost centers included).

Prerequisites

1. Fiscal Years (Admin > STParm) Parameter Code ZZFISC: The parameter code ZZFISC needs an entry for each fiscal year to be queried. The value should be FYXXYY, where XX and YY are the year codes - for example FY2324 for the Fiscal Year 2023-2024. If a fiscal year is the same as a calendar year, FY2023 would represent Fiscal Year 2023.

2. General Ledger Control (Accounting > GL Control) Current Fiscal Year: The Current Fiscal Year should be set in General Ledger Control, and should match the numeric values of an existing ZZFISC parameter code value (GL Current Fiscal Year 2324 for ZZFISC FY2324.)

3. General Ledger Account Maintenance (Accounting > GL Account Maintenance) Accounts Set Up For Current Fiscal Year: The General Ledger Account entries have a Fiscal Year identifier, and need to have new Fiscal Year entries. For example, a General Ledger account "Payroll" would need to have a FY2223 entry, a FY2324 entry, and so on. There is a copy function on the General Ledger Account Maintenance page to copy all General Ledger accounts from one Fiscal Year to the next.

4. General Ledger Funds (Accounting > GL Funds) Fiscal Year entry and dates: The General Ledger Funds table needs an entry for the current fiscal year, with appropriate period begin and end dates. There is a copy function on the General Ledger Funds page to copy the Fiscal Year entry from one year to the next.

5. General Ledger Budget Table (Accounting > GL Budget) Account Entry: The General Ledger Budget table needs to have at least one account entry for the current fiscal year, even if the balance is zero. There is a copy function on the General Ledger Budget Table page to copy accounts from one fiscal year to the next.

6. Configure Cost Center Permissions (Accounting > Cost Center Permissions): This controls what accounts the user can see.

Required permissions

Use general ledger lookup

1. Go to Accounting > GL Lookup.

2. Select the Cost Center and Fiscal Year. If you want to see all Cost Centers, select *ALL.
   
   

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3. You can optionally further limit your results by selecting a specific Project Expense Tracking (PET) number.
   
   

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4. Optionally use the Start Date and End Date to limit your results to transactions between these dates.

5. If you want to limit your results to one account and show details, enter the account number in View Individual GL Account with Details.
   
   

6. If you want to limit your results to a range of accounts, enter the beginning account in GL Account >= and the ending account number in GL Account <=.
   
   

7. If you want to hide entries with no activities or budget select (check) Rows With No Activities or Budget.

8. If you want to order the results by description select (check) Order By Description.

9. Click Submit. A list of cost centers and accounts appears. Click the magnifying glass to drill into the the account and see its entries.
   
   

    

Default lookup critiera

If you use the lookup often and always search for the same general ledger accounts, you can tell Campus Cafe to populate this criteria automatically each time you visit the lookup.

1. Follow the steps above to set your criteria.

2. Before clicking Submit select (check) Save Default GL Params.