General Ledger Control
- Robert Lenk
- Chris Barrett
- Sarah Marciniak
- Janine Anderson
About general ledger control (GL control)
Even if you’re not using Campus Cafe as your general ledger, you must update the Last Posting Date in this control to ensure the data integrity of your student accounts receivables created through Campus Cafe tuition billing.
The General Ledger control is used to reopen/close fiscal periods and years as well as maintain the last General Ledger Posting Date.
It is critical to update the Last Posting Date, with the date of the last posting to the General Ledger even if the Campus Cafe General Ledger isn’t being used. Failure to do so can allow for the deletion of Accounts Receivable information that has already been transferred to another accounting system through the deletion of Accounts Receivable items on the Ledger Card or by Reversing a Billing Batch. Maintaining the Last Posting Date prevents users with access to delete from deleting transactions prior to and including this date.
If not using the Campus Cafe General Ledger, the Current FY and Current Period are meaningless.
This general ledger control also controls starting line numbers for general ledger entries. If using the Campus Cafe General Ledger, these line numbers are used to determine which accounts are zeroed out at year end close into the fund balance account.
Prerequisites
General Ledger Funds must have periods established.
Required permissions
Module | Number | Description |
|---|---|---|
General Ledger | 374 | Change controls |
Accounts Payable | 368 | Close or reopen a period |
General Ledger | 434 | Close or reopen a year |
Change general ledger control
Go to Accounting > GL Control.
Site Name: Text that appears on the top of general ledger reports
Site Address 1 and 2, Site City, Site State, Site Zip, Zip 2: Address that appears on the top of general ledger reports.
Revenue Begin Line #: The first line number representing revenue. Line numbers determine where on budgetary reports and the balance sheet such accounts will be reported.
Revenue End Line #: The last line number representing revenue. Line numbers determine where on budgetary reports and the balance sheet such accounts will be reported. Once set do not change if using the accounting module.
Expense Begin Line #: The first line number representing expenses (payables). Line numbers determine where on budgetary reports and the balance sheet such accounts will be reported. Once set do not change if using the accounting module.
Salary Begin Line #: The first line number representing salary expenses. Line numbers determine where on budgetary reports and the balance sheet such accounts will be reported. Once set do not change if using the accounting module.
Salary End Line #: The last line number representing salary expenses. Line numbers determine where on budgetary reports and the balance sheet such accounts will be reported. Once set do not change if using the accounting module.
Fund Balance Begin Line #: The first line number representing a fund balance. Line numbers determine where on budgetary reports and the balance sheet such accounts will be reported. Once set do not change if using the accounting module.
Fund balance End Line #: The last line number representing a fund balance. Line numbers determine where on budgetary reports and the balance sheet such accounts will be reported. Once set do not change if using the accounting module.
Current FY: The numerical portion of the current fiscal year. (The most recent fiscal year not closed in the accounting module.) Don’t adjust if using the Campus Cafe general ledger system, which automatically controls this.
Prior Year Flag: For institutions that use the accounting module a "R" indicates the prior fiscal year has reopened; A "C" indicates the prior fiscal year is closed and transactions may not be posted. Campus Cafe sets field automatically, do not adjust.
Last Post Date: Batches will not be able to posted, reversed, or have items deleted from the ledger card prior to this date. Don’t adjust if using the accounting system, which will adjust automatically to the last close date.
Current Period: The current period within the fiscal year. Increments automatically when prior month is closed. Period 13 indicates when the last month is closed but the year is not closed. Do not adjust field if using the accounting module.
Close Period: Clicking this button will set the last posting date to the end date of the current period as defined in GL Funds and increment the current period by 1. Campus Cafe allows for 12 periods/months and period 13 indicates the final period of the year has been closed.
Reopen Period: Clicking this button will set the last posting date to the end date of the prior period as defined in GL Funds and decrement the current period by 1.
Close Year: Clicking this button will set the last posting date to the end date of period 12 in the prior year, set the Current Period to 1, and the Fiscal Year to the next fiscal year. The close year function is only allowed if the current period is 13.
Reopen Year: Clicking this button will set the last posting date to the end date of period 12 in the prior year, set the Current Period to 12, and the Fiscal Year to the prior year. Campus Cafe allows for 12 periods/months and period 13 indicates the final period of the year has been closed.
Click Save.
