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.

General accounts are associated with fiscal years and you’ll must create them for each fiscal year. If you use the same account numbers from year to year, Campus Cafe includes a copy function to save you time.

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.

Prerequisites

• Create fiscal year.

• Create cost centers.

Required permissions

Create general ledger account

1. Go to Accounting > GL Account Maintenance.

2. Click Submit.

3. Click New Record.

   • FY: Select the fiscal year associated with the account.

   • 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: Described in detail after the example shown below

   • Periods: The starting dollar amount for each period. Automatically populated by the Campus Cafe. Adjusting Custom Control GLBALLOCK will allow a manual override of these amounts.

4. Click Create.

General ledger accounts example

Below is an example of setting up general ledger accounts.

Line and Subline Numbers: The Line and Subline numbers represent not only where these accounts will show on the Balance sheet, but also what lines will be included in each subtotal and grand total. In the example above, all of the accounts with Line 12 and Subline 5 will be shown together and then subtotaled into one number. Then, the account with Line 12 and Subline 10 will be shown separately with its own subtotal. Finally, all of the accounts with Line 12 regardless of the subline will then show as a grand total on your Balance Sheet.

Copy general ledger accounts

This function allows you to duplicate accounts in one fiscal year to another.

1. Go to Accounting > GL Account Maintenance.

2. Click Copy.

   Open

   

3. Enter the Source Fiscal Year to copy the accounts from and the Target Fiscal Year to copy the accounts to.

   Open

   

   In this example we copy accounts in the 2022 fiscal year to the 2023 fiscal year.

4. Click Copy.

5. Click yes, please copy! to confirm.

Inactivate general ledger accounts

General ledger accounts cannot be deleted to prevent orphaning data already tied to the account but you can inactivate accounts no longer in use.

Accounts cannot be marked for inactivation (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.

To inactivate an account:

1. Go to Accounting > GL Account Maintenance.

2. Select a Fiscal Year and click Submit.

3. Select the account to inactivate.

4. Click Edit Selected.

5. In Delete Code enter D.

6. Click Save.

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.

Activate and configure fund numbers:

1. Go to Admin > Custom Control.

2. In Search enter GLFUND_MAP.

3. Next to Seq 2, Parm 1 click the pencil.

4. In Parameter Value 1 enter Y.

5. Click Save & Back.

6. Next to Seq 1, Parm 1 click the pencil.

7. 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.
   
   

8. Click Save.

9. Add additional mappings in Parameter Values 2-10 (one mapping per box) or using ProgramId GLFUND_MAP, Sequence 3, Parameters 1-10.

10. Click Save.

11. Go to Admin > Refresh Data Cache