General Ledger Funds

About GL Funds

The General Ledger Funds allows the configuration of default accounts for financial transactions. Default accounts are required for use of Campus Café.

Prerequisites

• Fiscal years must be configured

• Cost centers must be configured

• General ledger accounts must be configured

Access GL Funds

Permission #421 is required to access this function

1. Go to Accounting > GL Funds.

2. In Fiscal Year enter the fiscal year code. For example, FY2023. Enter a Fund Number. You must always have a fund 0 to serve as the default. Only set up other funds if you need separate description or date.

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3. Click Add Fund.

GL Fund Master tab

• Site Name: Text to describe your institution

• Cash Receipts: When a payment on a student ledger is made, the system will associate this general ledger account with the payment. A transaction code can be overridden to use a different account by checking the Override CC-GL as Cash Account box on the transaction code and specifying the Code-CC-GL-Fund for the cash account. Required if using student ledgers.

• Cash Disb. When the check register is run, the funds will draw from this general ledger account. Required if using the accounts payable module.

• Cash Disb. ACH.

• Payables: When vouchers are entered, the general ledger account to hold accounts payable. Required if using the accounts payable module.

• Receivables: When students are billed, the accounts receivable will be associated with this general ledger account. Required if using student ledgers.

• Retained Earnings: When the accounting year is closed, the earnings carried from the prior year will be associated with this general ledger account. Required if using general ledger module.

• Check Books
  When selecting checks to pay, you may select a checkbook to use. This allows the institution to maintain different check registers associated with, for example, different financial institutions. These alternative checkbooks apply only to cash disbursements. Alternate checkbooks are defined in A/P Control. If none are set, the system will default to the general account specified in the Cash Receipts box above.

Periods Dates tab

Allows the institution to divide its accounting year into smaller segments of time, typically months. For example period 1 represents January, period 2 represents February, etc. Period 13 is useful for institutions that have four-week periods within a year.

Enter the Period # From (start) and Period # To (end) date of each period. Alternatively, enter the first period and click Fill Dates. The system will calculate the remaining periods for the calendar year based on the first period entered.

Important Note:  The default cash receipts account and default receivable account must be entered in order for ledger card transactions to be posted correctly.  For example, if you are posting a billing transaction to Transaction code “TUITION” with a GL account of 4200, then the offset will always hit the default Receivables account (E.G. 1200).  The same is true of the cash receipts (although a cash receipt offset can be overridden to an account other than the default in the transaction code configuration), while billing transaction cannot be overridden.

Copy GL Funds

Permission #421 is required to access this function

1. Go to Accounting > GL Funds

2. Enter the Copy Fiscal Year to duplicate the funds from and the Copy To Fiscal Year.

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3. Click Copy Fund.

4. Back on General Ledger Funds, to the left of the new fiscal year, click the pencil.

5. Click Period Dates.

6. In Period 1 and Period 2 enter the start and end dates of the first discreet accounting unit of the fiscal year, such as the first month of the fiscal year. In the example below, the fiscal year starts July 1 and each accounting period is a month.

7. Click Fill Dates and Campus Cafe will calculate the remaining period dates.

8. Click Save.