User Administration/General Ledger
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General Ledger
- Site Configuration
- Configure Access Permissions
- sequences
- general ledger account sections
- general ledger account groups
- general ledger accounts
- bank Accounts
- transaction Types
- Electronic Fund Transfer
- Year End
Contents |
GL ADMINISTRATION
An administrator must set up the list of accounts (including any categories and groups required), banking information, etc. before the GL can be used. Permissions must also be set to allow appropriate access to selected users.
IT Staff and the CFO will have Administration status. This will allow them to configure all sections as well as to set groups and permission levels.
This is a rough draft only and screens are not populated with actual data from Blue Falls. However, enough test data is included to make it clear what the screen is for and how it is structured.
Figure 1_1 The GL Admin section
The GL Admin is found in the Admin application of pERP. The various items under General Ledger administration are shown at left
SITE CONFIGURATION
The site configuration sets the default GL currency from among the choices in the Currencies List (this list is set in pERP Administration)
Figure 1_2
The Next Year End is set here using the calendar control, or by typing the date in using the date format set in Preferences. If you are not sure what that format is, use the calendar.
In the example above, a yearly cycle has not been completed and so the Last Year End field is blank.
THIS SECTION IS SUBJECT TO REVISION.
SETTING PERMISSIONS
Figure 1_3 The top of the GL ACL screen.
Add to all - This first control allows you to search for access accounts, choose someone, and click the Add button to add them to all groups and permissions.
Add - As above
NOTE: THE 'ADD' BUTTON ABOVE IS THE SAME AS 'SAVE'. THIS ACTION CANNOT BE CANCELLED OR EASILY UNDONE. NAMES ADDED BY THIS METHOD MUST BE REMOVED ONE AT A TIME FROM EACH PERMISSION. TICKET 70763.
The Search Bar provides the usual functions. See Using the Search Bar in "Getting Started".
The disk icon on the right of the search bar exports a comma separated values (.csv) file of the settings of the current screen..
Access may be given to individuals or to groups. The Administrators of the GL group-most probably the CFO-will be able to decide who is in which group and the level and sections to which the group has access.
The use of groups is strongly recommended. It is far easier to remove a person from a group (once) than to remove an individual from fifteen places where he may have access.
The permission chart or Access Control Level (ACL) is set by someone in the administration group. Other individuals may be allowed to read the ACL and even make changes, but the changes cannot be saved.
Please note that some permissions cross boundaries. Bank transactions are generated automatically in the AP, AR, and Inventory sections, and even though this will be invisible to the user, they nonetheless must have Add permission in the GL for bank transactions.
In Safari, the field size of the control that sets the number of lines shown on the screen is too narrow. For example, the field is set to 25 but shows only 2; or set to 100, shows only the 1. THIS IS NOT A BUG IN PERP. This is a known problem with Safari not making the field wide enough.
Fig. 1-2 A screen shot of the Access Control Level (ACL) screen for the General Ledger showing which groups or individuals are allowed to Read (view), Add, Edit, or Delete material in the various locations in the GL
SETTING UP THE GL
Set up the entire GL in the following order:
- Sequences
- Sections
- Groups
- Chart of Accounts
- Bank Information
- Transaction Types
- Year End
SEQUENCES
Figure 1_4 The Sequences table is used to structure certain reports and should be left as set. Change it only if the financial reports are not working as required.
SECTIONS
Figure 1_5 The Account Sections table provides a flexible method of grouping your accounts for reports.
New sections can be entered at any time using the fields below the search bar.
The Section ID must be a whole number (words and decimals not permitted). The name can be up to 75 characters. Each section can be assigned a sequence from the drop-down list.
GROUPS
Figure 1_6 The Account Groups chart is another flexible method of organizing accounts. Each group can be assigned a Section and a Sequence. This chart is used in various reports.
ACCOUNTS (CHART OF ACCOUNTS)
Figure 1_7 The Chart of Accounts is entered and maintained here. Each account can be assigned to an account group for report purposes. Although a delete icon is shown, only the CFO should consider deleting accounts.
BANK ACCOUNTS
Figure 1_8 The Bank Accounts screen allows searches but has no filters.
New bank accounts are created as follows
YOU MUST ENTER THE ADDRESS OF THE BANK IN ADDRESS BOOK BEFORE CREATING THE BANK ACCOUNT
New Bank Account - This is a Select Widget that accesses the Chart of Accounts. Type either an account number or part of the account description (in this case, "bank" or "US" should work)
Bank Account Name - Whatever is convenient and meaningful Bank Account Number - a text field that will accept whatever the bank has assigned as your account number.
Currency - a pull-down menu of the Currencies List (set in pERP Admin) Address - This section links to the address book. The bank address must already be in the address book for this search to work.
Figure 1_9 If the bank address is not already in the address book, you will not be able to link to it and will receive the above error.
Tip: If you forgot to enter the address, here's how to add it on the fly.
1. Open the Address Book in a new tab in your web browser, enter the address, and save the address record.
2. Close the Address Book tab, so that you have only the GL admin tab open
3. Search the address field for the new address
NOTE: In the even that you edit existing bank address information, the changes will not be shown on the bank accounts screen until you log out and log in again.
TRANSACTION TYPES
Figure 1_10 The transaction types are set here.
Creating and editing transaction types are straightforward. However, once data has been entered, deleting a transaction type can have unforeseen consequences.
ELECTRONIC FUND TRANSFER
Under development?
YEAR END
Figure 1_11
The date of the next fiscal year end is set in Site Configuration (see page 2).
Clicking Save should perform a number of functions as it starts a new fiscal year.
It updates the year end date which locks the GL and any transactions before that.
This does not purge any data or clear out old transactions, nor does pERP move the balance of current year earnings or reset the balance of income, cost of sales, and expense accounts to zero.
