4.5 General Ledger Accounts
Choose GL Accounts under the Payables menu or use the keyboard shortcut <cmd-G> to access the General Ledger Accounts dialog window.
4.5.1 Purpose
A General Ledger Account is a unique 6 digit alpha-numeric identifier which is used for posting from the payables to the General Ledger.
4.5.2 Number of General Ledger Accounts Required
A minimum of one (1) general ledger account is required. No maximum number of general ledger accounts applies.
4.5.3 Adding A New General Ledger Account
After having chosen GL Accounts under the Payables menu (keyboard shortcut <cmd-G>), choose New under the File menu selection (keyboard shortcut <cmd-N>).
Figure 4.5.3.1 -- New General Ledger Account Dialog Window
Complete the New GL Account dialog window as follows:
a) AC No
Enter a unique 6 digit alpha-numeric general ledger account identifier.
b) Name
Enter general ledger account name.
c) G/L Posting Method
Select posting method you wish to use.
d) Post Description
Select posting description.
Figure 4.5.3.2 -- Completed General Ledger Account Dialog Window
In order to edit a value in any field of the New GL Account dialog window, either tab to or click on the appropriate field and make the desired changes. Select 'OK' to save the new general ledger account.
The GL Account number and name will now appear in the GL Accounts window. If you wish to add additional new GL accounts, repeat the above steps. Once all new GL accounts have been added, select 'Cancel' to return to the GL Accounts window.
To exit from the GL Accounts window click in the upper left hand corner of the window or use the keyboard shortcut < cmd-W >.
4.5.4 Editing An Existing GL Account
Choose GL Accounts under the Payables menu selection or use the keyboard shortcut < cmd-G > to access the General Ledger Accounts dialog window.
To access the Edit G/L Account dialog window double click on the name of the GL Account you wish to edit.
Figure 4.5.4 -- Edit G/L Account Dialog Window
Either tab to or click on the field you wish to edit. Once the GL Account has been edited to your satisfaction, select 'OK'. The Edit G/L Account window will close and you will be returned to the GL Accounts window.
To exit from the GL accounts window click in the upper left hand corner of the window or use the keyboard shortcut < cmd-W >.
4.5.5 Deleting An Existing GL Account
Choose GL Accounts under the Payables menu selection or use the keyboard shortcut < cmd-G > to access the General Ledger Accounts dialog window.
Note: If a GL Account has outstanding transactions attached, you will not be able to delete the GL Account.
To delete a GL Account, access the Edit G/L Account dialog window by double clicking on the name of the GL Account you wish to delete. To delete the GL Account click on the 'Delete' button.
Figure 4.5.5.1 -- Delete G/L Account Dialog Window
You will be prompted to confirm that the selected GL Account is to be deleted. Click on the 'Delete' button to delete the GL Account. If you do not wish to delete the GL Account, click on the 'Cancel' button.
