COMPANY SETTINGS - General Ledger

GL settings for Divisions / Segments / Fiscal Periods / Groups and Subgroups / Special Accounts modular links

 

General tab 

• Enable General Ledger integrates / un-integrates the General Ledger to the rest of the system (turn off to post a transaction to GL that you don’t want to affect any sub-ledgers - ie: Accounts Receivable)
• Division -  Enable Divisions for the General Ledger (see General Ledger - Divisions)
• Segmentation (see General Ledger - Segmentation) can be established to represent either/or both:
  • Location Segment
    • choose which GL Segment (setup in the Segments tab) will represent the Location
    • option to assign a default Location to a User in User Settings > General > Restrict Location to, so the system auto-appends the correct Location segment to all their transactions

• • • • User Settings permitting, the Location can be chosen at the time of logon
      • User Settings permitting, Location can be changed by pressing the F10 key

• • Profit Center Segment

• • • choose which GL Segment (setup in the Segmentation tab) will represent the Profit Center - this segment can be chosen at the time of each General Ledger transaction.

               

• Reconciliation - set allowance for posting an unbalanced Reconciliation 
• Contract Cost - assign the Differential G/L Account to capture the difference between actual costs and the established Contract Costs (see more in Price Matrix - Add / Edit / Delete)

Fiscal Periods tab

displays fiscal periods

• Current subtab

• • Current Year End - change if you want to create a new fiscal year-end, which will populate into This Year (creating a short fiscal year from the old fiscal year-end to the new fiscal year-end) and Next Year (creating a full fiscal year with new periods)

• • Locked Periods allows disabling the ability to post into these periods
    • enter the number of periods (months) you wish to lock
    • verify the months locked in the periods table which turn grey

• • Number of Periods - establish this prior to posting transactions in the General Ledger
    • 12 - monthly periods
    • 13 - 4-week periods

• Historical subtab displays historical period dates prior to Last Year
  • double-click on any period to drill down to transactions

Segments tab

establish up to 4 segments for your General Ledger Account Structure to allow printing of financial reports by one or a group of segments only (see also General Ledger - Segmentation)

• Structure subtab
  • Add a Segment to your GL Account structure:

                   

• • establish the Length to start a new Segment (once saved, this cannot be removed)
  • type in the Name of the segment
  • select the Type in the drop-down list - Numeric / Alphabetic / Alpha-Numeric

• Codes subtab displays the list of members of the selected Segment:

           

• • Refresh to load any Segment Codes that may have been entered by another user since last Refresh and which may not be displayed
  •   Filters Codes List Filters / Search / Customization - see Filters, General Ledger, Volume 2, Chapter 3
  •   Export Segment Code List in Excel (.xlsx only) or CSV format - see General Ledger - Accounts Export
  • New Segment Code

                

• • • select from the Segments previously set up in the Segment Structure tab (ie: Location / Profit Center)
    • enter a unique Code
    • enter a Description
    • Save or Save Close
  • Edit Segment Code
    • select Segment Code(s) from a filtered or unfiltered list
    • click Edit
    • make desired changes
    • Save or Save Close
      
      
  • Delete Segment Code
    • select Segment Code(s) from a filtered or unfiltered list
    • click Delete
    Since there are no restrictions when establishing the ‘base’ segment, segments may be assigned in any order. For example, an account number could be structured: SOUTH/31100/ADMIN/00001, where ‘SOUTH’ is a region, ‘31100’ is an account code, ‘ADMIN’ is a group within a region, and ‘00001’ is a project within a group.

Groups tab 

organization of the General Ledger Chart of Accounts for display on financial reports

• in this example, the preview of the Income Statement displays the Gross Sales Group (No 400) as a section with a heading and a total

• • assign new General Ledger Accounts to the Group who’s section you want it to print in, on financials

• Groups List
  • Refresh to load any Groups that may have been entered by another user since last Refresh and which may not be displayed

• •  Filters Groups List Filters / Search / Customization - see General Ledger - Accounts List Functionality
  • Export Group List in Excel (.xlsx only) or CSV format - see Export, GL, Volume 2, Chapter 13
  • Edit Group Alias
    • select Group and click Edit, or, just double-click to open the Group details

• • • make desired changes
      • Alias represents how this group heading and total label will print on financial reports
      • Account Type represents which section this Group will print in, on financial reports
      • Totaling options
        • No Total - there will be no total displayed for this Group on financial reports
        • Total with reset - will not add this Group’s total into the subsequent Group’s total
        • Total without reset - will add this Group’s total into the subsequent Group’s total
      • Total Heading gives you the option to make the Total name different from the Heading name for this Group

• • • • Line Advance determines how much space follows this Group on financial reports
        

Subgroups tab

 option to establish Subgroups for sub-totals on financial reports 

• Subgroups List
  • Refresh to load any Subgroups that may have been entered by another user since last Refresh and which may not be displayed
  • Filters Subgroups List Filters / Search / Customization  
  • Export Group List in Excel (.xlsx only) or CSV format

• New Subgroup
  • enter Subgroup code
  • enter Subgroup Name - how it will print on financial reports
  • assign the Group that this Subgroup will print in
  • Suppress Accounts to activate the suppression option at the time of printing so only the total will print of GL Accounts in the Subgroup

         

• • next step is to assign the Subgroup to the GL Account in General Ledger Details

         

• Edit Subgroup
  • select the Subgroup(s) you wish to edit and click Edit or just double-click the Subgroup
  • make desired changes as described in previous section
• Delete Subgroup
  • select the Subgroup(s) and click Delete

Special Accounts Tab

maintain the General Ledger Accounts that are linked to modular functions throughout Spire

• edit the General Ledger Account No associated with the Special Account listed - click into the field and type or browse for the desired account
• see additional settings in the sub-sections:
  • Accounts Payable identifies the default GL Accounts used in Accounts Payable transactions
  • Accounts Receivable identifies the default GL Accounts used in Accounts Receivable transactions
  • Bank Accounts identifies the default Bank Accounts for Customers and Vendors in other Currencies in your Multi-Currency environment
  • Inventory identifies the default GL Accounts used in Purchases and Sales
  • Purchasing identifies the default GL Accounts used in Purchase Order transactions
  • Sales identifies the default GL Accounts used in Purchase Order transactions