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A general ledger (GL) account can be defined by creating elements which are strung together to create a meaningful purpose and description. Alternatively, a non-formatted approach can be used for the G/L by setting up the alias values for the main reporting requirements.
Both G/L & Alias use dictionaries to form the elements and are the first step in defining your G/L accounts. The dictionaries can be defined in a spread sheet and imported using the G/L Account Dictionary Import and G/L Alias Dictionary Import functions.
Information Pertaining to the Ministry of Education Uniform Chart of Accounts Format: This is an example of the ‘standard’, however, boards can define their own structure as long as the Ministry of Education (MOE) mandatory reporting requirements can be met.
For the purposes of reporting, the MOE standards are; maximum twenty-five (25) characters, five (5) elements (components), consisting of:
•Function
•Object
•Panel
•Location
•Program
The elements do not have to be in a specific order, but must be named as such.
Enter the elements in the element order the general ledger account number should be built. As an example, in the order above, Function would be first (size of 2), Object would be second (size of 3), Panel would be third (size of 1), Location would be fourth (size of 3), and Program would be fifth (size of 3). Result: 10-330-4-001-000.
The G/L Account tab has the following options:
•Add
•Edit
Use the following steps to add a G/L Account format:
1. Click on the System tab, click Settings, and select Accounting.
2. Click on the G/L Account tab.
3. Click on the Edit button to make fields available.
4. Click on the Add New button. This button may be unavailable based on predetermined settings.
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5. In the new line, under the Level column, enter a unique, two (2) digit maximum level.
Note: This field will auto populate with the next number in sequence.
6. Enter the Size. The size number can be a maximum of two (2) digits.
7. Enter a Level Name.
Note: Click on the Delete icon to remove a line in the grid.
8. Enter a note in the New Note field.
Note: Notes entered in this field will be saved and may be viewed in the Notes History section and are read-only.
9. Click on the Save button to confirm the new G/L account format, or click on the Undo button to remove all input information and reset the fields to their default values.
Use the following steps to edit the G/L account format:
1. Click on the System tab, click Settings, and select Accounting.
2. Click on the G/L Account tab.
3. Click on the Edit button to make fields available.
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4. If applicable, update the Level, Size and/or Level Name for any line items. The Level and Size fields may be unavailable based on predetermined settings.
Note: Click on the Delete icon to remove a line in the grid.
5. Enter a note in the New Note field.
Note: Notes entered in this field will be saved and may be viewed in the Notes History section and are read-only.
6. Click on the Save button to confirm the changes, or click on the Undo button to remove all input information and reset the fields to their default values.