General Ledger Opening Balances Configuration

Please note that if you have not completed the entry of GL opening balances, it is advised that you do not close the initial accounting month. Once the initial accounting month is closed, you will not be allowed to make further entries to the GL opening balances unless the accounting month(s)s are reopened.

GL opening balances are entered per agency and accounting months are closed per agency.

If an agency is added to your structure after accounting months have been closed, you will be able to enter GL opening balances for the new agency structure until the initial accounting month for the new agency is closed.

Define bank accounts prior to entering opening balances. A GL account cannot be defined as a bank account once activity has been added.  If the Journal Entry Approval Process is enabled, GL opening balance journal entries are generated with the System Approved status.

1. From the Home screen, do one of the following:
    
   • Click Configure on the navigation panel.
   • Click Areas > Configure on the menubar.
   • Click the down arrow next to Home on the options bar and select Configure.

From any other area of the program, do one of the following:

2. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays

2. Click Accounting on the navigation panel, or Areas > Accounting on the menubar.
3. Click GL Opening Balances on the navigation panel.
4. A list of agencies that are in your system displays. To change the sort order, click the column heading by which you wish to sort.
5. The agencies that are in your system display in the list. To add or change the GL opening balance for one of the them, click to highlight the agency and do one of the following:
   • Click the Edit button to the left of the list.
   • Click File > Open on the menubar.
   • Double click the agency.
   • Press [Enter].

The fields on the right become enabled. You can do the following from here:

1. • Add a GL Opening Balance

     If the Journal Entry Approval Process is enabled, the journal entry generated when you add a GL opening balance has a System Approved status.

     1. Enter the GL account number in the fields provided. To look up the correct account, click the lookup button .
        
        Type at least the first number of the account in the first field, or the first number of the subaccount in the second field, and then click Locate. Highlight the appropriate GL account and do one of the following:
        • Click Finish.
        • Press [Enter].
        • Double click the GL Account.
     2. Select a Branch, Department, and Profit Center if applicable.
     3. Enter the correct Amount.
     4. Select the Debit or Credit radio button.

     5. Click Finish or press [Enter] to complete the record. Debits and credits must be equal in order to save the changes.

     Click Cancel or press [Esc] to exit the workflow without saving changes. You are prompted: "Do you wish to discard changes?" Click Yes.

   • Edit a GL Opening Balance
     1. Click on the appropriate account in the list on the right.
     2. Information for the selected account displays below the list. Change the information as necessary.
     3. Click Finish or press [Enter] to complete the record.

     Click Cancel or press [Esc] to exit the workflow without saving changes.

   • Delete a GL Opening Balance
     1. Click to highlight the account that you wish to delete in the list on the right.
     2. Do one of the following:
        • Click the Delete button to the left of the list.
        • Press [Delete] on your keyboard.
     3. You are prompted: "Do you wish to delete this record?" Click Yes.
   • Print a List of GL Opening Balances
     1. To print a list of the GL accounts for the selected agency, do one of the following:
        • Click the Print button to the left of the list.
        • Click Print, Listview on the options bar.
        • Click File > Print > Listview on the menubar.
     2. The Print window displays. Print this list as you would any other document.

To obtain a report of opening balances, click On Demand > GL Opening Balance Report.