Edit a General Ledger Activity

To learn more about this capability, click the Launch video button.

Please note that tasks on closed activities cannot be edited, but the notes associated with those tasks can be amended if necessary.

Access the General Ledger Activities area.
1. To access General Ledger from the Home screen, do one of the following:
1. - Click General Ledger on the navigation panel.
  - Click Areas > General Ledger on the menubar.
  - Click the down arrow next to Home on the options bar and select General Ledger.
To access the General Ledger from another area of the program, do one of the following:
- Click Home > General Ledger on the menubar.
- Click the down arrow next to Home on the options bar and select General Ledger.
1. To access GL Activities, do one of the following:
  - Click Activities on the navigation panel.
  - Click Areas > Activities on the menubar.
A list of general ledger activities displays. Change the activities that display in the list if necessary.
1. A list of activities for the selected client displays in the list. To change the types of activities that display in the list, click the word Activities in the view filter.
A list of choices displays:
- Open
- Last Six Months
- Search
1. Click on the appropriate selection.
Use the search bar to display activities that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of activities.
Selecting multiple criteria performs an "and" search (for example, hidden activities with a specific Priority).
To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
Open activities defined as Hidden display in the Activities – Open list by default. However, you must use the Include hidden activities search filter to view closed hidden activities in the Activities – Closed list.
You can change the columns that display in the list if you wish.
1. Click the Select Columns link label on the right side of the header bar.
The Select Columns window displays.
1. Select the checkbox next to each column that should be included in the list.
Deselect the checkbox next to each column that should be removed from the list.
1. Columns will display in the order in which they are listed. In the example above, Code would be the first column and Association would be the last. To move a column up or down in the list, click the column and then click the up arrow or down arrow to change its position.
2. Click OK or press [Enter] to save your changes.
Click Cancel to close the window without saving your changes.

Choose the appropriate activity or activities in the list.

Do one of the following:

Click the Edit button .
Click File > Open on the menubar.
Press [Enter] on your keyboard.
Press [Ctrl]+ O.
Double click the activity in the list.
Note: You cannot double click a selection of multiple activities.

The Activity Detail screen displays. The fields at the top of the screen and on the Detail tab reflect the information entered when the activity was added. These fields can be amended if necessary.

The screen contains three tabs:

Detail
- Detail
  
  The Detail section of the Detail tab contains the Follow up/Start date and time, End date and time, and Reminder date and time. This information can be revised if necessary.
  
  The Issuing company and Premium payable entity associated with the activity can also be changed if applicable.
- Who to Contact
  In the Who to Contact section, you can change the person to contact in regards to the selected activity and specify how to contact them.
  1. The Who to Contact frame populates based on the options your organization has configured. If necessary, you can manually update the contact: click the lookup button to open the Who to Contact pop-up window, and then select a contact. To narrow your lookup results, you can clear the contact’s name, enter a new name in the field, and click the lookup button .
    
    The Account type and Lookup code default from the account associated to the activity. To select a different account, select an Account type and click the Lookup code button .
    
    Narrow the list of contacts for the selected account if necessary.
    
    To narrow the list of contacts, use the Search where bar above the list.
    
    The choices available in the second dropdown menu depend on the selection you make in the first dropdown menu.
    
    Equals: Enter the search criterion (e.g., the full name) in the field, or select the date from the dropdown calendar (if applicable). Click Find.
    
    Contains: Enter at least one character of the search criterion (e.g. part of the name) in the field. Click Find.
    
    All of the account’s contacts display in the list. Click a column header to sort by that column.
    
    Click a contact in the list to select it.
    
    Select a method of communication from the Contact at dropdown menu. The same phone number may be listed twice if the contact has the same number designated for phone and SMS.
    
    Click Finish to apply your contact Name and Contact Via selections to the activity.
    
    Click Cancel to close the pop-up window without applying changes.
  2. The Contact Via method for the contact defaults, but you can change it if necessary:
  Note: You cannot update the SMS phone number in this area, because SMS messaging requires an explicit opt-in from the contact. You can update SMS and other contact method information in Contact Detail.
- Notes
  1. To add a note, Click the Add button to the left of the Notes list.
  2. Choose an Access level, type your note in the large text box, and click Finish or press [Enter].
- Find/View Notes
  
  To see all notes pertaining to the activity typed out in one window, click View all notes.
  
  To locate an existing note, enter some of the text that the note contains in the Search where notes contain field, and then click Find.
  
  Click Clear filter to show all of the notes again.
  
  To read an existing note, click on it in the list. The contents of the note display to the right of the list.
Tasks
- Add a Task
  1. To add a task, Click the Add button to the left of the Tasks list.
  2. Enter the Task.
  3. Select the appropriate Owner type.
  4. Choose a Specific Person if applicable.
  5. Choose a task Status.
  6. Choose a Start date and time for the task.
  Note: Click the down arrow to the right of the date field to pick a date from the dropdown calendar.
  1. Choose a Due date and time for the task.
  Note: Click the down arrow to the right of the date field to pick a date from the dropdown calendar.
  1. Choose an Access level.
  2. Type your Note in the large text box.
  3. Click Add to enter the task and immediately add a second task.
    
    Click Finish to enter the task and close the Task window.
    
    Click Cancel to exit the window without saving the task. You are prompted: "Do you wish to discard changes?" Click Yes.
- Edit/View a Task
  1. Click the task or tasks you wish to view or edit in the Tasks list.
  2. Click the Edit button to the left of the Tasks list.
  3. You can change any field(s) on the Update Task window.
  4. Click Finish or press [Enter] to save your changes.
    Note: If more than one task is selected, the Edit Multiple Tasks window appears. Selecting the appropriate checkbox enables the field to be edited, and any changes made are committed to all tasks selected.
    
    Press Cancel to discard your changes.
- Task Notes
  
  To locate an existing note, enter some of the text that the note contains in the Search where notes contain field, and then click Find.
  
  Click Clear Filter to show all of the notes again.
  
  To read an existing note, click on it in the list. The contents of the note display to the right of the list.
Further Actions

Information on this tab cannot be amended.

When you have made the desired changes to the GL activity or activities, click the X beside the activity in the navigation panel to close it. If multiple activities were selected, the changes will be applied universally to all selected activities.