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Step 1 - Create the Entity and Ledger in GL2 in the Live and Test environments

Create the Entity in Live

1. Go to System > and click Administration.
2. In the entity tree, click on the entity that you wish to add an entity below. E.g. click on ADRA South Pacific to add ADRA Samoa.
3. Click on the Add Entity button.
4. Complete all the fields, then click Save.
   1. Type - selecting the entity type determines the default chart of accounts that ledgers for this entity will have. Ensure that the right type is chosen as this setting should not be changed once entries have been processed in the ledger/s.

The entity has now been created and you will be able to see the chart of accounts it has.

Create the Ledger in Live

Information from this page also needs updating - 15732842

1. Go to System > Administration.
2. In the entity tree, click on the entity that you wish to add a ledger to. E.g. click on ADRA Samoa to add the ADRA Samoa ledger.
3. Click the Add Ledger button.
4. Complete all the fields on the Ledger Definition screen, then click Save.
1. Code - this is a short name for the ledger.
2. Ledger Type - this will default to the type selected in the entity, but can be changed to a different type if required. Ensure that the right type is chosen as this setting should not be changed once entries have been processed in the ledger/s.
3. Multi Currency - tick this box to allow transactions to be entered in multiple currencies.
4. Authorise Transactions - tick this box to require transactions to be authorised before being posted.
5. Allow Data Entry - tick this box to allow transactions to be entered in the ledger.
6. Cheque Entry - tick this box to allow cheque transactions to be entered in the ledger.
7. Receipt Entry - tick this box to allow receipt transactions to be entered in the ledger.
8. Batch Receipt Processing - tick this box to allow receipts to be processed in batches instead of individually. Best for processing large volumes of receipts.
9. Print File Copy - tick this box to XX
10. Bank Deposit Copies - enter the number of Bank Deposit slips to be printed.
11. Current Period - come back to Ledger Definition to select this once the Financial Year and Periods have been set up.
12. Open Transaction Date Range - enter the dates that transactions are allowed to be processed with. Requires regular updating by an Accountant / System Administrator user.
5. Once Save has been clicked, you will be taken to the Periods tab.
1. Select the Financial Years Start month and the Financial Year from the dropdown lists.
2. Click Save.
6. Click on the Ledger Definition tab and choose the Current Period (most likely the first period of the financial year). This can be changed before go-live if required.

The ledger has now been created. Follow these steps - 15732842

Repeat both steps to create the entity and ledger in Test. The financial year and period information may be different in Test, depending on what type of testing you will do.

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