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

Create the Ledger

Follow these steps - 15732842These steps need to be done by a user with the System Administrator role.

1. Go to System and click on 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. Selected fields explained below:
1. Ledger Code - this is a short name for the ledger, which will be used as part of the file name when exporting data.
2. Ledger Type - this will default to the type selected in the entity, but can be changed if required.
3. Multi Currency - tick this box to allow transactions to be entered in multiple currencies. Choose the Default Rate Type if multi-currency is enabled.
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. Paperless - this checkbox enables the paperless authorisation workflow. This means that journal listings are not required to be printed; rather, they are automatically saved as an attachment in the journal. The person authorising views the journal and backing on the screen, and when they approve the journal, it is also posted. Contact Service Desk if you would like this feature activated.
9. Allow Standard User Reversals - tick this box to allow users with the Standard role to use the reversal function. If it is left unticked, only users with the Advanced and System Administrator role can use this function.
10. Batch Receipt Processing - tick this box to allow receipts to be processed in batches instead of individually. Best for processing large volumes of receipts.
11. Print File Copy - if selected, two copies of the receipt will be printed – ‘Payer Copy’ and ‘File Copy’.
12. Bank Deposit Copies - enter the number of Bank Deposit slips to be printed.
13. Current Period - come back to Ledger Definition to select this once the Financial Year and Periods have been set up.
14. Open Transaction Date Range - enter the dates that transactions are allowed to be processed with. Requires regular updating by an Advanced / 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 drop-down 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).

The ledger has now been created. The next steps are to set up the chart of accounts, and create users / give users access to the new ledger.

Step 2 - Set up the chart of accounts

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