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GL2 has been designed to be easy for GL2 system administrators to implement their own entities and ledgers. The recommended practice is to set up the chart of accounts in the Live environment first. Then switch to the Test environment, import the opening balances and do a month or more of processing (if switching from another accounting system). This will highlight any accounts that need creating and / or any special setup that may be required. Once you are satisfied that the setup and usage is correct, the process is repeated (more quickly and easily) in the Live environment.

Steps to complete

1. Create the Entity and Ledger in GL2 in the Live and Test environments.
2. Create users in the Test environment.
3. Set up the chart of accounts in the Live environment.
4. Link the Special Accounts in the Live environment, as required.
5. Export the chart of accounts and map the existing trial balance to the GL2 accounts.
6. Import the accounts, sub-accounts, legacy accounts and opening balances into the Test environment.
7. Set up bank accounts / cheques / receipts / tax in the Test environment.
8. Set up the statements and interest features in the Test environment, if using these features.
9. Import budgets into the Test environment, if required.
10. Training - train all users in the Test environment.
11. Testing - if required, process a month or more of data, testing all required features and functions.
12. Go live
    1. Set the correct Financial Year and Period Start in the Live environment.
    2. Redo the opening balances as at the go live date. Import into the Live environment.
    3. Set up bank accounts / cheques / receipts / tax in the Live environment.
    4. Set up the statements and interest features in the Live environment, if using these features.
    5. Redo and import the budgets into the Live environment, if using this feature. Can be done later though.
    6. Ensure all users created in Live.

Steps explained

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

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Sub-accounts can be created individually in GL2 as explained below, or in bulk using the Excel account import template.Using the Excel import template is covered XX.at Import data into GL2

1. Go to System > Administration.
2. Select the relevant ledger.
3. Tick the Show Sub-Accounts Only box.
4. Click on the relevant category, then click Add Sub-Account.
5. Complete the relevant fields, then click Save.
   1. Code - 10 characters max. 
   2. Name - 50 characters max.
   3. Address -  Email - may be used in the future, e.genter where relevant, such as on Church, Entity, Location, Student, and Who sub-account types.
   4. Email - will be used in a future release, e.g. for emailing statements.
   5. Analysis Category - if not already selected, choose the correct category.
   6. Allow Posting - Select the earliest period that posting will be allowed from. The To field can be left blank so that posting can occur indefinitely.
   7. Currency - select the currency of the sub-account (if using multi-currency)
6. Repeat steps 3-5 to create all sub-accounts.

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Sub-accounts can be assigned individually as explained below, or in bulk using the Excel account import template. Using the Excel import template is covered XX.:

1. Go to System > Administration.
2. Select the relevant ledger.
3. Select an account to have sub-accounts assigned.
4. Click on the Assign Sub-Accounts tab.
5. From the Sub-Accounts Available list, highlight one or more sub-accounts (use Shift and/or Ctrl to highlight multiple accounts) and click on the arrow to move them to the Sub-Accounts Assigned field.
6. Repeat steps 3-5 as required.

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Determine what type of testing will be done, and who will participate in this important process. Will you re-process one or more month's of data in Test, or will you just complete the areas outlined in the User Acceptance Testing document?

Step 12 - Go live

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