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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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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.

      Warning
      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.

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Create the Ledger in LiveFollow these steps - 15732842

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 are 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. Tax - tick this box to allow tax to be calculated on transactions. Also complete the Tax Name field so that the correct tax codes will be available.
5. Authorise Transactions - tick this box to require transactions to be authorised by an Advanced user or System Administrator user before being posted.
6. Allow Data Entry - tick this box to allow transactions to be entered in the ledger.
7. Cheque Entry - tick this box to allow cheque transactions to be entered in the ledger.
8. Receipt Entry - tick this box to allow receipt transactions to be entered in the ledger.
9. 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.
10. 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.
11. Batch Receipt Processing - tick this box to allow receipts to be processed in batches instead of individually. Best for processing large volumes of receipts.
12. Print File Copy - if selected, two copies of the receipt will be printed – ‘Payer Copy’ and ‘File Copy’.
13. Bank Deposit Copies - enter the number of Bank Deposit slips to be printed.
14. Current Period - come back to Ledger Definition to select this once the Financial Year and Periods have been set up.
15. 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).

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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1. Go to System > Administration.
2. Click on the Users button.
3. Click Add User.
4. In the Name field, search for the users name. Note that users must be already set up in Active Directory for them to appear on this list. If you cannot find them there, please contact the applicable Service Desk (TPUM for TPUM users, PNGUM for PNG users).
5. Complete the following fields/selections:
   1. Default Time Zone
   2. COA Administrator - ticking this box allows the user to modify the global chart of accounts for specific entities. Only users approved by the entity CFO and Adventist Technology should have the COA Administrator box ticked.
   3. Role - roles can be chosen at the entity level, which would give the chosen level of access to all ledgers below it. Alternatively, the role can be chosen at the Ledger level if different access is required for different ledgers. For an explanation of roles, see 15728706see Roles and functions available in GL2
6. Click Save when complete.
7. Repeat steps 3 - 6 to create more users.

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Note: this step assumes that no changes to the global chart of accounts are required. See XX section for Chart of accounts - overview for further information on the global chart of accounts for GL2.

Activate required accounts

1. Go to System > Administration.
2. Select the relevant ledger.
3. Tick the Show Inactive Accounts box to display the inactive accounts.
4. Select the first account to be made active, and un-tick the Prohibit Posting box.
5. Select the appropriate period in the Allow Posting from field.
6. Other changes can be made now if required, or they can be done in Excel as part of entering the opening balanceslater steps.
7. Click Update. 
8. Repeat steps 3-6 7 for relevant accounts.

Create sub-accounts

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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 - - enter where relevant, such as on Church, Entity, Location, Student, and Who sub-account types.
   4. Email - may will be used in the 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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If the copy Live to Test feature is done, this step will be different.

Step 7 -  Set Set up bank accounts / cheques / receipts / tax in the Test environment

The Bank tab in Accounts is where the bank account details are entered (account name, account number etc), the receipt clearing account is linked, and cheque and receipt details set.

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If receipts are going to be entered, complete the steps for setting up Receipting as per Set up Receipting

If the tax function is required, complete the steps as per Set up Tax

Step 8 - Set up the statements and interest features in the Test environment

1. Interest - 15728785How are interest calculations set up?
2. Statements - 15729289  How do I set which accounts will have statements produced?

Step 9 - Import budgets

Follow these steps - 15729315How do I import a budget?

Step 10 - Train all users

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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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Lastly, plan to have a Go Live celebration with your team!!!