Create a new ledger

The following steps cover how to create a new ledger where there are no opening balances to be brought in e.g. a new project has commenced.

Steps to complete

Step 1 - Create the Entity and Ledger

Create the Entity (if required)

If an new Entity needs creating for the ledger to operate in, follow these steps. Otherwise, start at the Create the Ledger step below.

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

Follow these steps - 15732842

Step 2 - Set up the chart of accounts

Note: this step assumes that no changes to the global chart of accounts are required.

Activate required accounts

1. Go to System and click 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. Click Update. 
6. Repeat steps 3-6 for relevant accounts.

Create sub-accounts

Sub-accounts can be created in each ledger for the following categories: Allocated Equity, Appropriation, Asset Location, Church, Department, Entity, Location, Not Analysed, Project, Student, Subject, Sustentee, Trust Fund, Who. A coding convention should be determined for each category used.

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.

1. Go to System and click 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 - where relevant.
   4. Email - where relevant. May be used in the future, 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.

Assign sub-accounts

Where accounts have the setting of Sub-Account Required = Required, but no Object Analysis assigned (e.g. Department, Project or Who), sub-accounts must be assigned to these accounts. Sub-accounts may also be assigned where Sub-Account Required = Optional.

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 and click 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.

Step 3 - Link the Special Accounts

Some functions in GL2 involve the system creating automatic journals. Special Accounts is where the accounts required to be used in these journals are specified.

1. Go to System and click Administration.
2. Select the relevant ledger.
3. Click on the Special Accounts tab.
4. Enter accounts for all of the features you will be using (Retained Earnings is mandatory as this account is used in the end of year processing).
5. Click Save.

Step 4 - Set up bank accounts / cheques / receipts

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.

1. Go to System and click Administration.
2. Select the relevant ledger.
3. Select a bank account and click on the Bank tab.
4. Tick the "Is this a bank account" box to show the fields.
5. Complete the relevant fields, then click Save.
6. Repeat steps 3-5 for other bank accounts.

Need to link to an explanation of Receipting.

Step 5 - Set up the statements and interest features

1. Interest - 15728785
2. Statements - 15729289

Step 6 - Import budgets

Follow these steps - 15729315

Step 7 - Give access to users

New user

1. Go to System and click Users.
2. To add a new user, click Add User.
3. 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.
4. 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 entity types that the user has access to. Only users approved by the entity CFO should have COA Administrator 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 15728706
5. Click Save when complete.
6. Repeat steps 3 - 6 to create more users.

Existing user

1. Go to System and click Users.
2. Find the name of the user to have access to the new ledger and highlight it.
3. In the entity and ledger tree section, find the ledger that the user needs access to and highlight it.
4. Choose the applicable role for this ledger from the Role menu.
5. Click Save when complete.
6. Repeat for more users as required.