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General Ledger Setup

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To setup the General Ledger:
 

  1. Navigate to Main Menu > Back Office > Weekly Process



  2. Click GL (General Ledger) on the Shortcuts menu. The GL Feed Form window displays. Setup tabs are displayed along the top of the window.



  3. Click the GL Account Setup tab. The setup will occur right to left (with one exception) along the tabs. 

  4. Click the ‘+’ to the left of Actions. The “Initialize GL” drop-down menu becomes available. 



     Caution: Initializing the GL Account Setup will reset existing GL configuration. If any of this process is already completed, up to and including mapping of accounts, do not Initialize.
      
  5. In the GL Category drop-down menu, select a Category.

  6. In the Account grid below, check the “IsVisible” box next to items to be shown in the GL Journal Entry.

    1.  
  7. After all applicable items have been selected from each available Category, click the GL Account Mapping tab.

  8. In the GL Category drop-down menu, select a Category.



    1. In the Select Column grid, click on a column name to display that column name's group options in the Select Group Option grid to the right. 

    2. Place a check mark next to a GroupOption to indicate the level at which the option will be applied.

    3. Click the Generate Account Mapping button after the levels have been indicated. 

    4. Repeat this process for each GL Category in the drop-down menu until all categories have been addressed.


  9. Click the GL Account Mapping tab. The GL Account Mapping tab displays the breakout level options selected in the previous tab. 




    • Click the Refresh button if expected breakout levels fail to display.







      Notes BEFORE continuing



      Ignore the Avionté Category name. Use the Description and DisplayName to inform mapping.

      Do not map the GL accounts until after verification of the journal entry break-down (next step).

      Verify the journal entry break-down after you have completed and closed at least one accounting period.  Data can be test or live.

      It is always best practice to close the accounting period before GL is generated.



  10. Click the GL Action Tab. The window displays the date range of the current accounting period. 




  11. For testing purposes, move the Start Date and End Date back one week to capture the data of the recently closed accounting period.

  12. Click Generate Journal Entry.

    • Depending on the amount on the amount of data, this process may take a few minutes.

    • A "Complete!" confirmation displays when the process is complete.

  13. Click the Journal Entry tab. 



    • If the week was correctly closed, the Debit and Credit columns should balance. 


  14. Click the GL Account Mapping tab to proceed with mapping.



  15. In the Account Number column, replace the ‘x-x-x-x’ with the respective account number from your accounting package.  

    • The Export to Excel option can be used to leverage Excel's filtering options to assist with mapping. 

    • Import the results back into Avionté by contacting Avionté Support through the Avionté Support Center.

 

The General Ledger has now been setup.

    • If new mapping is ever needed (i.e. a new branch is added, or new transaction types), click the GL Account Option tab and Generate Account Mapping again to create the new options.

    • If a specific break-out is not required, an account does not need to be provided. The feed will ignore all items without an account.

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1 Comments

  • Avatar
    Doug Gilbertson

    Can we add something in here that talks about changing the standard GL feed to be the standard Quickbooks feed by changing the supplier config option of GLJournalEntryFeedSP value to be "dbo.GL_QuickBookFeed"


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