Accounting > Financial > Association GL Setup

 

This article describes the process for attaching departments to existing general journal entries. 

 

Before you can add existing Journal Entries to a Department, the Association must be enabled for Departments and the Departments must be set up. Review the items below and complete any of them before going to the next step. 


Enable GL Departments - The Association must be enabled to use Departments. Do this on the Accounting >  Financial > Association GL Setup Page-Overview Tab. CLICK HERE for more information.



Create Departments- Departments are created on the Accounting >  Financial > Association GL Setup Page- Department Tab.  CLICK HERE for more information.



Link GL Accounts to the Department- Each GL Account that needs to be included in the new Department(s) must be linked using the Accounting > Financial > Chart of Accounts page. CLICK HERE for more information.


 

Attach Departments to Existing Journal Entries

If the Department option was not enabled, or a new Department is created after Journal Entries have been posted to the General Ledger, you will need to manually move those entries to the correct Department using one of the two following options:


  • Reopen General Journal Entry- This method can be used for manually created Journal Entries and those created by Cash Application. For internally generated entries, you will need to use the option below. 


  • Correct GL Account Inquiry- This method can be used for manually created Journal Entries and all other entries created by accounting functions, i.e. accounts payable, cash receipts, deposits, bank reconciliations, delinquency/violation actions, etc.


NOTE- If journal entries are not assigned to a department, they will not appear on financial reports run by department.


Reopen General Journal Entry


Step 1. Navigate to Accounting > Financial > Association GL Setup.


Step 2. On the Overview Tab, if the Include Dept. in the GL Account box is checked, you need to uncheck it.  If the box is unchecked, skip to Step 4.



Step 3. Click the Save button to finalize your changes. 


Step 4. Navigate to Accounting > Financial > Manage Journal Entry


Step 5. Use the Search filters to narrow the list of Journal Entries to the Open Period. 



Step 6.  Locate the entry you need to edit and click the Pencil icon to open the record. 



Step 7. Select the correct Department from the drop down menu for each entry.


Step 8. Click Save and Post to finalize.


Step 9. When all Journal Entries are complete, return to Step 1 and 2 to re-enable the Include Dept. in the GL Account box.


Correct GL Account Inquiry 

Step 1. Navigate to Accounting > Financial > Association GL Setup.


Step 2. On the Overview Tab, if the Include Dept. in the GL Account box is checked, you need to uncheck it.  If the box is unchecked, skip to Step 4.



Step 3. Click the Save button to finalize your changes. 


Step 4. Navigate to Accounting > Financial > GL Account Inquiry.


Step 5. Use the Search filters to select the Association and narrow the list of Journal Entries to the Open Period. 



Step 6. Click on the Department column header to reorder entries by no department. 



Step 7. Click on the hyperlink in the GL BatchId column for the entry you need to edit. This will open the View GL Transaction Batch window.



Step 8. Select the correct Department from the drop down menu for each entry.


Step 9.  Click Save and Post to finalize.


Step 10. When all Journal Entries are complete, return to Step 1 and 2 to re-enable the Include Dept. in the GL Account box.